Workplace welfare facilities are the basic amenities that make a workplace safe, healthy, and decent. Under UK law, employers must provide adequate toilets, washing facilities, drinking water, rest areas, and other essential facilities for all workers.
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What are workplace welfare facilities?
Workplace welfare facilities are the basic amenities that all workers need to maintain health, hygiene, and comfort during the working day. They're covered primarily by the Workplace (Health, Safety and Welfare) Regulations 1992.
The regulations require employers to provide:
- Sanitary conveniences (toilets and washing facilities)
- Drinking water
- Accommodation for clothing and changing
- Rest facilities and eating facilities
- Suitable temperature and ventilation
- Adequate lighting
- Enough space and workstations
- Suitable floors and traffic routes
Welfare facilities aren't luxuries or perks - they're legal requirements. The law recognises that people cannot work safely or effectively without access to basic amenities like toilets, clean water, and somewhere to take breaks.
The legal framework
Workplace (Health, Safety and Welfare) Regulations 1992
These regulations apply to most workplaces in the UK, covering:
- Regulation 20 — Sanitary conveniences
- Regulation 21 — Washing facilities
- Regulation 22 — Drinking water
- Regulation 24 — Accommodation for clothing
- Regulation 25 — Facilities for changing clothing
- Regulation 25A — Facilities for rest and to eat meals
The regulations are supported by the Approved Code of Practice (ACoP) L24, which provides detailed guidance on meeting the requirements.
Health and Safety at Work Act 1974
Section 2 of the HSWA 1974 places a general duty on employers to provide:
"a safe working environment with adequate welfare facilities"
This broader duty complements the specific requirements in the Workplace Regulations.
The regulations apply to all workplaces except domestic premises in private households, and certain types of transport. They cover permanent workplaces, temporary work sites, and mobile workplaces where practicable.
Required facilities
Toilets (sanitary conveniences)
Every workplace must have adequate and suitable toilets for all workers.
Minimum numbers required:
Toilet Provision Standards
Mixed-Use or Women Only
- •1-5 people: 1 toilet
- •6-25 people: 2 toilets
- •26-50 people: 3 toilets
- •51-75 people: 4 toilets
- •76-100 people: 5 toilets
- •Add 1 toilet per 25 people thereafter
Men Only
- •1-15 people: 1 toilet
- •16-30 people: 2 toilets
- •31-45 people: 3 toilets
- •46-60 people: 4 toilets
- •61-75 people: 5 toilets
- •Urinals can reduce toilet numbers if adequate
Bottom line: These are minimum standards. You may need more if shifts overlap, if people can't leave their workstation easily, or if work is particularly physical. Toilets must be in separate rooms with lockable doors (not just cubicles in larger rooms, unless the workplace has 5 or fewer employees).
Key requirements:
- Toilets must be readily accessible from the workplace
- Separate facilities for men and women (unless each toilet is in a separate room with a lockable door)
- Well lit and ventilated
- Kept clean, in good working order, and adequately stocked
- Properly connected to a suitable drainage system
- If toilets are in a different building, routes must be clean, well lit, and safe
What about urinals?
Where toilets are provided for men only, urinals may be provided in addition to toilets. Each urinal can count as reducing the number of toilets required, but:
- At least one toilet must still be provided per 25 men
- Urinals should be adequately screened
- Numbers: 1 urinal per 1-15 men, 2 per 16-30 men, etc.
Portable toilets on construction sites or temporary workplaces must meet the same cleanliness and maintenance standards. A common failing is allowing portable toilets to become dirty, run out of supplies, or fall into disrepair.
Washing facilities
Suitable and sufficient washing facilities must be provided near toilets and changing rooms.
Minimum provision:
- One wash station per toilet (as a basic guide)
- Larger numbers may be needed depending on the type of work
- Must have running hot and cold (or warm) water
- Soap or other suitable means of cleaning
- Towels or other suitable means of drying
When are showers required?
Showers (or baths) must be provided where:
- Work is particularly strenuous
- Workers get especially dirty or contaminated
- Health reasons require it (e.g., working with certain chemicals or biological agents)
Examples include:
- Construction and demolition work
- Agriculture and farming
- Manufacturing involving oils, chemicals, or heavy dirt
- Emergency services
- Certain healthcare roles
Key requirements:
- Separate facilities for men and women, or facilities that can be secured for single-person use
- Adequately ventilated and lit
- Kept clean and in working order
- Supplied with hot and cold (or warm) running water
- Sufficient soap, towels, or hand dryers
"Warm water" is generally understood to mean water heated to a comfortable temperature for washing (around 35-45°C). Excessively hot water (scalding) or cold-only water don't meet the requirement.
