Small Business Health & Safety Requirements

Small businesses often worry that health and safety requirements are overwhelming and designed for large organisations. The good news: while the law applies to all employers, requirements scale with risk and size. A small office has different needs than a construction company. Understanding what actually applies to you removes unnecessary anxiety and helps you focus on what matters.

This guide explains health and safety requirements for UK small businesses in plain terms.

What Law Actually Requires

The Health and Safety at Work Act 1974

The foundation of UK health and safety law places duties on:

Employers - to ensure, so far as reasonably practicable:

The health, safety, and welfare of employees
That non-employees aren't put at risk by your work

Self-employed - to conduct work so that you and others aren't put at risk

Employees - to take reasonable care and cooperate with safety measures

"Reasonably Practicable"

This crucial phrase means balancing the risk against the time, cost, and effort of reducing it. You don't need to eliminate every possible risk - just reduce risks where it's reasonable to do so.

What You Must Have

Requirement	When It Applies
Risk assessment	All employers and self-employed
Written risk assessment	5 or more employees
Health and safety policy	5 or more employees
Written health and safety policy	5 or more employees
Employers' liability insurance	If you employ anyone
Fire risk assessment	If you occupy premises
Competent safety advice	All employers

Risk Assessment

Risk assessment is the foundation of health and safety management. It doesn't need to be complicated.

What Is Risk Assessment?

Identifying hazards (things that could cause harm) and deciding what to do about them.

Five Steps

Identify hazards - What could cause harm?
Decide who might be harmed - Employees, visitors, public?
Evaluate risks and decide on controls - What are you doing or should do?
Record your findings - Write them down (required for 5+ employees)
Review and update - When things change

For Small, Low-Risk Businesses

If you run a small, low-risk business (like an office or shop), your assessment might be straightforward:

Walk around and note obvious hazards
Think about who could be affected
Note what you're already doing and anything else needed
Write it down simply

HSE provides templates and examples for simple assessments.

Employers' Liability Insurance

The Law

If you employ anyone (even part-time, temporary, or family members), you must have employers' liability insurance of at least £5 million.

What It Covers

Claims from employees for work-related injury or illness. Without it, you could face:

Unlimited fines for each day uninsured
Personal liability for claims

Displaying the Certificate

You must display the certificate where employees can see it, or make it available electronically.

Exemptions

Some family businesses (but check carefully - it's narrow)
Some public organisations
If genuinely no employees (volunteers, self-employed contractors)

Health and Safety Policy

When Required

Written policy required if you have 5 or more employees.

What It Should Include

Statement of commitment (signed by senior person)
Responsibilities (who does what)
Arrangements (how you'll actually manage safety)

Keeping It Simple

For small businesses, a policy might be 2-3 pages covering:

Your commitment to safety
Key responsibilities
Main procedures (risk assessment, accidents, fire, training)

HSE provides templates suitable for small businesses.

Fire Safety

Fire Risk Assessment

Required for all non-domestic premises under the Regulatory Reform (Fire Safety) Order 2005.

What You Must Do

Identify fire hazards
Identify people at risk
Evaluate, remove, or reduce risks
Record findings (if 5+ employees or licence requires)
Prepare emergency plan
Provide training
Review regularly

Small Premises

For small, simple premises with few people, this can be straightforward. The government provides a short guide specifically for small premises.

What About [Specific Requirement]?

Common questions about what applies to small businesses:

PAT Testing

Not a legal requirement as such. You must maintain electrical equipment in safe condition - PAT testing is one way to demonstrate this, but visual inspection may be sufficient for low-risk equipment.

Health and Safety Training

You must provide whatever training employees need to do their jobs safely. This doesn't mean sending everyone on courses - it might be basic induction and on-the-job instruction.

First Aid

You must provide adequate first aid. For small, low-risk workplaces, this might be a first aid kit and an "appointed person" (someone who takes charge in an emergency) rather than a trained first aider.

DSE Assessments

If employees use computers habitually, you should assess their workstations. Self-assessment checklists are acceptable for most situations.

Getting Help

HSE Resources

HSE provides free guidance specifically for small businesses:

Simple risk assessment templates
Sector-specific guidance
Online tools

Local Authority

Your local authority enforces health and safety in offices, shops, and hospitality venues. They can provide advice.

Trade Associations

Many trade bodies provide health and safety guidance specific to their sector.

Competent Advice

You must have access to competent health and safety advice. This could be:

You (if you're competent to assess your risks)
A trained employee
An external consultant

For most small, low-risk businesses, you can manage health and safety yourself using available guidance.

Common Questions

Frequently Asked Questions

The Health and Safety at Work Act applies if your work could affect others' safety. A sole trader working from home with no visitors has minimal practical requirements. If clients visit, you work on their premises, or your work could affect the public, you have duties.

Usually not for small, low-risk businesses. You can use HSE guidance to manage health and safety yourself. Consultants are useful for higher-risk activities, complex situations, or if you want professional reassurance. Don't pay for what you can do yourself.

If you employ people: employers' liability insurance, risk assessment (written if 5+), health and safety policy (written if 5+), fire risk assessment, first aid provision, display health and safety poster. Scale everything to your actual risks.

Yes, though prosecutions of small businesses are relatively rare unless there's a serious incident or clear negligence. HSE focuses on helping businesses comply rather than prosecuting minor issues. Serious failures can result in fines or imprisonment.

You're responsible for your own safety. If you employ people who work from home, you have duties to them (including DSE assessment). If clients visit your home for business, normal duties apply. Check your home insurance covers business use.

When things change - new equipment, new activities, new premises, after incidents. Also periodically to check they're still relevant. There's no fixed timescale, but annual review is common. Don't treat them as one-off documents.

Provide first aid, record the incident, report to HSE if serious (RIDDOR). Your employers' liability insurance covers claims. Investigate to prevent recurrence. Cooperate with any enforcement investigation.

Only where risks remain after other controls. Signs are not a substitute for proper controls. Common requirements: fire exit signs, fire equipment signs, warning signs for remaining hazards. Don't clutter premises with unnecessary signs.

Summary

For most small businesses, health and safety compliance involves:

Risk assessment - thinking through your hazards and what you do about them
Insurance - employers' liability if you have any employees
Fire safety - fire risk assessment for your premises
Basic arrangements - first aid, accident recording, information for employees
Proportionate approach - requirements scale with risk, not bureaucracy for its own sake

Don't be intimidated by health and safety law. For low-risk businesses, requirements are straightforward. Focus on real risks, not paperwork for its own sake.