Warehousing and distribution centres present significant health and safety risks. Vehicle movements, manual handling, working at height, and heavy racking systems create an environment where serious injuries occur regularly. With the growth of e-commerce and same-day delivery, warehouse operations are increasingly fast-paced, creating additional pressure that can compromise safety.
This guide covers the key health and safety requirements for UK warehouse and distribution operations.
The Legal Framework
Warehouse operations are governed by comprehensive health and safety legislation:
Health and Safety at Work Act 1974 - General duties to ensure safety of workers and others affected by operations.
Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) - Covers fork lift trucks, pallet trucks, hoists, and lifting accessories.
Manual Handling Operations Regulations 1992 - Requirements to avoid, assess, and reduce manual handling risks.
Work at Height Regulations 2005 - Protection from falls from racking, mezzanines, and loading bays.
Workplace (Health, Safety and Welfare) Regulations 1992 - Standards for the working environment, traffic routes, and welfare facilities.
Fork Lift Truck Safety
Fork lift trucks are involved in approximately 5,000 reported accidents annually in the UK, causing numerous fatalities to both operators and pedestrians. This is the single highest risk in most warehouse operations.
Legal Requirements
Under LOLER, fork lift trucks must have:
- Thorough examination before first use
- Thorough examination at least every 12 months
- Daily pre-use checks by operators
- Only competent, trained operators
- Records kept of all examinations
FLT Legal Compliance Checklist:
- Current thorough examination certificate (within 12 months)
- Daily checklist completed by operator before each shift
- Operator holds valid training certificate for truck type
- Operator has completed site familiarisation
- Defects are reported and equipment taken out of use
Operator Training
Only trained and authorised persons should operate fork lift trucks:
Training requirements:
- Accredited training course (e.g., RTITB, AITT, ITSSAR)
- Specific to truck type (counterbalance, reach, VNA, etc.)
- Practical assessment in the workplace
- Site-specific familiarisation
- Refresher training (typically every 3-5 years)
Never allow untrained workers to operate FLTs, even in emergencies or "just to move it quickly."
A common misconception is that FLT licences last forever. While the initial certificate doesn't expire, HSE guidance recommends refresher training every 3-5 years, and employers must ensure operators remain competent. Insurance policies often mandate regular refreshers.
Traffic Management
Separating pedestrians and vehicles is critical to preventing fatal incidents:
Essential controls:
- Designated pedestrian walkways clearly marked
- Physical barriers (Armco, bollards) where possible
- One-way systems to reduce reversing
- Speed limits enforced (typically 5 mph indoors)
- Convex mirrors at blind corners
- Audible and visual warnings on all FLTs
- Pedestrian crossing points clearly marked
- Exclusion zones around loading areas
Traffic route design:
- Wide enough for vehicles to pass safely
- Clear visibility at junctions
- No obstructions or storage encroachment
- Good lighting throughout
- Regular inspections for damage to markings
Safe FLT Operation
Operators must follow safe practices:
- Complete pre-use checks every shift
- Never exceed rated capacity
- Travel with forks low (100-150mm)
- Sound horn at junctions and blind spots
- No passengers on forks, truck, or counterweight
- Load distributed evenly and secured
- Reduce speed on slopes and corners
- Park safely: forks down, handbrake on, key removed
- Report defects immediately
Manual Handling
Manual handling injuries account for over 30% of all warehouse injuries. The repetitive nature of warehouse work and pressure to meet targets increases risk.
High-Risk Activities
- Order picking and packing
- Loading and unloading vehicles
- Handling heavy or awkward items
- Repetitive lifting throughout shifts
- Handling at floor level or above shoulder height
- Team handling of large items
Assessment Requirements
Assess manual handling tasks using the TILE framework:
Task:
- How often is it performed?
- What distances are involved?
- Does it involve twisting, stooping, reaching?
- Is excessive pushing or pulling required?
Individual:
- Does the work require unusual strength or fitness?
- Are workers properly trained?
- Are pregnant workers or those with health conditions at higher risk?
Load:
- How heavy is it?
- Is it bulky, difficult to grasp, or unstable?
- Are contents shifting (liquids, loose items)?
- Is it sharp, hot, or otherwise hazardous?
Environment:
- Is there adequate space?
- Are floors level and in good condition?
- Are temperature and lighting adequate?
- Are stairs or slopes involved?
