Health and Safety Policy for UK Trade Businesses — What You Need and How to Write One in 2026

The Legal Basis: HASAWA 1974

The Health and Safety at Work etc. Act 1974 is the primary piece of legislation governing workplace health and safety in Great Britain. Section 2 imposes a general duty on employers to ensure, so far as is reasonably practicable, the health, safety, and welfare at work of all employees. Section 3 extends a similar duty to non-employees — including customers, subcontractors, members of the public, and anyone else who may be affected by the conduct of the undertaking.

"Reasonably practicable" is a balancing test: the greater the risk, the more must be done to address it. It is not a defence to argue that safety measures were inconvenient or expensive if the risk was foreseeable and significant.

HASAWA is enforced by the Health and Safety Executive (HSE), which has powers to issue improvement notices, prohibition notices, and — in serious cases — to prosecute under the Act. Unlimited fines apply for breaches; in cases involving gross negligence or manslaughter, custodial sentences are possible. The HSE also operates a Fee for Intervention (FFI) scheme, meaning material breaches of health and safety law can result in a direct charge to the business being inspected.

Who Needs a Written H&S Policy?

Section 2(3) of HASAWA requires employers with five or more employees to prepare and keep up to date a written statement of their general health and safety policy, together with the organisation and arrangements for carrying it out. This written policy must be brought to the attention of all employees.

If you have fewer than five employees — including sole traders working alone or with a single apprentice — there is no statutory requirement to have a written policy. However, a written policy is strongly recommended for three practical reasons:

• Insurance: many public liability and employer's liability insurers now require a written H&S policy as a condition of cover, particularly for trades working at height, with hazardous substances, or on commercial sites.
• Commercial contracts: most main contractor and framework agreements require a signed H&S policy and supporting RAMS before you are permitted on site. Without one, you cannot quote for the work.
• HSE inspection: during a site visit, an inspector will typically ask to see your H&S policy and risk assessments. A written policy demonstrates due diligence; its absence — even where not strictly required — makes a poor impression and may trigger further scrutiny.

In practice, any trade business pursuing commercial, housing association, or local authority work will need a written policy regardless of headcount. Treat it as the foundation document of your compliance paperwork, not as an optional extra.

The Three-Part Structure Required by Law

For businesses that are legally required to have a written policy, HASAWA specifies that it must cover three things. The same structure is the accepted standard for all trade businesses producing a voluntary policy:

• Statement of intent — a signed declaration by the business owner or director committing the organisation to protecting the health and safety of employees and others affected by its work. It should state the business name, confirm that the policy will be reviewed regularly, and be signed and dated. This section is typically one page. It carries weight because it is a personal commitment, not just a form-filling exercise.
• Organisation — a clear description of who is responsible for health and safety within the business. For a sole trader, this is straightforward: the owner holds all responsibilities. For a business with employees, this section must name the individual responsible for overall H&S management, any site supervisors with day-to-day safety responsibilities, and the person responsible for specific duties such as first aid, fire safety, and COSHH. Every named person should be aware of what the policy says about their role.
• Arrangements — the detailed section explaining how you manage specific risks. This is where the policy gets practical. It should cover the hazards relevant to your trade and explain the procedures in place to control them: risk assessment processes, PPE provision and maintenance, toolbox talks, accident reporting, first aid, emergency procedures, and any task-specific controls. The arrangements section grows and changes as your business does.

A policy that covers all three parts but is written in plain, specific terms will satisfy the HSE far better than a lengthy generic template downloaded from the internet and never adapted to your actual work.

Risk Assessments: Your Legal Duty

The Management of Health and Safety at Work Regulations 1999 require every employer — and self-employed person whose work could affect others — to carry out a suitable and sufficient assessment of the risks to which employees and non-employees are exposed. Risk assessments are not optional extras to the H&S policy: they are a separate, parallel legal requirement.

If you have five or more employees, the significant findings must be recorded in writing. Sole traders and businesses with fewer than five employees are not legally required to write them down, but a written record is still strongly recommended — both as a demonstration of due diligence and because commercial clients will routinely ask to see them.

A suitable risk assessment for a trade task should:

• Identify the hazards associated with the task and the work environment
• Identify who could be harmed — employees, subcontractors, the public, occupants of the property
• Evaluate the likelihood and severity of harm if controls were absent
• State the controls already in place and any additional controls required
• Record the residual risk level after controls are applied
• Name the person responsible for implementing and monitoring the controls
• Include a review date or review trigger (change in task, change in personnel, near miss)

Risk assessments should be reviewed whenever circumstances change significantly. A risk assessment written for loft insulation installation in a domestic property does not automatically cover the same task in a commercial building with different access constraints and working-at-height requirements. Assessments must reflect the actual job, not a theoretical average.

Method Statements and RAMS

A method statement is a written document that describes, step by step, how a specific task will be carried out safely. Where a risk assessment identifies the hazards and the controls required, a method statement explains the sequence of work, the competencies needed, the equipment to be used, and the emergency procedures in place.

