Health and safety law applies to every UK business that employs people - there is no exemption for being small. But here is the good news: for most small businesses, compliance is straightforward, affordable, and achievable without expensive consultants or complex systems.
This guide gives you everything you need to understand and meet your legal duties.
Table of Contents
- Who Needs to Comply
- The Health and Safety at Work Act 1974
- Requirements by Business Size
- Risk Assessments
- Health and Safety Policy
- Essential Documentation
- Insurance Requirements
- Training Requirements
- First Aid Requirements
- Fire Safety Basics
- Common Hazards by Business Type
- HSE Inspections
- Penalties for Non-Compliance
- Getting Help
- Frequently Asked Questions
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Who Needs to Comply
Health and safety law in the UK applies more broadly than many business owners realise.
All Employers
If you employ anyone - even one part-time employee, a casual worker, or a family member - you are an employer with legal health and safety duties. This includes:
- Full-time employees
- Part-time staff
- Temporary workers
- Agency workers (shared duties with the agency)
- Apprentices
- Work experience students
- Family members who work for you
The moment you employ your first person, your legal obligations increase significantly. You must have Employers' Liability Insurance, conduct risk assessments, and protect their health and safety at work.
Self-Employed Workers
If you are self-employed, your duties depend on whether your work could affect others:
If your work could affect other people (clients, customers, members of the public, other workers on shared sites), you have duties under Section 3 of the Health and Safety at Work Act to conduct your work in a way that doesn't put them at risk.
If your work cannot affect anyone else (extremely rare - working alone in complete isolation), you may be exempt from most health and safety regulations. However, this exemption is narrow and most self-employed people have some duties.
Company Directors and Partners
If you're a director of a limited company or a partner in a partnership, you can be held personally liable for health and safety failures. Section 37 of the Health and Safety at Work Act allows prosecution of directors, managers, and other officers where offences are committed with their consent or connivance, or due to their neglect.
Landlords and Property Owners
If you own or manage premises where others work (commercial landlords, serviced office providers), you have duties regarding:
- Common areas and shared facilities
- Building structure and maintenance
- Fire safety in common parts
- Gas and electrical safety
The Health and Safety at Work Act 1974
The Health and Safety at Work Act 1974 (often called HSWA or "the Act") is the foundation of UK health and safety law. Understanding your duties under this Act is essential.
Your Core Duties as an Employer (Section 2)
You must ensure, so far as is reasonably practicable, the health, safety, and welfare at work of all your employees. This includes:
| Duty | What This Means in Practice |
|---|---|
| Safe plant and systems of work | Equipment is maintained, safe working procedures exist |
| Safe use, handling, storage and transport of articles and substances | Proper training on materials, correct storage, safe moving methods |
| Information, instruction, training and supervision | Staff know the risks and how to work safely |
| Safe workplace with safe access and egress | Premises are maintained, routes are clear, lighting adequate |
| Safe working environment with adequate welfare | Temperature, ventilation, toilets, drinking water, rest areas |
Duty to Non-Employees (Section 3)
You must conduct your business in a way that doesn't expose people who aren't your employees to health and safety risks. This covers:
- Customers and clients
- Visitors to your premises
- Contractors working for you
- Members of the public
- Neighbours
What Does "Reasonably Practicable" Mean?
This is the most important phrase in UK health and safety law. You don't have to eliminate every possible risk - that would be impossible. Instead, you must balance the level of risk against the cost, time, and effort of reducing it.
"Reasonably practicable" means you must take action unless the cost (money, time, effort) is grossly disproportionate to the risk. For serious risks, you'll need to spend significant resources. For minor risks, simple precautions may be enough.
Key Principles to Remember
- Prevention is better than cure - Stop hazards at source rather than managing exposure
- Duties are ongoing - Not a one-off exercise but continuous management
- Proportionate response - Match your effort to your actual risks
- Cooperation is required - Employees must cooperate with safety measures
Requirements by Business Size
What you legally must do varies somewhat based on how many people you employ.
Sole Traders (Self-Employed with No Employees)
If you work for yourself and don't employ anyone:
You must:
- Ensure your work doesn't endanger others (Section 3 HSWA)
- Comply with specific regulations relevant to your work (e.g., working at height, electrical safety, manual handling)
- Follow site rules when working on client premises
- Have appropriate insurance (Public Liability recommended, Professional Indemnity for some professions)
You don't need:
- Written health and safety policy
- Employers' Liability Insurance
- Formal risk assessment documentation (but you should still think about risks)
Many "self-employed" people actually have employment duties because they use subcontractors or casual labour. If you ever have anyone working for you - even occasionally - you become an employer with full duties.
