Office work is often perceived as low-risk compared to industrial or construction activities. However, office environments present their own health and safety challenges - from the well-documented risks of display screen equipment (DSE) use to fire safety, workplace welfare, and increasingly, work-related stress.
This guide covers the essential health and safety requirements for offices and commercial workplaces in the UK.
The Legal Framework
Office-based workplaces are governed by several key regulations:
Health and Safety at Work etc. Act 1974 - The foundation of workplace health and safety law, placing duties on employers to protect employees and others.
Management of Health and Safety at Work Regulations 1999 - Requires risk assessment and implementation of appropriate controls.
Workplace (Health, Safety and Welfare) Regulations 1992 - Sets standards for the working environment including temperature, lighting, ventilation, and welfare facilities.
Health and Safety (Display Screen Equipment) Regulations 1992 - Specific requirements for computer users.
Regulatory Reform (Fire Safety) Order 2005 - Fire safety requirements for premises.
Display Screen Equipment (DSE)
Computer use dominates modern office work. The DSE Regulations aim to prevent musculoskeletal disorders, visual fatigue, and mental stress from prolonged screen use.
Who Counts as a DSE User?
The regulations define "users" as employees who habitually use DSE as a significant part of their normal work. Most office workers using computers for several hours daily qualify as users.
Assessment Requirements
Employers must:
- Analyse workstations to assess risks
- Reduce risks identified to the lowest reasonably practicable level
- Ensure workstations meet minimum requirements
- Plan work activities to include breaks or changes of activity
- Provide eye tests on request (and contribute to glasses if specifically for DSE use)
- Provide information and training
Workstation Assessment
A DSE assessment should cover:
The screen:
- Adjustable brightness and contrast
- No glare or reflections
- Stable image without flicker
- Appropriate text size
- Screen at comfortable viewing distance and height
The keyboard and mouse:
- Separate keyboard (for desktop work)
- Space in front of keyboard for wrists
- Mouse positioned close to keyboard
- Input devices comfortable to use
The desk:
- Large enough for equipment and tasks
- Non-reflective surface
- Document holder if typing from documents
The chair:
- Adjustable height
- Adjustable backrest (height and tilt)
- Stable (five-star base with castors for mobility)
- Footrest available if needed
The environment:
- Adequate lighting (avoiding glare on screens)
- Comfortable temperature
- Acceptable noise levels
- Adequate space
Employers must assess workstations, provide suitable equipment, and train users. Employees must cooperate with arrangements and use equipment correctly. It's a shared responsibility, but the primary duty is on the employer.
Eye Tests and Glasses
Employers must:
- Provide eye and eyesight tests on request (before starting DSE work and at regular intervals)
- Contribute to the cost of glasses if the test shows they're specifically required for DSE work
Note: This doesn't cover glasses needed for general vision correction - only special prescriptions specifically for DSE use (often intermediate distance).
Laptops and Portable Devices
Laptops used for prolonged periods should have:
- Separate keyboard
- Separate mouse
- Screen raised to appropriate height (using stand or docking station)
The same principles apply - a laptop alone, used for extended periods, doesn't meet workstation requirements.
Working from Home
The DSE Regulations apply wherever employees work. Employers should:
- Assess home workstations
- Provide equipment needed for safe working
- Provide guidance on correct setup
Fire Safety
Fire safety requirements apply to all offices under the Regulatory Reform (Fire Safety) Order 2005.
The Responsible Person
The "responsible person" (usually the employer or person in control of premises) must:
- Carry out a fire risk assessment
- Implement and maintain fire precautions
- Provide fire safety information to employees
- Consult employees about fire safety measures
Fire Risk Assessment
The assessment must identify:
- Fire hazards (ignition sources, fuel)
- People at risk (including visitors, disabled persons)
- Existing fire precautions
- Additional measures needed
- Emergency procedures
Key Fire Safety Measures
Prevention:
- Control of ignition sources
- Good housekeeping
- Electrical safety
- Safe storage of flammable materials
Detection and warning:
- Appropriate fire alarm system
- Smoke/heat detectors where needed
- Regular testing (weekly alarm test)
Means of escape:
- Adequate escape routes
- Routes kept clear at all times
- Emergency lighting
- Exit signage
- Final exits unlocked during occupation
Firefighting:
- Appropriate extinguishers
- Staff trained in use
- Annual maintenance
Staff training:
- Fire safety awareness
- Evacuation procedures
- Fire marshal training for appointed staff
- Regular drills
Multi-Occupied Buildings
In shared buildings, responsible persons must coordinate fire safety arrangements. This typically means:
- Shared fire alarm system
- Coordinated evacuation procedures
- Clear responsibilities for common areas
- Information sharing about fire risks
Fire Safety Failures
- •Fire doors propped open
- •Escape routes used for storage
- •Fire alarm not tested regularly
- •No fire drill in over a year
Good Fire Safety Practice
Recommended- •Fire doors close properly (self-closers work)
- •Escape routes checked daily and kept clear
- •Weekly fire alarm test, recorded
- •Fire drills at least annually, more if needed
Workplace Welfare
The Workplace (Health, Safety and Welfare) Regulations set minimum standards for the working environment.