When a risk assessment and method statement are produced together for the same task, the combined document is known as RAMS (Risk Assessment and Method Statement). RAMS are the standard format requested by main contractors, principal designers, and procurement teams across the commercial construction sector. If you want to work on commercial sites, managed housing stock, or local authority contracts, you will need task-specific RAMS.

A well-structured method statement typically includes:

• Project name, location, and date
• Description of the work activity
• Sequence of key work steps in plain language
• Plant, tools, and equipment to be used
• Materials and substances involved, with reference to COSHH assessments where applicable
• PPE required for each stage
• Competencies and certifications required (e.g. CSCS card, Gas Safe registration, IPAF)
• Emergency procedures and first aid arrangements
• Signatures of the preparer and the operatives who have read and understood the document

RAMS do not need to be lengthy documents — a two-page RAMS for a routine task is entirely appropriate. What matters is that they are specific to the task, not generic, and that the operatives carrying out the work have actually read and signed them before starting.

Common Trade Hazards and Key Regulations

Your H&S policy arrangements section — and your RAMS — must address the hazards relevant to your trade. These are the most significant risk areas for UK tradespeople and the regulations that govern them:

• Working at height — governed by the Work at Height Regulations 2005. Falls from height remain the leading cause of fatal accidents in UK construction. You must avoid work at height where possible; where it cannot be avoided, use equipment that prevents falls (scaffolding, podium steps); where prevention is not practicable, use equipment that minimises fall distance and consequences (harnesses, safety nets, airbags). Ladders are a last resort — they must be risk assessed and may not be appropriate for tasks that require two hands or last longer than 30 minutes.
• Manual handling — governed by the Manual Handling Operations Regulations 1992. Musculoskeletal injuries from lifting, carrying, and repetitive movements are the single most common cause of work-related ill health in the trades. Assess manual handling tasks and introduce mechanical aids (sack trucks, tile lifters, pipe stands, scissor lifts) wherever reasonably practicable. Where manual handling cannot be eliminated, reduce the weight, improve the grip, and limit the duration.
• Hazardous substances (COSHH) — governed by the Control of Substances Hazardous to Health Regulations 2002. Cement dust, silica dust, paint solvents, bitumen fumes, and dozens of other substances tradespeople encounter daily require a written COSHH assessment. You must assess, substitute where possible, control exposure with engineering measures, and use appropriate PPE as a last line of defence. See the arrangements section of your policy and task-specific COSHH assessments for full detail.
• Electrical safety — governed by the Electricity at Work Regulations 1989. Electrical systems must be constructed, maintained, and used so as to prevent danger. This applies to both the fixed installation you are working on and the portable electrical tools you bring to site. Use 110V centre-tapped tools on construction sites, carry out regular PAT testing on portable equipment, and never work on live systems except in circumstances where it is unreasonable to de-energise them — and only then with appropriate safe systems of work.
• Noise — governed by the Control of Noise at Work Regulations 2005. Where noise exposure is likely to reach or exceed 85dB(A) LEP as a daily personal exposure (the lower exposure action value), you must assess the risk, provide hearing protection, and make hearing protection zones mandatory. Above 87dB(A) LEP (the exposure limit value), exposure must be reduced regardless of hearing protection worn. Angle grinders, chasing tools, nail guns, and concrete breakers routinely exceed 85dB(A).
• Hand-arm vibration (HAVS) — governed by the Control of Vibration at Work Regulations 2005. HAVS is an irreversible condition caused by prolonged use of vibrating tools — angle grinders, hammer drills, chipping hammers, and plate compactors are common culprits. The daily exposure action value is 2.5 m/s² A(8); the limit value is 5 m/s² A(8). Assess tool vibration ratings, rotate operatives, and introduce health surveillance for those regularly using high-vibration tools. HAVS cannot be cured once established — prevention is the only option.

RIDDOR: Reporting Accidents to the HSE

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) require employers and self-employed persons to report certain workplace accidents, occupational diseases, and dangerous occurrences to the HSE. Failure to report a notifiable incident is itself a criminal offence.

Reportable events for trade businesses include:

• Deaths — all work-related deaths to workers or non-workers must be reported immediately by the quickest practicable means, then confirmed in writing within 10 days.
• Specified injuries to workers — these include fractures (other than fingers, thumbs, and toes), amputations, loss of sight, crush injuries to the head or torso, burns covering more than 10% of the body, and any injury resulting in loss of consciousness from electric shock or lack of oxygen.
• Over-seven-day injuries — where a worker is incapacitated for more than seven consecutive days (not counting the day of the accident), this must be reported within 15 days of the accident.
• Non-fatal injuries to non-workers — if a member of the public or a visitor to site is injured as a result of the work activity and taken from the scene to a hospital for treatment.
• Occupational diseases — including carpal tunnel syndrome, occupational asthma, tendonitis, and any disease attributable to work activities must be reported when a doctor confirms the diagnosis in writing.
• Dangerous occurrences — near misses that could have caused death, including scaffold collapses, accidental release of flammable liquids, and unintended electrical discharges.

All RIDDOR reports are made online via the HSE website (hse.gov.uk/riddor). Keep your own internal accident book recording all incidents — including near misses — as a separate document. The accident book is not the same as a RIDDOR report, but maintaining one demonstrates a systematic approach to safety management.