Businesses with 1-4 Employees
You must:
- Conduct risk assessments (but don't have to record them in writing)
- Have Employers' Liability Insurance (minimum £5 million)
- Appoint a competent person to help with health and safety
- Provide information, instruction, training, and supervision
- Have emergency procedures (fire, first aid)
- Provide adequate welfare facilities
- Consult employees on health and safety matters
- Report certain injuries, diseases, and dangerous occurrences (RIDDOR)
You don't need:
- Written health and safety policy
- Written risk assessment records
Even though you're not legally required to write things down, we strongly recommend documenting your risk assessments and arrangements. It helps with consistency, demonstrates compliance to inspectors and insurers, and many clients require evidence of health and safety management.
Businesses with 5 or More Employees
Once you employ 5 or more people, documentation becomes mandatory.
You must:
- Everything required for 1-4 employees, PLUS:
- Have a written health and safety policy
- Record the significant findings of your risk assessments
- Record any group of employees identified as being especially at risk
Documentation Requirements by Size
Under 5 Employees
- •Risk assessments required but not written
- •No written policy required
- •Training records recommended but not mandatory
- •Still need all protective measures in place
- •Insurance certificate must be displayed
5+ Employees
- •Written risk assessments mandatory
- •Written health and safety policy required
- •Training records strongly recommended
- •All protective measures must be documented
- •Policy must be brought to employees' attention
Bottom line: The difference is primarily about documentation, not about the actual level of protection required. Small employers must still protect their employees - they just have more flexibility in how they record it.
Risk Assessments
Risk assessment is the foundation of health and safety management. It's how you identify what could cause harm and decide what to do about it.
Who Needs to Do Risk Assessments?
All employers must assess risks to their employees and anyone else affected by their work. This is required by:
- Management of Health and Safety at Work Regulations 1999 (Regulation 3)
- Various specific regulations (fire safety, manual handling, display screen equipment, COSHH, etc.)
What is a Risk Assessment?
A risk assessment is simply a careful examination of what could cause harm in your workplace, so you can decide whether you've taken enough precautions or need to do more.
It involves:
- Identifying hazards - What could cause harm?
- Deciding who might be harmed - Employees, visitors, contractors, public?
- Evaluating the risks - How likely is harm? How serious would it be?
- Recording your findings - (If 5+ employees, or good practice anyway)
- Reviewing and updating - When things change or at least annually
How to Do a Simple Risk Assessment
You don't need to be a health and safety expert to assess most workplace risks.
Step 1: Walk around your workplace and identify hazards
Think about:
- What activities take place?
- What equipment is used?
- What substances are handled?
- What could go wrong?
Step 2: For each hazard, consider:
- Who could be harmed?
- How might they be harmed?
- What are you already doing to control the risk?
- Is it enough, or do you need to do more?
Step 3: Record your findings (simple format)
| Hazard | Who's at Risk | Current Controls | Further Action | By When/Who |
|---|---|---|---|---|
| Wet floor in entrance during rain | Staff, visitors | Warning sign when wet | Install drainage mat | End of month / Manager |
| Manual handling of deliveries | Warehouse staff | Trolley available | Provide training refresher | Next week / Supervisor |
Step 4: Implement your actions and review regularly
Risk assessment isn't about creating paperwork - it's about thinking carefully about what could go wrong and making sure you've done enough to prevent it. Keep it proportionate to your actual risks.
Free Risk Assessment Templates
The HSE provides free risk assessment templates for many business types:
- Office environments
- Retail shops
- Warehouses
- Construction sites
- Care homes
- Restaurants and catering
- Manufacturing
Search "HSE risk assessment template" plus your industry for relevant examples.
Check if you have the right documents in place:
Document Checker Tool - Identify which documents your business needs based on your size and activities.
Health and Safety Policy
A health and safety policy is your organisation's statement of commitment to health and safety and how you'll achieve it.
When is a Written Policy Required?
Legally required: If you employ 5 or more people, you must have a written health and safety policy.