Drinking water
An adequate supply of wholesome drinking water must be provided and readily accessible.
Requirements:
- Water must be from a mains supply or other source proven to be wholesome
- Must be readily accessible at suitable locations
- Clearly marked if not from a mains supply
- Cups or other drinking vessels provided (unless the water is supplied via a fountain or jet)
How much water?
There's no fixed quantity, but:
- Supply must be adequate for the number of workers
- Must consider the type of work (physical work requires more)
- Hot environments require increased provision
- Water should be cool or able to be cooled
What about other drinks?
While the regulation specifies drinking water, employers often provide additional drinks (tea, coffee facilities). These don't replace the legal requirement for drinking water but are considered good practice for rest facilities.
In hot weather or where work is physically demanding, consider providing additional drinking water stations and reminding workers to stay hydrated. Dehydration affects concentration and increases the risk of accidents.
Accommodation for clothing
Workers must have somewhere to store:
- Their own clothing that they don't wear during work
- Special clothing needed for work (uniforms, PPE, protective clothing)
Requirements:
- Secure storage (lockers, pegs, or other suitable accommodation)
- Separate storage for work clothing and personal clothing if work clothing could contaminate personal items
- Facilities must be in a suitable location
- Adequate for the number of workers
- Where necessary, facilities should allow wet clothing to dry
When are changing rooms required?
Changing rooms must be provided where:
- Workers have to wear special clothing for work, AND
- They can't be expected to change elsewhere due to health, propriety, or privacy
Examples include:
- Healthcare workers changing into scrubs
- Factory workers putting on protective overalls
- Workers in food preparation areas
- Construction workers
- Anyone working with hazardous substances
Changing room requirements:
- Separate rooms for men and women (or single-person rooms that can be locked)
- Suitable seating
- Hooks or pegs for hanging clothes
- Lockers or cupboards if security is needed
- Adequate space for the number of people using them at one time
- Adequately lit and ventilated
Factory fined £40,000 for inadequate welfare facilities
A manufacturing facility employed 80 workers across two shifts. Inspection by HSE found significant welfare facility failures.
- ✗Only 2 toilets for 80 workers (required minimum: 5)
- ✗No separate facilities for men and women
- ✗Washing facilities inadequate - cold water only
- ✗No changing facilities despite workers wearing protective clothing
- ✗Lockers insufficient for workforce size
- ✗Rest room too small and poorly ventilated
The company was prosecuted for breaches of the Workplace Regulations. They were fined £40,000 plus £15,000 costs. An improvement notice required immediate upgrades. The HSE inspector noted that workers had complained multiple times but nothing had been done.
Welfare facilities aren't optional extras. As your business grows, facilities must grow too. Ignoring basic worker needs leads to poor morale, health issues, and ultimately enforcement action. The cost of compliance is far less than the cost of non-compliance.
Rest facilities and eating areas
Suitable rest facilities must be provided at readily accessible places.
Requirements:
- Adequate for the number of workers
- Include suitable seating with backrests
- Include facilities to eat meals where food eaten in the workplace would otherwise be likely to become contaminated
- Protected from tobacco smoke (smoking banned in enclosed workplaces since 2007)
- Adequate temperature and ventilation
- Include suitable arrangements for pregnant women and nursing mothers to rest lying down
When are separate eating facilities required?
A separate area for eating is required where:
- Food eaten in the workplace would be contaminated
- Work involves harmful substances, dust, or fumes
This commonly applies in:
- Workshops and factories
- Agricultural settings
- Chemical plants
- Any workplace with COSHH-controlled substances
Facilities for pregnant and nursing mothers:
Employers must provide:
- Suitable facilities for pregnant women or nursing mothers to rest
- Facilities should include somewhere to lie down
- Must be private and suitable for the purpose
- Required where risk assessments identify specific needs
Rest facilities don't have to be elaborate. For small workplaces, a clean room with a table, chairs, kettle, and microwave may be sufficient. Larger workplaces or those with shift patterns may need more substantial canteen facilities.
Rest areas for outdoor workers
Where workers spend significant time working outside, and there are no indoor rest facilities reasonably accessible, suitable rest facilities must be provided where practicable.
This could include:
- Site cabins on construction sites
- Shelters on agricultural sites
- Mobile facilities (welfare units)
- Access to nearby buildings
Requirements:
- Protection from adverse weather
- Heated where necessary
- Seating
- Facilities to boil water and prepare hot drinks and food
Temperature and ventilation
Workplace temperature
During working hours, the temperature in all workplaces must be reasonable.