Manual Handling Risk Indicators:
- Items weighing over 25kg handled by individual workers
- Repetitive lifting (more than 30 times per hour)
- Handling below knee height or above shoulder height
- Workers report pain, discomfort, or fatigue
- Awkward items that can't be gripped properly
Control Measures
Apply the hierarchy of controls:
Eliminate or reduce handling:
- Mechanical handling equipment (pallet trucks, conveyors, hoists)
- Delivery directly to point of use
- Smaller pack sizes from suppliers
- Height-adjustable workstations
- Gravity-fed storage systems
Improve handling practices:
- Team lifting for heavy items
- Handling aids (barrows, trolleys, grips)
- Task rotation to reduce repetition
- Adequate rest breaks
- Training on correct technique
- Remove obstructions from routes
Racking and Storage Systems
Racking collapse can result in multiple fatalities and catastrophic business disruption. Damage to racking is extremely common but often goes unreported.
Installation Requirements
Racking systems must be:
- Designed by competent engineers for intended loads
- Installed by trained installers
- Load-tested after installation
- Secured to floor where specified
- Fitted with column guards in traffic routes
- Clearly labelled with Safe Working Load (SWL)
Load notices must be permanently displayed showing:
- Maximum load per beam level
- Maximum bay load
- Maximum floor load (for upper levels)
Safe Use
Operating rules:
- Never exceed stated load capacities
- Distribute loads evenly across beams
- Place heavier items on lower levels
- Don't climb racking (use proper access equipment)
- Report any damage immediately
- Don't modify racking without engineer approval
Common causes of collapse:
- Impact damage from FLTs
- Overloading (often cumulative over time)
- Missing or damaged components
- Incorrect assembly after modifications
- Inadequate floor fixings
A damaged upright at just 5% of its height loses approximately 50% of its load-carrying capacity. Even minor damage significantly weakens the entire rack structure. Never ignore damaged racking.
Inspection Requirements
Weekly inspections:
- Visual checks by trained warehouse staff
- Focus on high-traffic areas
- Immediate action on new damage
- Simple checklist approach
Annual inspections:
- Detailed inspection by SEMA-approved inspector
- Written report with prioritised actions
- Red/amber/green risk classification
- Unload red-risk areas immediately
Record keeping:
- Log of weekly checks
- Formal inspection reports
- Records of repairs and modifications
- Load notices and original design specifications
Loading Bays and Dock Operations
Loading bays present multiple serious hazards: falls from height, being struck by vehicles, and entrapment between vehicles and buildings.
Fall Prevention
Prevent falls from loading bays:
- Barriers or gates across open bays
- Warning lights when no vehicle present
- Edge protection where vehicles don't dock
- Dock levellers properly maintained
- Procedures for safely positioning vehicles
- Training for all bay users
Approximately 2 metres is the typical height of a loading bay. A fall from this height onto concrete can be fatal.
Vehicle Management
Safe vehicle operations at bays:
- Designated traffic marshal or banking system
- Wheel chocks applied before loading/unloading
- Vehicle brakes applied
- Driver informed not to move vehicle
- Separation between vehicle and building minimised
- Dock locks or restraints where available
"Trailer creep" occurs when a vehicle moves away from the bay during loading/unloading, often due to suspension compression/expansion or brakes releasing. This creates a dangerous gap. Dock locks or restraints physically prevent vehicle movement.
Dock Levellers
Equipment bridging vehicle and bay:
- Thorough examination every 6 months (LOLER)
- Regular maintenance and inspection
- Clear operating instructions
- Training for operators
- Safety features (e.g., anti-slip, toe guards)
Working at Height
Falls from height in warehouses typically occur from:
- Accessing upper levels of racking
- Mezzanine floors
- Loading bay edges
- Maintenance on elevated equipment
- Ladder use
Legal Requirements
The Work at Height Regulations require:
- Avoid work at height where possible
- Use work equipment to prevent falls
- Mitigate distance and consequences of falls
Access equipment:
- Mobile elevating work platforms (MEWPs) for racking access
- Fixed staircases to mezzanines (not ladders)
- Podium steps for low-level access
- Proper edge protection on all elevated areas
Never:
- Climb on racking or pallet storage
- Use FLT forks to elevate workers (unless specially designed)
- Use makeshift platforms or ladders alone
- Bypass edge protection for convenience
Slips, Trips, and Falls
These account for over 30% of warehouse injuries and are often dismissed as minor, but can result in serious fractures and long-term disability.