Good practice: Even with fewer employees, a written policy helps with:
- Consistency in approach
- Client requirements (many require it regardless of size)
- Insurance applications
- Demonstrating commitment to staff
What Should Your Policy Include?
A health and safety policy has three parts:
Part 1: Statement of Intent (General Policy)
- Your commitment to health and safety
- Your aims and objectives
- Signed and dated by the most senior person (owner, MD, director)
Part 2: Organisation (Responsibilities)
- Who is responsible for what
- Named individuals with specific duties
- How health and safety is managed
Part 3: Arrangements (Practical Details)
- How you actually manage specific risks
- Your procedures for risk assessment, training, emergencies, etc.
- References to more detailed procedures where relevant
Sample Policy Statement
Here's a simple statement suitable for a small business:
Health and Safety Policy Statement
[Company Name] is committed to ensuring the health, safety, and welfare of all employees and others who may be affected by our activities.
We will:
- Provide and maintain safe working conditions
- Ensure safe handling and use of substances
- Provide information, instruction, training, and supervision
- Consult with employees on health and safety matters
- Review and revise this policy as necessary
Signed: [Name] Position: [Owner/Managing Director] Date: [Date] Review date: [Date - typically annual]
Keep your policy proportionate. A 3-person office doesn't need a 50-page policy manual. A page or two covering the essentials is often sufficient for small businesses.
Essential Documentation
Beyond the policy and risk assessments, what records should you keep?
Accident Book
Required for: All employers (Health and Safety (First-Aid) Regulations 1981 require you to record injuries)
What to record:
- Date, time, and place of accident
- Name and job of injured person
- Details of the injury
- How it happened
- Name of person recording the incident
Important: Since GDPR, accident records must be kept confidentially. Use tear-out or individual forms rather than a shared book where everyone can see previous entries.
Training Records
Recommended for all businesses, evidence may be required by:
- Inspectors investigating incidents
- Insurers processing claims
- Clients conducting audits
What to record:
- Employee name
- Training provided (topic, format)
- Date of training
- Trainer/provider
- Next review/refresher date
Equipment Records
Depending on your equipment, you may need:
- PAT testing records (portable electrical equipment)
- LOLER records (lifting equipment examination)
- PUWER maintenance records (work equipment)
- Gas safety certificates
- Fire extinguisher service records
- Fire alarm test logs
RIDDOR Reports
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013
You must report certain incidents to the HSE:
- Deaths
- Specified injuries (fractures, amputations, serious burns, etc.)
- Over-7-day incapacitation injuries
- Occupational diseases
- Dangerous occurrences
Reports are made online at HSE's website. Keep copies of all reports made.
How Long to Keep Records
| Record Type | Retention Period |
|---|---|
| Accident records | 3 years minimum (longer for serious injuries or where claims possible) |
| Training records | Duration of employment plus 3 years |
| Risk assessments | Until superseded, plus 3 years |
| RIDDOR reports | 3 years minimum |
| Health surveillance records | 40 years (for certain exposures) |
| Insurance certificates | 40 years |
Insurance Requirements
Employers' Liability Insurance (Mandatory)
Who needs it: Every employer in the UK (with very limited exceptions)
Legal basis: Employers' Liability (Compulsory Insurance) Act 1969
Requirements:
- Minimum cover of £5 million (most policies provide £10 million)
- Must be with an authorised insurer
- Certificate must be displayed where employees can see it (or accessible electronically)
- Must be renewed annually
Penalties for not having it:
- Up to £2,500 fine for each day without insurance
- Up to £1,000 fine for not displaying the certificate
Exceptions (you don't need EL insurance if you only employ):
- Close family members
- Employees based abroad
- Domestic servants in a private household
Employers' Liability Insurance is not optional - it's a legal requirement. The fine for not having it can be up to £2,500 per day. Check your policy is current and your certificate is displayed.
Public Liability Insurance (Strongly Recommended)
Who needs it: Not legally required, but essential for most businesses
What it covers:
- Injury to members of the public caused by your business
- Damage to third-party property
- Legal costs defending claims
Who should have it:
- Any business with public-facing premises
- Trades and contractors
- Service providers who visit clients
- Event organisers
Typical cover: £1 million to £5 million (some clients require £10 million)
Other Insurance to Consider
- Professional Indemnity - If you provide advice or professional services
- Product Liability - If you manufacture or sell products
- Motor Fleet - If employees drive for work
Training Requirements
Training is a legal requirement, not optional. Section 2 of HSWA requires employers to provide information, instruction, training, and supervision.