The Approved Code of Practice provides guidance:
Minimum temperature:
- 16°C for sedentary work (e.g., offices)
- 13°C for physical work
Maximum temperature:
- No specific maximum, but employers must ensure temperature is "reasonable"
- Risk assessments must address excessive heat
- Where necessary, provide cooling, fans, air conditioning, or other controls
Thermometers:
- Should be available so workers can check temperatures
- Especially important where temperature control is critical
Temperature Control Measures
Cold Environments
- •Adequate heating systems
- •Insulation of buildings
- •Heated rest areas
- •Suitable clothing and PPE
- •Hot drinks available
- •Frequent warm-up breaks for outdoor workers
Hot Environments
- •Adequate ventilation or air conditioning
- •Fans or local cooling
- •Reduce physical exertion where possible
- •Cool drinking water readily available
- •Adjust work patterns (cooler parts of day)
- •Rest areas in cooler locations
Bottom line: Temperature is a significant factor in worker comfort, health, and productivity. Both extremes can cause health problems and increase accident risk. Reasonable temperature depends on the type of work, but must always be comfortable enough to work safely.
Ventilation
Enclosed workplaces must be adequately ventilated with a sufficient quantity of fresh or purified air.
Requirements:
- Supply of fresh air or effectively purified air
- Ventilation systems must be properly maintained
- Warning given if mechanical ventilation fails
- Natural ventilation (windows, vents) is acceptable if adequate
- Mechanical ventilation needed where natural ventilation insufficient
Adequate ventilation means:
- Removing and diluting airborne contaminants
- Preventing uncomfortable stuffiness
- Providing comfortable air circulation
- Maintaining oxygen levels
- Removing excess heat and humidity
Common issues:
- Overcrowded offices with insufficient fresh air
- Poorly maintained air conditioning spreading contamination
- Blocked or inadequate natural ventilation
- Ventilation systems not running during occupied hours
- Recirculated air without adequate fresh air input
Since COVID-19, ventilation has received renewed attention. Good ventilation reduces the spread of airborne diseases. Ensure ventilation systems are well-maintained and provide adequate fresh air, not just recirculated air.
Space and workstations
Room dimensions and space
Workrooms must have sufficient floor area, height, and unoccupied space for health, safety, and welfare.
Minimum space per person:
- 11 cubic metres per person (taking into account furniture, equipment, etc.)
- Ceiling height normally at least 3 metres (can be lower if adequate cubic space is maintained)
This is the absolute minimum. More space may be needed depending on:
- Type of work
- Equipment and machinery
- Need to move around safely
- Storage requirements
- Emergency evacuation needs
Workstations
All workstations must be suitable for the work and the worker.
Requirements:
- Suitable for the person using it and the work being done
- Allow safe access and egress
- Provide protection from weather (outdoor workstations)
- Provide protection from falling objects
- Seating provided where work can be done seated
- Suitable for any special needs (e.g., workers with disabilities)
Seating:
Where work can or must be done seated, suitable seating must be provided:
- Suitable for the person and the work
- Adequate back support (footrest if needed)
- Workers who stand to work should have seating for rest breaks
Floors, traffic routes, and falls
Floors and surfaces
Floors must be:
- Suitable for use — stable, with no holes or dangerous unevenness
- Free from obstructions and slipping/tripping hazards
- Non-slip surface where necessary
- Properly drained where wet processes used
Maintenance:
- Holes, cracks, and defects repaired promptly
- Spillages cleaned up immediately
- Surfaces kept clean and tidy
- Warning signs for wet floors
Traffic routes
Routes for pedestrians and vehicles must be:
- Suitable for the people or vehicles using them
- Sufficient in number, size, and location
- Organized so pedestrians and vehicles can circulate safely
- Provided with necessary signs where needed
- Kept free from obstructions
Falls and falling objects
Precautions must be taken to prevent:
- People or materials falling from heights
- People being struck by falling objects
This includes:
- Edge protection on platforms, mezzanines, loading bays
- Barriers around openings in floors
- Safe stacking of materials
- Toe boards where objects could fall from height
- Covers or barriers over fragile surfaces
Lighting
Every workplace and traffic route must have suitable and sufficient lighting.
