Do you have employees who regularly use computers or laptops?
Quick check to point you in the right direction
Why DSE safety matters
Display screen equipment (DSE) work is now the norm for millions of UK workers. While it might seem low-risk compared to heavy industry, poor workstation setup causes real harm.
Musculoskeletal disorders (MSDs) — pain and injury to muscles, joints, tendons, and nerves — affect nearly half a million workers every year. Upper limb disorders, back pain, and repetitive strain injuries are common among office workers.
Under the Health and Safety (Display Screen Equipment) Regulations 1992, employers must assess workstations used by DSE users, reduce identified risks, and provide information and training. These duties extend to home workers.
The costs are significant:
- Employee suffering — chronic pain, reduced mobility, long-term health problems
- Lost productivity — 6.6 million working days lost to MSDs annually
- Legal claims — average compensation for work-related upper limb disorders ranges from £10,000 to £30,000+
- Enforcement action — HSE can issue improvement notices and prosecute for serious failures
Who is a DSE user?
Not everyone who uses a computer is a DSE user under the regulations. The HSE definition focuses on intensity and duration:
A DSE user is someone who:
- Uses DSE for continuous periods of an hour or more at a time
- Uses DSE daily, as a significant part of their normal work
- Has to transfer information quickly to or from the display screen
- Needs to apply high levels of attention and concentration
- Is highly dependent on DSE or has little choice about using it
- Needs special training or particular skills to use the DSE
DSE isn't just desktop computers. It includes laptops, tablets used for prolonged work, and touch screens used regularly for data entry or similar tasks.
Common DSE users include:
- Office workers using computers most of the day
- Customer service staff using screens to access information
- Data entry clerks
- Graphic designers and developers
- Control room operators
- Home workers who regularly use computers
Usually NOT DSE users:
- People who use computers occasionally or for short periods
- Drivers who use navigation systems
- Workers who use machines with display screens but aren't primarily using the screen itself
- Shop workers who occasionally use a till
If in doubt, err on the side of caution and assess the workstation.
DSE assessment requirements
If you employ DSE users, you must:
1. Analyse workstations
Assess the workstation and the way it's used. Look at:
- The equipment (screen, keyboard, mouse, desk, chair)
- The environment (lighting, reflections, noise, heat, humidity)
- The work (software, task design, pace)
- Individual needs (posture, eyesight, existing health conditions)
2. Reduce identified risks
Take action to eliminate or control risks. This might mean:
- Adjusting furniture to fit the user
- Providing adjustable chairs, footrests, document holders
- Improving lighting or repositioning screens to reduce glare
- Repositioning equipment to improve posture
- Providing wrist rests or ergonomic mice
- Breaking up tasks to avoid prolonged repetition
3. Provide appropriate furniture and equipment
Ensure workstations meet minimum requirements:
- Display screen — adjustable, stable image, adjustable brightness/contrast
- Keyboard — separate, tiltable, with space in front for hands
- Desk/work surface — large enough, low-reflection surface
- Chair — adjustable height, stable, adjustable backrest
- Environment — adequate lighting, minimal glare, suitable noise and temperature
4. Plan work activities
Build in breaks and changes of activity. The regulations don't specify exact intervals, but the principle is clear: avoid prolonged, intensive DSE work without breaks.
HSE guidance suggests:
- Short, frequent breaks are better than occasional long breaks
- Breaks should involve a change of activity (not just stopping)
- Ideally every 50-60 minutes of continuous screen use
5. Provide eye tests
DSE users can request an eye test paid for by the employer. If the test shows glasses are needed specifically for DSE work, the employer must pay for basic corrective appliances.
More detail: Eye tests and glasses →
6. Provide information and training
DSE users must understand:
- The risks from DSE work and how to minimise them
- How to adjust their workstation
- The importance of posture, breaks, and changing position
- How to report problems
How to conduct a DSE assessment
Should you use self-assessment or a professional?
Self-Assessment
- •Standard office environments
- •Typical equipment and tasks
- •No users with specific needs
- •Clear guidance provided to staff
- •Time to review all workstations
- •Cost: Free (staff time)
Professional Assessment
- •Complex or unusual workstations
- •Users with disabilities or health conditions
- •Repeated MSDs reported
- •High-intensity or specialised DSE work
- •Want expert assurance
- •Cost: £50-150 per workstation
Bottom line: For most standard office environments, self-assessment using HSE guidance is adequate. Train managers or appoint DSE assessors internally. Use professionals for complex situations or when employees have specific needs.
Step-by-step DSE assessment:
Step 1: Identify DSE users Work out who uses DSE long enough or intensively enough to be covered.
Step 2: Provide assessment tools Give users a DSE self-assessment checklist (free from HSE or use our tool below).
Step 3: Review completed assessments Check the returned assessments. Identify common issues and individual needs.
Step 4: Take action Fix identified problems. Order equipment, adjust furniture, improve lighting, provide training.
Step 5: Record findings Keep records of assessments and actions taken. Not a legal requirement for small employers, but highly advisable.