When Training is Required
Induction (starting work):
- Emergency procedures (fire exits, assembly point, first aid)
- Key hazards in the workplace
- Who to report problems to
- Welfare facilities
- Basic safety rules
Job-specific training:
- Safe use of equipment
- Safe handling of substances
- Specific procedures for their role
- Any PPE requirements
When circumstances change:
- New equipment introduced
- New processes or procedures
- After incidents or near-misses
- Job role changes
- Regulations change
Refresher training:
- Annual refreshers for key topics
- More frequent for high-risk activities
- When competence assessments indicate need
What Training is Typically Needed?
| Business Type | Typical Training Needs |
|---|---|
| Office | Fire safety, DSE awareness, manual handling basics, first aid awareness |
| Retail | Manual handling, customer safety, cash handling, fire safety, first aid |
| Workshop/Manufacturing | Equipment-specific training, manual handling, COSHH, PPE, fire safety, first aid |
| Construction | CSCS card, working at height, manual handling, equipment specific, asbestos awareness, first aid |
| Care | Moving and handling, COSHH, infection control, fire safety, first aid, safeguarding |
Affordable Training Options
- HSE website - Free guidance and toolbox talks
- Online courses - Often £20-50 per course
- IOSH Managing Safely - £300-500 for managers (highly recommended)
- First Aid at Work - £80-150 for one-day course
- Trade associations - Often provide member training at reduced rates
First Aid Requirements
The Health and Safety (First-Aid) Regulations 1981 require employers to provide adequate first aid equipment, facilities, and personnel.
What's "Adequate"?
It depends on your workplace. Consider:
- Number of employees
- Nature of the work (high risk vs low risk)
- Workplace hazards
- Accident history
- Access to emergency services
- Whether employees work away from base
Minimum Requirements
All workplaces need:
- A suitably stocked first aid kit
- An appointed person to take charge of first aid arrangements
Low-risk workplaces (offices, shops, libraries):
- Appointed person may be sufficient for small numbers
- One first aider per 50+ employees recommended
Higher-risk workplaces (construction, manufacturing, care):
- First aiders needed at lower employee numbers
- One first aider per 25+ employees is typical guidance
First Aider vs Appointed Person
| Role | Training | Responsibilities |
|---|---|---|
| Appointed Person | No formal qualification required | Take charge in emergency, call ambulance, look after first aid equipment |
| Emergency First Aider | 1-day course (valid 3 years) | Provide basic first aid, manage an emergency until help arrives |
| First Aider (FAW) | 3-day course (valid 3 years) | Comprehensive first aid, deal with wider range of injuries/illnesses |
For most small, low-risk businesses, having at least one person trained in Emergency First Aid at Work (1-day course, £80-150) is sufficient and provides much better cover than just an appointed person.
First Aid Kit Contents
A basic first aid kit for a small workplace should include:
- Guidance leaflet
- Individually wrapped sterile plasters (assorted sizes)
- Sterile eye pads
- Triangular bandages
- Safety pins
- Large and medium sterile dressings
- Disposable gloves
- Face shield for CPR
Do not include medications (aspirin, paracetamol) in workplace first aid kits.
Fire Safety Basics
Fire safety is governed by the Regulatory Reform (Fire Safety) Order 2005 (in England and Wales). It applies to virtually all non-domestic premises.
For comprehensive fire safety guidance, see our dedicated guide:
Key Fire Safety Duties
As the "responsible person" (usually the employer or premises controller), you must:
- Carry out a fire risk assessment - Identify fire hazards and people at risk
- Implement fire safety measures - Based on your risk assessment
- Create an emergency plan - What to do if fire breaks out
- Provide fire safety training - All employees must know what to do
- Maintain fire safety equipment - Alarms, extinguishers, emergency lighting
- Review regularly - At least annually, and after any changes
Fire Safety Essentials for Small Businesses
| Item | Requirement |
|---|---|
| Fire risk assessment | All businesses - written if 5+ employees |
| Smoke/heat detection | Appropriate to premises (minimum: smoke alarms) |
| Fire extinguishers | Appropriate types for your risks |
| Emergency lighting | If needed for safe escape |
| Fire exit signs | Clear identification of escape routes |
| Emergency plan | Written evacuation procedure |
| Fire drills | At least annually, more often initially |
| Staff training | All employees on joining, refreshed regularly |
Fire Extinguisher Basics
| Type | Colour Band | Use For |
|---|---|---|
| Water | Red | Paper, wood, textiles |
| Foam | Cream | Flammable liquids, paper, wood |
| CO2 | Black | Electrical fires, flammable liquids |
| Powder | Blue | Multiple fire types (but messy) |
Most small businesses need at least water or foam extinguishers, plus CO2 for electrical equipment.