Toolbox Talks: Due Diligence in Practice

A toolbox talk is a short, focused safety briefing — typically five to fifteen minutes — delivered to operatives at the start of a job, at the beginning of a new phase of work, or whenever a specific hazard needs addressing. They are not a replacement for formal training but are a recognised way of keeping safety front of mind, communicating site-specific risks, and demonstrating ongoing due diligence.

Effective toolbox talks are:

• Specific to the task or hazard being addressed — not generic
• Delivered by the site supervisor or business owner, not read from a script
• Interactive — operatives should be able to ask questions and raise concerns
• Recorded — date, topic, names of those present, and signatures

The record is the critical part. In the event of an HSE inspection, an insurance claim, or a legal dispute following an accident, toolbox talk records are evidence that you identified the hazard and communicated controls to your workforce before the incident. CITB SmartSite provides free toolbox talk templates covering the most common construction hazards, downloadable in a ready-to-sign format.

HSE Inspection: What to Expect and How to Prepare

HSE inspectors visit construction and trade sites both reactively (following an accident or complaint) and proactively (targeted inspection campaigns in high-risk sectors). If an inspector visits your site, they will typically want to see:

• Your written H&S policy (or confirmation of the number of employees, if fewer than five)
• Risk assessments and method statements relevant to the work being carried out
• Evidence that workers have read and understood the RAMS (signed copies)
• A tidy, well-organised site — materials stacked safely, access routes clear, edges protected
• PPE being worn correctly by all operatives on site
• Competency documentation such as CSCS cards, Gas Safe registration, or IPAF/PASMA cards
• Accident book and any RIDDOR report records
• Toolbox talk records

The most common causes of immediate prohibition notices on trade sites are: work at height without adequate edge protection or fall arrest; no safe access to and from roofs or elevated platforms; unprotected excavations; and workers without appropriate PPE where clear hazards exist. These are also the areas most likely to result in a serious accident — which is exactly why inspectors prioritise them.

Prepare for an inspection by treating it as a routine reality rather than a remote risk. Keep your documents accessible and up to date, brief your team on what to expect, and walk the site before work starts each day with the same eye an inspector would bring.

Insurance and Commercial Contracts

A written H&S policy and current RAMS are no longer just regulatory documents — they are commercial requirements. Two areas where this is felt most directly:

Insurance — public liability insurers increasingly require evidence of a written H&S policy, particularly for trades working at height, with hazardous substances, or on commercial sites. Employer's liability insurance (compulsory for any business with employees) may carry conditions requiring a documented safety management system. Failing to have the required documents in place can invalidate a claim after an accident — the time to discover that gap is not when you need to make a claim.

Main contractor and framework agreements — any serious commercial client, local authority, housing association, or facilities management company will require a signed H&S policy and task-specific RAMS before awarding work. Many will also require evidence of H&S accreditation (see below). Without these documents, you cannot bid for the job — your price and availability become irrelevant.

H&S Accreditation: CHAS, SafeContractor, and Constructionline

Third-party health and safety accreditation schemes provide independent verification that your H&S policy, risk assessments, and management systems meet a recognised standard. The three most commonly required by commercial clients in the UK are:

• CHAS (Contractors Health and Safety Assessment Scheme) — one of the longest-established schemes, widely recognised by local authorities and housing associations. Assessment covers your H&S policy, risk management processes, competency records, and relevant insurance. Annual renewal required.
• SafeContractor — owned by Alcumus, widely used in the FM and retail sectors. Similar assessment criteria to CHAS; many clients accept either. Annual renewal.
• Constructionline — a pre-qualification database owned by Fortius (previously Capita). Offers three tiers (Standard, Silver, Gold) with increasing levels of H&S and quality management assessment. Gold accreditation includes an independent audit. Many public sector procurement frameworks require Constructionline registration as a baseline.

These schemes assess your H&S documents rather than carry out physical site inspections, so having well-written, current documents is essential to pass. The cost of accreditation is typically £300–£800 per year depending on the scheme and your company turnover — for most businesses that qualify for commercial work, this pays for itself many times over in contracts that would otherwise be unavailable.

Where to Get Free Templates

You do not need to pay for a starting point. The following free resources are authoritative and widely accepted:

• HSE website (hse.gov.uk) — the HSE publishes a free H&S policy template and a five-step risk assessment guide. These are the benchmark documents and are acceptable starting points for any trade business. Adapt them specifically to your work rather than submitting them unchanged.
• CITB SmartSite — the Construction Industry Training Board provides free risk assessment templates, toolbox talk sheets, and H&S policy frameworks at smartsite.co.uk. These are construction-specific and more detailed than the generic HSE templates for many trade tasks.
• FMB member resources — the Federation of Master Builders provides H&S documentation templates to its members, including a full policy framework and trade-specific RAMS examples. Available via the members' portal.

Whichever template you use, the document must be adapted to reflect your actual business, your specific trade activities, the hazards you genuinely face, and the names of the people actually responsible. A generic document that has not been tailored will not satisfy an HSE inspector, and an accreditation assessor will identify it immediately.