Common Causes
- Damaged or uneven floors
- Spillages not cleaned immediately
- Obstructed walkways
- Poor lighting
- Trailing cables
- Unsuitable footwear
- Ice and wet conditions at loading areas
Prevention
- Regular floor inspections and maintenance
- Immediate spillage cleanup procedures
- Designated storage areas (no corridor obstruction)
- Adequate lighting (minimum 200 lux in traffic routes)
- Slip-resistant flooring in wet areas
- Safety footwear with good grip
Slip, Trip, and Fall Prevention Checklist:
- Floors in good condition with no trip hazards
- Spillage cleanup procedures known and followed
- Walkways clear of obstructions and storage
- Lighting adequate throughout warehouse
- Workers wearing appropriate safety footwear
Falling Objects
Being struck by falling objects from racking or during handling operations causes serious head injuries and fatalities.
Controls
- Safe stacking practices (stable, interlocked)
- Storage racks properly loaded
- Exclusion zones beneath elevated work
- Securing loads during handling
- Mesh or netting beneath elevated storage
- Hard hats in designated areas
- Regular checks for displaced stock
Seasonal and Peak Periods
Many warehouses employ temporary workers during peak seasons (e.g., pre-Christmas). This significantly increases risk:
Managing Temporary Workers
- Induction training before starting work
- Supervision by experienced staff
- Simplified tasks initially
- Clear, simple procedures
- Ensure they know how to report hazards
- Don't rush training due to time pressure
Temporary workers are disproportionately involved in accidents, often in their first days of employment.
Contractor Management
Delivery drivers, maintenance contractors, and service providers regularly access warehouse sites.
Safe Systems
- Site induction for regular contractors
- Shared risk information
- Clear rules (e.g., no walking in FLT areas)
- Signing in/out procedures
- High-visibility clothing requirements
- Designated contractor parking and routes
- Permit systems for higher-risk work
Welfare Facilities
Adequate facilities must be provided:
- Toilets and washing facilities (statutory numbers)
- Drinking water readily accessible
- Rest areas with seating
- Facilities for eating meals
- Changing facilities and lockers
- First aid room for larger sites
- Temperature control (minimum 16°C after first hour)
Large warehouses can involve significant walking distances. Welfare facilities must be reasonably accessible.
Common Questions
Frequently Asked Questions
FLTs require a thorough examination by a competent person at least every 12 months under LOLER. In addition, operators must complete daily pre-use checks before each shift, checking brakes, steering, forks, chains, warning devices, and visible damage. Many insurance policies also require 6-monthly examinations.
While not strictly a legal requirement, SEMA recommends annual inspections by trained inspectors, and weekly internal checks. Most insurance policies require annual SEMA inspections as a condition of cover. HSE enforcement officers expect regular racking inspections and will issue enforcement notices where systems are inadequate.
There are no absolute weight limits in law. HSE guidance suggests that lifting operations above 25kg for men and 16kg for women should be risk assessed. However, these are guidelines only – factors like frequency, height, distance, and individual capability all affect risk. The requirement is to assess and reduce risks as far as reasonably practicable.
No. Climbing on racking is extremely dangerous and is prohibited. Provide proper access equipment such as mobile elevating work platforms (MEWPs), podium steps, or fixed access stairs. The Work at Height Regulations require work equipment that prevents falls.
Temporary workers need the same health and safety information and training as permanent staff, but it must be provided before they start work. This includes site induction, emergency procedures, specific task training, and how to report hazards. Don't assume agency workers arrive fully trained – you have duties as the host employer.
Provide clear site rules for visiting drivers: where to report, parking areas, pedestrian routes, exclusion zones, PPE requirements. Consider induction cards for regular drivers. Ensure they stay in safe areas and don't enter FLT operating zones. You have duties to non-employees affected by your work activities.
Summary
Warehouse health and safety requires systematic management of multiple serious hazards:
- Fork lift safety - trained operators, thorough examinations, traffic management, and physical separation from pedestrians
- Manual handling - assessment, mechanical aids, task design, and training
- Racking safety - proper installation, load management, weekly checks, and annual SEMA inspections
- Working at height - fall protection at loading bays, mezzanines, and when accessing elevated storage
- Slips and trips - floor maintenance, spillage management, and good housekeeping
The fast-paced nature of modern warehouse operations creates pressure to take shortcuts. Effective safety management requires genuine commitment from leadership and engagement from all workers.
Related Content
Topics:
- Manual Handling - Safe lifting and carrying techniques
- Working at Height - Fall prevention requirements
- Risk Assessment - How to assess workplace hazards
Articles:
- What is a fire risk assessment?
- LOLER explained - Lifting equipment requirements
Related Sectors:
- Manufacturing - Factory and production safety
- Retail - Shop floor and storage safety
- Logistics - Transport and distribution
Tools:
- Responsibility Checker - Find out what applies to you
*This guidance covers key health and safety requirements for UK warehouse and distribution operations. It is not exhaustive and does not constitute legal advice.