Common Hazards by Business Type
Office-Based Businesses
Main hazards:
- Slips, trips, and falls (cables, wet floors, clutter)
- Display screen equipment (DSE) - eye strain, musculoskeletal issues
- Manual handling (moving files, equipment)
- Stress and mental health
- Fire
- Electrical equipment
- Violence and aggression (if public-facing)
Key controls:
- Cable management, clear walkways, good lighting
- Workstation assessments, adjustable furniture, regular breaks
- Trolleys for heavy items, training on lifting
- Reasonable workloads, support systems
- Fire risk assessment, alarms, extinguishers, drills
- PAT testing, visual checks, no overloaded sockets
Retail Businesses
Main hazards:
- Manual handling (stock, deliveries)
- Slips and trips (especially in public areas)
- Customer aggression and violence
- Working alone or late hours
- Cash handling and robbery
- Fire
- Falling objects from shelves
Key controls:
- Manual handling training, use of trolleys, team lifting
- Immediate spillage clean-up, warning signs, anti-slip flooring
- Staff training, panic buttons, CCTV, clear policies
- Lone worker procedures, check-in systems
- Security procedures, safe deposits, limited till cash
- Fire risk assessment, clear escape routes
- Secure stacking, height limits, step ladders for access
Workshop and Manufacturing
Main hazards:
- Machinery and equipment
- Hazardous substances (COSHH)
- Manual handling
- Noise
- Dust and fumes
- Fire and explosion
- Electrical hazards
Key controls:
- Guards, interlocks, training, maintenance schedules
- COSHH assessments, ventilation, PPE, safe storage
- Mechanical aids, training, job rotation
- Noise assessment, hearing protection, quieter equipment
- LEV, RPE, good housekeeping
- Fire risk assessment, segregation, hot work permits
- Isolation procedures, PAT testing, proper installation
Service-Based Businesses (Trades, Mobile Workers)
Main hazards:
- Driving for work
- Working at height
- Electrical work
- Lone working
- Client premises hazards
- Manual handling
- Violence and aggression
Key controls:
- Driver safety policy, vehicle maintenance, journey planning
- Proper equipment (ladders, scaffolds), training, inspection
- Competent electricians, isolation procedures, testing
- Check-in systems, emergency contacts, risk assessment
- Site-specific assessments, follow client rules
- Equipment and training, assess loads
- Training, risk assessment, escalation procedures
HSE Inspections
The Health and Safety Executive (HSE) and local authorities enforce health and safety law. Understanding what to expect can help you prepare.
When Might You Be Inspected?
Proactive inspections:
- HSE targets specific sectors or risks
- Local authorities inspect retail, leisure, offices
- Random selection or following a complaint
Reactive inspections:
- Following a serious accident or dangerous occurrence
- Following a complaint (from employee, public, or competitor)
- Following a RIDDOR report
What Inspectors Look For
- Evidence of risk assessment and management
- Safe systems of work in operation
- Training records and competence
- Maintenance and inspection records
- Compliance with specific regulations relevant to your work
- Employee awareness of risks and procedures
- Welfare facilities
- Fire safety arrangements
Your Rights and Duties During an Inspection
Inspectors can:
- Enter premises at any reasonable time
- Examine, investigate, take samples
- Take photographs and recordings
- Require production of documents
- Interview anyone they believe can provide information
You should:
- Cooperate fully with the inspector
- Provide requested documents promptly
- Answer questions honestly
- Take notes of what is discussed
- Ask for clarification if unsure about requirements
- Request time to seek professional advice if needed
Possible Outcomes
| Outcome | What It Means |
|---|---|
| No action | Compliance is satisfactory |
| Verbal advice | Minor issues, informal guidance given |
| Written advice | Recommendations documented but no formal action |
| Improvement Notice | Legal requirement to fix issues within a specified time |
| Prohibition Notice | Immediate stop to dangerous activity until fixed |
| Prosecution | Criminal charges for serious breaches |
Most inspections don't result in enforcement action. If you're managing health and safety reasonably and can demonstrate your approach, you'll likely receive advice and guidance rather than formal notices.