Step 6: Review regularly Reassess when:
- A user reports symptoms or discomfort
- Workstation, equipment, or software changes significantly
- Work organisation or job roles change
- An employee returns after long-term absence
- At least every 2-3 years as good practice
Workstation setup guidance
Good workstation setup prevents most DSE-related problems. Here's how to set up a typical desk-based workstation:
Screen position
- Height — top of screen roughly at eye level (or slightly below)
- Distance — arm's length away (adjust for screen size and eyesight)
- Angle — tilted slightly back (10-20 degrees) to reduce reflections
- Reflections — position to avoid glare from windows or lights
Keyboard and mouse
- Keyboard — directly in front of user, not at an angle
- Space — 10-15cm gap in front of keyboard to rest wrists
- Mouse — close to keyboard, not requiring reaching
- Positioning — shoulders relaxed, elbows close to body
Chair
- Seat height — feet flat on floor (or footrest), thighs roughly horizontal
- Backrest — adjusted to support lower back curve
- Armrests — if provided, adjusted so shoulders are relaxed
- Stability — five-star base for stability
Desk
- Height — comfortable for keyboard use with relaxed shoulders
- Space — enough room for screen, keyboard, mouse, and documents
- Leg room — adequate clearance under desk
Posture
- Back — supported by chair backrest
- Neck — relaxed, not twisted or bent for long periods
- Shoulders — relaxed, not hunched
- Wrists — straight, not bent up or down
- Eyes — level with top of screen
Perfect posture all day isn't realistic or necessary. The key is regular movement and position changes. Encourage employees to adjust position frequently and take breaks.
Laptops and portable devices
Laptops fail basic DSE requirements because the screen and keyboard can't be separated. For prolonged use:
- Provide a separate keyboard and mouse — allows screen to be raised
- Use a laptop stand or riser — brings screen to correct height
- Consider a docking station — for regular office or home use
- Limit prolonged use — if separate equipment isn't available
Tablets and smartphones are even worse for prolonged use. Reserve them for short tasks or provide accessories for longer work.
Eye tests and glasses
Employers must provide and pay for eye tests for DSE users if requested. Here's what that means in practice:
Who can request an eye test?
- Anyone classified as a DSE user
- Anyone about to become a DSE user
- Anyone experiencing visual difficulties that may be due to DSE work
How often?
- Before becoming a DSE user (if requested)
- At regular intervals after that (typically every 2 years, or more frequently if advised by optician)
- If experiencing visual problems that may be related to DSE work
What must employers pay for?
- Eye test — yes, must pay for test by optometrist or doctor
- Basic corrective appliances — yes, if test shows glasses are needed specifically for DSE work
- Designer frames or expensive options — no, only required to pay for basic appliances
If an employee already wears glasses for general use, the employer is NOT required to pay for new glasses unless the test shows special corrective appliances are needed specifically for DSE work at the distance used.
Practical approach:
Most employers provide:
- A voucher or direct payment for eye test (typically £20-40)
- A contribution toward glasses if needed (£50-100 is common)
Some employers use occupational health providers or corporate schemes with opticians to simplify the process.
DSE and working from home
DSE regulations apply equally to home workers. If someone is a DSE user and works from home (even part-time), you must assess their home workstation.
Challenges with home working:
- Can't physically inspect every home setup
- Variety of home environments
- Shared spaces, kitchen tables, temporary setups
- Employee reluctance to allow home inspections
Practical solutions:
1. Self-assessment tools Provide home workers with DSE self-assessment checklists and guidance. Ask them to complete and return the assessment.
2. Photographic assessment Ask home workers to send photos of their workstation from different angles. Review and provide feedback.
3. Virtual assessments Conduct video calls where the employee shows their setup. Provide advice on adjustments.
4. Provide equipment Supply adjustable chairs, external monitors, keyboards, and mice for home use. Often cheaper than trying to fix unsuitable home setups.
5. Clear policies Set expectations:
- Where to work from (not the sofa or bed for prolonged periods)
- Minimum equipment standards
- How to request equipment or raise concerns
Employers have the same DSE duties for home workers as office workers. "I couldn't visit their home" isn't a defence if an employee develops an injury due to poor home workstation setup.
Hot-desking and hybrid working — if employees use different workstations, each should be DSE-compliant. Provide guidance on how to adjust each workstation to suit them.
Breaks and rest periods
There's no specific legal requirement like "10 minutes every hour." Instead, the regulations require that DSE work is planned to include periodic breaks or changes of activity.
HSE guidance suggests:
- Short, frequent breaks are more effective than occasional longer breaks
- Breaks should involve moving away from the screen and changing posture
- Ideally, a 5-10 minute break or change of activity every 50-60 minutes of intensive DSE work
What counts as a break?
A break from DSE work can include:
- Making phone calls (away from screen)
- Filing or moving around the office
- Meetings or face-to-face discussions
- Other non-screen tasks
It doesn't need to be rest time — just a change from intensive screen use.