Temperature
- Reasonable working temperature (guidance suggests minimum 16°C for office work)
- Heating/cooling as needed
- No legal maximum, but employers must take reasonable steps in hot weather
- Thermometers available for workers to check
Ventilation
- Fresh or purified air supply
- Air conditioning systems maintained (including filter changes)
- Good practice: regular maintenance to prevent "sick building syndrome"
- COVID-19 has increased focus on ventilation quality
Lighting
- Sufficient and suitable lighting for the work
- Emergency lighting for escape routes
- Natural light where reasonably practicable
- Avoid glare, particularly on screens
Space
- Adequate space for workers and activities
- Guidance suggests minimum 11 cubic metres per person (accounting for furniture)
- Sufficient desk space for equipment and documents
Welfare Facilities
Toilets:
- Sufficient for workforce (separate or adequate privacy)
- Kept clean and maintained
- Ventilated
Washing facilities:
- Hot and cold running water
- Soap and drying facilities
- Near toilets and where needed for cleanliness
Drinking water:
- Wholesome drinking water available
- Cups or drinking fountains
Rest and eating:
- Suitable rest facilities
- Somewhere to eat meals if eating at work
- Facilities for pregnant and nursing mothers
Cleanliness and Waste
- Workplace kept clean
- Waste removed regularly
- Floors and surfaces cleaned as appropriate
Slips, Trips, and Falls
While office environments have fewer slip hazards than industrial settings, they still cause significant injuries.
Common Causes
- Wet floors (cleaning, spills, tracked-in rain)
- Trailing cables
- Uneven or damaged flooring
- Worn carpet
- Objects left in walkways
- Poor lighting
- Stairs without handrails
Prevention
Housekeeping:
- Keep walkways clear
- Manage cables (covers, routing, wireless where possible)
- Clean up spills immediately
- Report damage to floors or stairs
Maintenance:
- Repair damaged flooring promptly
- Ensure handrails on stairs
- Good lighting throughout
Cleaning:
- Wet floor signs during and after cleaning
- Clean in sections to maintain safe routes
- Avoid over-wetting floors
Electrical Safety
Electrical hazards in offices come primarily from portable equipment and its cables.
Key Requirements
Fixed installations:
- Periodic inspection and testing (typically every 5 years in offices)
- Competent electricians for any modifications
Portable equipment:
- Visual inspection by users (damaged cables, cracked casings)
- Formal inspection at appropriate intervals
- Damaged equipment taken out of use
Safe use:
- Don't overload sockets
- Manage cables to prevent trip hazards
- Switch off equipment when not needed
- Report electrical faults
Particularly Common Issues
- Overloaded extension leads
- Damaged laptop chargers
- Personal electrical equipment brought from home
- Equipment in poor condition continuing in use
Manual Handling
While office work is generally sedentary, manual handling still occurs.
Common Tasks
- Moving boxes of paper and supplies
- Relocating furniture and equipment
- Setting up meeting rooms
- Handling deliveries
Controls
- Mechanical aids for heavy items
- Team lifting for furniture
- Ergonomic considerations in storage (don't store heavy items high)
- Training on correct handling technique
Stress and Mental Health
Work-related stress is increasingly recognised as a significant workplace health issue.
Employer Duties
The Health and Safety at Work Act requires employers to ensure, so far as reasonably practicable, the health (including mental health) of employees.
HSE Management Standards
HSE identifies six key areas for managing work-related stress:
| Factor | Description |
|---|---|
| Demands | Workload, work patterns, work environment |
| Control | How much say people have in how they do their work |
| Support | Encouragement, resources, sponsorship from organisation and colleagues |
| Relationships | Positive working relationships, avoiding conflict and bullying |
| Role | Understanding of role and avoiding conflicting roles |
| Change | How organisational change is managed and communicated |
Practical Steps
- Assess psychosocial risks
- Train managers to recognise and respond to stress
- Have policies on bullying and harassment
- Support flexible working where possible
- Promote work-life balance
- Provide employee assistance programmes
- Regular conversations about workload and wellbeing
Lone Working
Some office workers work alone, either regularly or occasionally.