How to Prepare
- Keep documentation organised and accessible
- Ensure risk assessments are current
- Check training records are up to date
- Walk your premises regularly and fix obvious issues
- Make sure staff know basic safety procedures
- Have your policy and insurance certificate available
Not sure if your documentation is adequate?
Responsibility Checker Tool - Find out exactly what you need based on your business type and size.
Penalties for Non-Compliance
Health and safety offences are criminal offences. The consequences can be severe.
Fines
Since 2016, sentencing guidelines have significantly increased penalties:
| Business Turnover | Large Organisation Fine (for serious breach) |
|---|---|
| Under £2 million | Up to £450,000 |
| £2-10 million | Up to £1.6 million |
| £10-50 million | Up to £4 million |
| Over £50 million | Up to £10 million |
For small businesses, fines are proportionate to turnover but can still be devastating. A breach causing death can result in fines that would bankrupt many small businesses.
Imprisonment
Individuals (directors, managers, business owners) can be imprisoned for:
- Up to 2 years for most health and safety offences
- Unlimited for corporate manslaughter (though this prosecutes the company, directors can face separate charges)
Other Consequences
- Prohibition Notices - Stop working until you fix the problem
- Improvement Notices - Fix issues within a set timeframe or face prosecution
- Reputational damage - Prosecutions are public record
- Insurance implications - Premiums increase, cover may be refused
- Contract losses - Clients may terminate relationships
- Personal liability - Directors can be prosecuted individually
Small business owner fined and given suspended sentence
A small construction company with 6 employees failed to plan and manage work at height properly. An employee fell from a roof, suffering life-changing injuries.
- ✗No written risk assessment for working at height
- ✗No edge protection provided on the roof
- ✗Employees not trained in safe working at height
- ✗No supervision of the work
- ✗Previous near-misses had been ignored
The company was fined £80,000 (significant for a small business). The director personally received a 12-month suspended sentence and was disqualified from being a director for 5 years. The injured employee received compensation but will never work again.
The cost of proper equipment, training, and supervision would have been a few hundred pounds. The cost of failing was devastating - financially, personally, and for the injured worker. Health and safety isn't bureaucracy; it prevents life-changing harm.
Getting Help
You don't have to figure everything out alone. Here are your options for support.
Free Resources
HSE Website (hse.gov.uk)
- Comprehensive guidance for every industry
- Free risk assessment templates
- Example policies and procedures
- Toolbox talks and training resources
- Legal guidance explained in plain English
Trade Associations
- Many provide free templates and guidance for members
- Sector-specific risk assessments
- Helplines and webinars
- Networking with peers facing similar challenges
Local Authority Business Support
- Some areas offer free or subsidised workshops
- Business advisory services
- Signposting to relevant resources
Training Options
Self-training (for basic compliance):
- IOSH Managing Safely (3-4 days, £300-500) - Excellent foundation
- IOSH Working Safely (half day, £50-100) - Basic awareness for all staff
- Online courses - Fire safety, manual handling, DSE (£20-50 each)
Competence development:
- NEBOSH General Certificate - More comprehensive (10 days, £1,500-2,000)
- Sector-specific qualifications through trade bodies
When to Use a Consultant
Consider professional help when:
- You don't have time to develop competence yourself
- Your risks are complex or high
- You work in a heavily regulated sector
- Clients require external validation
- You've had an incident or near-miss
- You've received an enforcement notice
- You want peace of mind
What consultants offer:
- Risk assessment and policy development
- Compliance audits
- Training delivery
- Ongoing support and advice
- Representation during inspections
- Investigation support after incidents
Typical costs for small businesses:
- One-off compliance review: £500-1,500
- Annual retainer (quarterly visits, phone support): £1,000-3,000
- Day rate for specific projects: £400-800
For most small businesses, a hybrid approach works best: get basic training yourself (IOSH Managing Safely), handle day-to-day matters in-house, and bring in a consultant for annual reviews or when specialist advice is needed. This balances cost against quality.