Encourage employees to take micro-breaks too: look away from the screen regularly (every 10-20 minutes), change sitting position, and stretch. These aren't required by law but help reduce strain.
Common questions
Yes. If you employ anyone who is a DSE user (regardless of business size), the regulations apply. The requirements are the same whether you have 1 employee or 1,000. The main exemption for small employers is that you don't have to record assessment findings in writing if you have fewer than 5 employees — but you still have to do the assessments and take action.
No. You must pay for an eye test and for 'basic corrective appliances' if the test shows glasses are needed specifically for DSE work. This means a basic frame and lenses suitable for the viewing distance used for DSE work. You don't have to pay for designer frames, varifocals (unless specifically needed for DSE), tints, or expensive options. Many employers contribute £50-100 toward glasses.
Explain why it's important — for their health and your legal compliance. Make it easy by providing a simple checklist and time to complete it. If they still refuse, document that you've tried. You've fulfilled your duty by offering the assessment; employees can't force you to breach regulations by refusing to participate, but you should make reasonable efforts to encourage compliance.
Not if they're DSE users. Laptops don't meet DSE requirements for prolonged use because the screen and keyboard are fixed together, making it impossible to have both in a good position. For occasional use it's fine, but DSE users working on laptops for significant periods must be provided with a separate keyboard and mouse, and ideally a laptop stand or external monitor.
Yes. Each workstation used by DSE users should be DSE-compliant. In practice, this means ensuring all hot-desking workstations are set up to meet DSE standards (adjustable chair, adequate desk space, proper lighting, etc.). Provide guidance to hot-deskers on how to adjust each workstation to suit them when they sit down.
There's no fixed legal interval, but good practice is: when a user reports discomfort or symptoms; when significant changes are made to workstation, equipment, software, or job role; when an employee returns after long-term absence; and at least every 2-3 years as a routine review even if nothing has changed.
A break is a change of activity that reduces DSE-related strain. It can be making phone calls away from the screen, meetings, filing, moving around the office, or any other task that doesn't involve intensive screen use. It doesn't have to be rest time. Short, frequent breaks (5-10 minutes every hour or so) are more effective than occasional long breaks.
Yes, HSE can and does enforce DSE regulations. For serious failings, HSE can issue improvement notices requiring specific actions by a deadline, or prosecute. Fines are unlimited in serious cases. More commonly, claims come from employees who develop MSDs due to poor workstation setup. Compensation for work-related upper limb disorders typically ranges from £10,000 to £30,000+, and can be much higher for severe cases.
Related sectors and content
DSE requirements apply across many sectors, but are particularly relevant in:
DSE considerations by sector
| Sector | Key DSE Considerations |
|---|---|
| Offices | Standard DSE compliance, hot-desking setup, hybrid working policies |
| Retail (offices) | Back-office staff, managers, customer service using screens |
| Call centres | Intensive screen use, specialist equipment, break planning |
| Creative industries | Large/multiple screens, specialist input devices, intensive use |
| Home-based businesses | Self-employed have duties to themselves, assess home workstations |
| Care sector (admin) | Mixed duties, ensuring breaks between screen and care work |
Read more: Office workplace safety →
Read more: Retail workplace safety →
Real enforcement and claims examples
Employer ordered to pay £22,000 for DSE-related injury
An employee working in data entry developed severe repetitive strain injury (RSI) affecting both hands and wrists after two years in the role. The employer had never conducted a DSE assessment.
- ✗No DSE assessment conducted despite intensive screen use
- ✗Unsuitable desk and chair not adjusted to employee
- ✗No guidance provided on workstation setup or breaks
- ✗Employee worked long hours without breaks from intensive typing
- ✗Employer ignored early complaints of discomfort
The employee claimed compensation through the civil courts and was awarded £22,000 plus costs. The employee had to change careers due to ongoing pain.
DSE assessments aren't optional paperwork. When employees develop preventable injuries due to lack of assessment and action, compensation claims succeed. Early intervention when discomfort is reported is crucial.
Source: Based on employment tribunal and personal injury case records
Proactive DSE programme saves costs and improves productivity
A 50-person professional services firm noticed increasing reports of back pain and discomfort among staff. Rather than waiting for formal complaints, they implemented a comprehensive DSE programme.
Reports of discomfort dropped significantly within 6 months. Sick leave attributed to MSDs fell by 60%. Staff feedback on working conditions improved. Total investment: around £5,000 (£100 per person) — far less than the cost of even one injury claim or long-term absence.
Proactive DSE compliance isn't just about avoiding penalties — it improves employee wellbeing, reduces absence, and increases productivity. The investment in assessments and equipment is small compared to the costs of getting it wrong.
Get started with DSE compliance
Not sure where to start? Use these resources:
HSE: Working with DSE
Free official guidance including a basic assessment checklist you can use.
Responsibility Checker
Find out which health & safety responsibilities apply to your role and premises.
Need help setting up a DSE assessment programme or dealing with complex workstation issues? Occupational health professionals and ergonomics specialists can provide assessments, training, and tailored solutions.