Requirements:
- Natural light where reasonably practicable
- Artificial lighting where natural light is insufficient
- Adequate intensity for the work being done (detailed work needs brighter lighting)
- Emergency lighting where sudden loss of light would create danger
Good practice:
- Regular cleaning of windows and light fittings
- Replacement of failed bulbs/tubes promptly
- Avoiding glare or shadowing that creates hazards
- Task lighting for detailed work
- Consideration of individual needs (older workers may need brighter lighting)
Lighting levels are measured in lux. Typical recommendations: warehouses 100-150 lux, general offices 300-500 lux, detailed work 500-750 lux. Inadequate lighting increases eye strain, fatigue, and accident risk.
Cleanliness and waste materials
General cleanliness
The workplace, furniture, furnishings, and fittings must be kept sufficiently clean.
Requirements:
- Surfaces of floors, walls, and ceilings capable of being kept clean
- Waste materials not allowed to accumulate (except in suitable receptacles)
- Cleaning carried out regularly and when necessary
- Floors cleaned at least once per week (more often in dirty environments)
Good practice:
- Scheduled cleaning routines
- Adequate waste bins and collection
- Prompt cleaning of spills
- Regular deep cleaning
- Clean welfare facilities daily
Waste materials
Waste must not accumulate in the workplace except in suitable receptacles.
Requirements:
- Adequate waste bins provided
- Appropriate for the type of waste (including hazardous waste)
- Emptied regularly before overflowing
- Waste storage areas clean and tidy
- Proper disposal arrangements
Welfare Facilities Maintenance Schedule
Ensure clean, stocked, and in working order
Clean tables, empty bins, ensure adequate supplies
Thorough cleaning of all welfare facilities
Check for defects, wear, or required repairs
Check numbers still adequate for workforce size
Comprehensive review against regulations and ACoP
Special considerations
Multi-occupied buildings
Where several employers share a building:
- Cooperation between employers required
- Shared facilities must meet requirements for total number of users
- Clear arrangements for cleaning and maintenance
- Consider peak usage times
Temporary workplaces and construction sites
The same standards apply, though practicality must be considered:
- Portable toilets and welfare units commonly used
- Must still be adequate in number and standard
- Heated facilities required in cold weather
- Running water (can be from bowsers if mains not available)
- Site canteens or rest areas
- Secure storage for workers' belongings
Construction company improves welfare facilities - productivity increases
A construction firm with multiple sites upgraded their welfare provision beyond minimum standards after worker feedback highlighted poor facilities.
- ✗Old portable toilets often dirty and smelly
- ✗No proper rest areas - workers ate lunch in vehicles
- ✗No hot water for washing
- ✗No secure storage - tools and belongings left in vans
- ✗Workers complained facilities were 'degrading'
The company invested in modern welfare units with proper toilets, hot showers, heated rest areas with microwaves and kettles, and secure lockers. Within three months, they saw measurable benefits: staff retention improved by 25%, recruitment became easier, fewer sick days, and worker productivity increased. The HR director said: 'We thought welfare was a cost. It turned out to be an investment that paid back quickly.'
Good welfare facilities aren't just about legal compliance. They demonstrate respect for workers, improve morale, reduce absence, aid recruitment, and boost productivity. Going beyond minimum standards can deliver real business benefits.
Home workers and remote working
For employees working from home:
- Employers still have health and safety duties
- Must assess risks in home working environments
- Welfare facilities (toilets, water, etc.) naturally provided in homes
- Focus shifts to DSE assessments, suitable workspace, lone working risks
- Regular check-ins and communication important
Workers with disabilities
Employers must make reasonable adjustments for disabled workers:
- Accessible toilets (larger cubicles, grab rails, alarms)
- Level or ramped access to facilities
- Appropriate height for sinks, mirrors, hand dryers
- Suitable rest areas
- Adjustments to temperature controls, lighting, etc.
The Equality Act 2010 requires reasonable adjustments - this goes beyond basic Workplace Regulations.
Common failures and enforcement
What inspectors look for
Health and safety inspectors (HSE or local authority) commonly check:
Toilets:
- Adequate numbers for workforce
- Separate facilities for men and women
- Clean and well-maintained
- Properly stocked (toilet paper, soap, towels)
- In working order
Washing facilities:
- Hot and cold running water
- Soap and drying facilities
- Clean and accessible
Drinking water:
- Available and accessible
- Clearly marked if not mains supply
- Cups or drinking vessels available
Rest facilities:
- Adequate seating
- Protection from contamination
- Suitable for number of workers
- Provisions for pregnant workers
Temperature and ventilation:
- Temperature reasonable for type of work
- Adequate fresh air
- Thermometers available
General condition:
- Clean and well-maintained
- Adequate lighting
- Safe floors and routes
- Sufficient space
Common enforcement issues
Common Welfare Facilities Failures
Insufficient toilets is one of the most common welfare facility failures. Inspectors can issue improvement notices requiring you to increase provision within a specified time. Continued failure can lead to prosecution, with fines up to £20,000 in magistrates' court or unlimited fines in Crown Court. Workers waiting excessive times for toilets can also make tribunal claims for breach of duty of care.