Questions to Ask a Consultant
- What qualifications and experience do they have?
- Are they members of a professional body (IOSH, IIRSM)?
- Do they have experience in your sector?
- What's included in their service?
- How do they charge (fixed fee vs day rate)?
- Can they provide references from similar businesses?
Quick Compliance Checklist
Use this checklist to assess your current compliance:
For All Employers
- Employers' Liability Insurance in place and certificate displayed
- Risk assessments conducted for significant hazards
- Competent person appointed (self, employee, or external)
- Emergency procedures in place (fire, first aid)
- First aid provision adequate (kit, appointed person/first aider)
- Basic training provided to all employees
- Accident recording system in place
- Employees consulted on health and safety
Additionally for 5+ Employees
- Written health and safety policy
- Risk assessment findings recorded in writing
- Policy brought to employees' attention
Fire Safety (All Businesses)
- Fire risk assessment completed
- Appropriate detection (alarms) installed
- Fire extinguishers provided and serviced
- Escape routes clear and signed
- Emergency plan documented
- Staff trained in fire procedures
- Regular testing and drills conducted
Frequently Asked Questions
Yes, if they're employees, all employer duties apply. The only slight difference is Employers' Liability Insurance - you don't legally need it if you only employ close family members living in your home. However, all other health and safety duties (risk assessment, training, safe systems, etc.) apply exactly the same. We recommend having EL insurance anyway to protect against claims.
At minimum: assess risks, implement reasonable controls, appoint a competent person, have emergency procedures, provide information and training, have Employers' Liability Insurance (if employing anyone), and consult employees. If you have 5+ employees, you need written policy and recorded risk assessments. For most small businesses, basic compliance costs £500-1,500 to set up and minimal ongoing time.
Yes. Under Section 37 of HSWA 1974, if a health and safety offence is committed with the consent or connivance of, or due to neglect by, a director, manager, or similar officer, that individual can be prosecuted personally alongside the company. Personal fines and even imprisonment are possible. Directors have been jailed for health and safety failures.
At minimum, annually. Also review whenever there's a significant change (new equipment, processes, premises, staff), after any incident or near-miss, if new hazard information becomes available, or if you have any reason to think they're no longer valid. For stable, low-risk businesses, annual review is usually sufficient.
Not necessarily a dedicated officer, but you must have access to 'competent assistance' - someone with enough knowledge, training, and experience to help you manage health and safety. For small businesses, this could be yourself (with training), an employee with additional training, or an external consultant. There's no requirement for a specific job title or full-time role.
All employer duties still apply. You must assess the risks of home working, ensure employees have suitable equipment and workstations, provide training, and have emergency procedures. You should provide guidance on setting up home workstations and conduct remote DSE assessments. Home working doesn't remove your responsibilities - it just changes how you meet them.
Ask yourself: Have I identified the main hazards? Have I assessed who could be harmed and how? Have I put reasonable controls in place? Are employees trained and informed? Do I have emergency procedures? Do I review and update regularly? If you can demonstrate you've systematically thought about risks and taken reasonable action, you're likely compliant. If in doubt, get a professional review.
This is why you have Employers' Liability Insurance - it covers compensation claims from employees injured at work. The insurer handles the claim and pays any compensation awarded. However, if you're found to have been grossly negligent or didn't have proper insurance, you could face personal liability. Having good health and safety management also reduces the likelihood of successful claims.
Summary: Your Next Steps
Health and safety doesn't have to be complicated or expensive for small businesses. Here's what to do:
- Understand your duties - You've read this guide, so you know what's required
- Check your insurance - Make sure you have valid Employers' Liability Insurance
- Assess your risks - Walk your workplace, identify hazards, document controls
- Get competent help - Train yourself or arrange external support
- Set up emergency procedures - Fire and first aid at minimum
- Train your team - Induction for new starters, refreshers for everyone
- Document appropriately - Written policy and risk assessments if 5+ employees
- Review regularly - Annual reviews, plus when things change
Need help getting started or checking your compliance? Use our free Responsibility Checker to identify exactly what your business needs, or our Document Checker to see which documents you should have in place.
Check your requirements:
- Responsibility Checker - Find out what applies to your business
- Document Checker - See which documents you need
Related guides:
- Fire Safety Compliance Guide
- Risk Assessment Guide
- Employers' Liability Insurance
- What is a Competent Person?