How to Write a Health and Safety Policy When You Have Fewer Than 5 Employees
How to Write a Health and Safety Policy When You Have Fewer Than 5 Employees
April 2025
When you run a small business, it is easy to assume that health and safety rules are something only larger companies need to worry about. However, even if you employ fewer than five people, you still have important legal duties under the Health and Safety at Work etc. Act 1974.
In the UK, businesses with fewer than five employees are not legally required to have a written health and safety policy. But having one is strongly recommended. A clear, simple policy shows that you are serious about protecting your team and managing risk sensibly — and it can offer vital protection if something does go wrong.
Here’s how you can write a straightforward health and safety policy for your small business.
Why Bother With a Written Policy?
Even though it is not a legal requirement for the smallest businesses, having a written health and safety policy makes good sense. It helps you:
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Clarify your commitment to safety.
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Organise who is responsible for different actions.
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Plan how risks will be controlled.
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Show employees, insurers, and regulators that you are taking health and safety seriously.
It does not need to be complicated. In fact, the Health and Safety Portal offers templates that outlines the key areas your policy could and should include.
They all begin with a statement of intent, or an outline of the purpose of the policy. Some policies, such as the ‘Hazard and Risk Assessment‘ policy address health and safety in broad terms, but they are still specific about the intention of the business. Others, such as the ‘Policy on Eye Health‘ addresses a specific safety concern that may be affecting your employees and that you need to focus on due to the nature of your business.
Each templated policy found on the portal also identifies who in the business is responsible for what. In businesses with less than five people this may sit with one or two people but there is also an opportunity to distribute the responsibilities equally, furthering the overall health and safety culture and establishing good practice as your business develops and grows.
Policies alone are no replacement for risk assessments – a simple document listing hazards, risks, and the actions taken to reduce or eliminate those risks – but they should outline how the business manages risks day to day. They are important for ensuring that everyone in the business, as well as those who interact with your business, knows where you stand on safety and what the expectations are.
Tips for Keeping It Simple
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Use plain English. Avoid jargon wherever possible.
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Make it specific. The Portal templates are designed for you to build upon in such a way that they can capture directly what your business does.
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Keep it updated. Each of the Portal templates will prompt you to add a review date to each of the policies you may create. We recommend this is done on an annual basis but it is essential should your business undergo changes – especially growth!
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Make it visible. Share it with employees, display key points where relevant, and refer to it when you induct new staff.
Writing a health and safety policy when you have fewer than five employees does not need to be a daunting task. A short, clear policy will help you protect your team, meet your legal duties, and build a stronger, safer business. Investing a little time now could prevent a lot of problems later — and it shows everyone that safety is a key part of how you operate.
If you are unsure where to start, visit the H&S documents page of the Portal to download your first template today.