Portable toilets can be suitable for temporary sites or where permanent facilities aren't practicable, but they must meet the same standards: adequate numbers, clean, well-maintained, stocked, regularly serviced, and connected to proper drainage or servicing. Poor quality or poorly-maintained portable toilets are a common enforcement issue.
If each toilet is in a completely separate room with a lockable door (not just a cubicle), it can be used by anyone and you don't need separate male/female facilities. However, if you have more than one toilet cubicle in a shared space, you must provide separate facilities for men and women.
Age of the building isn't an excuse. The Workplace Regulations apply to all workplaces. You may need to make adaptations, add new facilities, or in extreme cases, relocate if facilities cannot be brought up to standard. Enforcement authorities expect reasonable efforts but won't accept non-compliance because upgrades are inconvenient or expensive.
The minimum is 16°C for sedentary work (offices, seated work) or 13°C for physical work, measured within working hours. However, 'reasonable' temperature depends on the type of work. Cold offices even above 16°C can be unreasonable if workers are uncomfortable. Employers should aim for comfortable working temperatures, typically 19-21°C for offices.
Only if the facilities are readily accessible, safe to reach, and adequate for the total number of users. Sending workers to a café or public toilet down the street is unlikely to meet the requirement for 'readily accessible' facilities. Shared facilities in the same building complex may be acceptable if properly arranged.
Yes. All workplaces need suitable rest facilities. For offices, this might be a separate room or area with seating where workers can take breaks and eat meals away from their desks. Even if workers only take short breaks, facilities must be adequate for the number of people and protected from work processes.
Mobile workers still need access to welfare facilities. Employers must ensure reasonable provision through planning: arranging access to facilities at customer sites, scheduling routes to include stops with facilities, providing allowances for using public facilities, or arranging access to company premises. Simply saying 'they're mobile' doesn't remove the duty.
Yes. While you must provide drinking water free of charge, you can charge for tea, coffee, or other drinks and snacks. However, many employers provide basic tea and coffee as it's inexpensive and good for morale. You cannot charge for anything required by health and safety law.
Calculate total room volume (length × width × height in metres) and subtract space taken by furniture, equipment, and storage. Divide by number of people normally working in the room. Result should be at least 11 cubic metres per person. If below, you're overcrowded and must reduce occupancy or increase space.
Best practice guidance
Going beyond minimum standards
While regulations set minimum requirements, good employers often exceed them:
Enhanced provision:
- More toilets than minimum required
- Higher quality facilities
- Additional rest areas
- Better heating and cooling
- Comfortable furniture
- Kitchen facilities (not just basic kettle and microwave)
Benefits of exceeding minimums:
- Improved worker satisfaction and morale
- Better recruitment and retention
- Reduced absenteeism
- Increased productivity
- Positive company culture
- Reduced risk of complaints or enforcement
Worker welfare is increasingly seen as an indicator of good business practice. Companies with poor facilities struggle to recruit and retain staff. In a competitive labour market, good welfare facilities are a tangible way to show you value your employees.
Involving workers
Consult workers about welfare facilities:
- Ask for feedback on adequacy and quality
- Involve safety representatives
- Consider surveys or suggestion boxes
- Act on reasonable suggestions
- Explain any constraints preventing improvements
Workers are best placed to identify shortcomings in welfare provision.
Regular reviews
Welfare facilities should be reviewed:
- When workforce size changes
- When work patterns change (e.g., shift patterns)
- When building layout changes
- After worker feedback or complaints
- At least annually as part of general health and safety review
Next steps
To understand your broader health and safety duties:
Health and Safety at Work Act 1974 explained →
To understand employer responsibilities:
Employer health and safety duties →
To check your overall compliance:
Health & Safety Compliance Checker →
Unsure if your welfare facilities meet current standards? A qualified health and safety consultant can carry out a comprehensive welfare facilities audit, identify any gaps, and recommend improvements to ensure full compliance.
Related articles:
- What is the Health and Safety at Work Act 1974?
- Risk Assessment: A Complete Guide
- Employer Health and Safety Duties
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