When It Occurs
- Out-of-hours working
- Small offices with single staff
- Remote/home working
- Meeting clients alone
Controls
- Risk assessment for lone working situations
- Check-in procedures
- Means of raising alarm
- Limits on lone working where risks are significant
- Panic alarms in reception areas where violence risk exists
First Aid
Requirements
Every workplace must have:
- First aid equipment (first aid box)
- An appointed person (minimum) or trained first aiders
- Information for employees on first aid arrangements
How Much First Aid?
Depends on:
- Number of employees
- Nature of work (offices are lower risk)
- Workplace hazards
- Access to emergency services
For a typical low-risk office:
- Small office (fewer than 25): appointed person + first aid kit
- Medium office (25-50): at least one first aider + appropriate kit
- Larger offices: more first aiders as needed
New and Expectant Mothers
Special Requirements
Employers must:
- Assess risks to new and expectant mothers
- Take action to remove or reduce risks
- Provide suitable rest facilities
- Allow attendance at antenatal appointments
Common Office Considerations
- Ergonomic adjustments to workstation
- More frequent breaks
- Avoiding prolonged standing or sitting
- Stress management
- Suitable rest facilities
Employer Responsibilities
Core Duties
All employers must:
- Assess risks to employees and others
- Make arrangements for managing health and safety
- Provide information, instruction, and training
- Provide health and safety assistance (competent person)
- Consult with employees
Written Requirements
If you employ 5 or more people:
- Written health and safety policy
- Written risk assessments
Insurance and Notices
- Employers' liability insurance (compulsory if you employ anyone)
- Display employers' liability certificate
- Display health and safety law poster (or provide equivalent leaflet)
Record Keeping
Keep records of:
- Risk assessments
- DSE assessments
- Training
- Fire drills and tests
- Accident reports
- First aid equipment checks
Common Questions
Frequently Asked Questions
There's no specific legal minimum, but guidance suggests 16°C for sedentary work like offices. Employers must maintain a 'reasonable' temperature. In practice, most offices are heated to comfortable levels, but the duty exists to address cold conditions.
Yes. The DSE Regulations apply wherever your employees work. You should assess home workstations and provide equipment needed for safe working. A self-assessment checklist followed up by the employer is a common approach.
Weekly tests should activate the alarm briefly (using a different call point each week to check all work). Annual servicing should be carried out by a competent engineer. Six-monthly servicing is recommended for larger or more complex systems.
Only for DSE users - employees who habitually use display screen equipment as a significant part of their work. The test is on request, and you must pay for it. You must also contribute to glasses if they're specifically required for DSE work.
At minimum, a first aid kit and an appointed person to take charge of arrangements. The appointed person doesn't need first aid training but should know how to call emergency services and look after the first aid box. Consider whether trained first aiders are needed based on your assessment.
Yes, but the approach differs. Workstations should be set up to allow adjustment by different users. Provide training on how to adjust the workstation, and assess the workstation setup rather than individual assignments to specific desks.
You must assess psychosocial risks and take reasonably practicable steps to control them. This includes managing workload, providing support, addressing bullying, and communicating well during change. HSE's Management Standards provide a framework.
There's no absolute right to refuse based on temperature alone. However, if conditions genuinely present a risk to health, employees can raise concerns. Employers should take reasonable steps in hot weather - fans, relaxed dress codes, cool drinks, adjusted working hours.
Provide information about risks in your workplace. Coordinate activities to prevent risks to each other. Ensure their work doesn't create risks for your staff. Ask about their safety arrangements for significant work. Share emergency procedures.
Keep risk assessments, DSE assessments, fire risk assessments, training records, accident reports, fire drill records, fire equipment maintenance records, and first aid records. Retain accident records for at least 3 years (longer for potential claims or health surveillance).
Summary
Office health and safety focuses on several key areas:
- DSE - assessing workstations, providing suitable equipment, offering eye tests
- Fire safety - comprehensive fire risk assessment and emergency procedures
- Workplace welfare - maintaining appropriate temperature, lighting, ventilation, and facilities
- Slips and trips - good housekeeping and maintenance
- Stress and wellbeing - assessing and managing psychosocial risks
While offices may be lower-risk than many workplaces, these fundamentals require active management to protect employee health and meet legal obligations.
Related content
Topics:
- Fire Safety - Fire risk assessment and compliance
- DSE - Display screen equipment requirements
- Workplace Safety - General workplace requirements
Articles:
Related sectors:
- Retail - Retail workplace requirements
- Small Business - General business guidance
Tools:
- Responsibility Checker - Find out what applies to you
*This guidance covers key health and safety requirements for UK offices and commercial workplaces. It is not exhaustive and does not constitute legal advice.