Do I need a written health and safety policy?

The duties come from the Health and Safety at Work etc Act 1974 and the Management of Health and Safety at Work Regulations 1999. The written policy threshold is five or more employees: at that point you must set out in writing your general approach, who is responsible for what, and the specific arrangements in place.

What every employer must do regardless of size

• Risk assessment. Identify hazards, decide who might be harmed and how, evaluate the risks and put controls in place, record the significant findings if you have five or more staff, and review when things change.
• Safe premises, equipment and systems of work, and safe handling and storage of substances.
• Information, instruction, training and supervision adequate for the work.
• Welfare facilities — toilets, washing facilities and rest areas meeting the minimum standards.
• Display the HSE law poster, or give each worker the equivalent leaflet.
• Employers' liability insurance from day one, with the certificate displayed.

Duties are not limited to your own staff: customers, visitors, contractors and passers-by affected by your work are covered too, and self-employed people whose work could put others at risk have the same obligation.

Risk assessment and reporting in practice

Work through the HSE's five steps and apply the hierarchy of controls — eliminate the hazard first, then substitute it, then isolate people from it, then use engineering and administrative controls, with personal protective equipment as the last resort rather than the first answer. Think about who is more exposed: young workers, new or expectant mothers, lone workers, contractors. Review after any accident, when new equipment or processes arrive, and as a matter of routine each year.

Keep an accident book — a legal requirement at ten or more employees, and sensible for everyone — and record every incident, not only reportable ones. Certain events must be reported to the HSE under RIDDOR: deaths, specified injuries such as fractures other than to fingers, thumbs and toes, amputations and serious burns, incapacitation of a worker for more than seven consecutive days, injuries to members of the public requiring hospital treatment, listed occupational diseases, and dangerous occurrences. Report online or on 0345 300 9923.

None of this needs to be elaborate for a small business, but it does need to exist on paper. When something goes wrong, the risk assessment, training records and accident book are the evidence that decides both an HSE investigation and any insurance claim.