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What to Include in Your Health and Safety Policy Statement (Statement of Intent) – Part 1
Most business owners and HR professionals recognise the need for a health and safety policy, but few understand what it should contain. Questions like what do I include, how much detail is enough, and where do I start? are common, especially if you don’t have formal health and safety training.
That’s why I’ve created this three-part blog series, designed to walk you through the three essential components of a legally compliant UK health and safety policy, based on the Health and Safety at Work etc. Act 1974 and guidance from the Health and Safety Executive (HSE).
In Part 1, we’re starting with the Health and Safety Policy Statement — also known as the Statement of Intent. This section sets the foundation for everything else. It’s not just a formality; it’s your company’s formal commitment to protecting people and complying with the law.
📚 This article is Part 1 of a 3-part series on how to write a legally compliant health and safety policy for your workplace:
- ➡️ Part 1: Statement of Intent (you are here)
- ➡️ Part 2: Roles and Responsibilities (coming soon)
- ➡️ Part 3: Arrangements for Health and Safety (coming soon)
What Is the Health and Safety Policy Statement?
This is your organisation’s formal declaration that you take health, safety, and wellbeing seriously—and you are committed to acting on it. It’s issued and signed by the most senior person in the company (usually the Managing Director or CEO), and it confirms that health and safety are not merely a matter of checking boxes. They are a fundamental business priority.
The statement sets out your organisation’s overall aims regarding the prevention of harm at work. When implemented effectively, it demonstrates leadership, legal compliance, and a culture of accountability.
What Must a Health and Safety Policy Statement Include?
If your business employs five or more people, the law requires you to have a written health and safety policy, with the Statement of Intent serving as the initial part of that policy. The Health and Safety Executive (HSE) expects this statement to:
- Acknowledge your legal duties under the Health and Safety at Work etc. Act 1974.
- Commit to reducing injury, ill health, and unsafe behaviour in your workplace.
- Promise to allocate the appropriate time, funding, personnel, and expertise to support this.
It should also state that you will review the statement regularly, at least annually, and that it is signed and dated by your most senior leader.
How to Write a Clear Health and Safety Policy Statement
The statement should be brief, specific, and written in clear English. Ideally, it should not exceed one page, or a maximum of two pages. However, this does not mean you can copy and paste it from a template. An ideal statement shows:
- What your organisation does?
- Who is responsible for leading health and safety?
- What you will commit to, not just what sounds appealing?
You may mention goals like zero accidents, safe systems of work, or open reporting of near misses, but only if these are meaningful and supported by the relevant systems in place.
💡 Want a step-by-step guide to follow as you write your policy?
Download the Health & Safety Policy Blueprint — a free, practical guide created specifically for HR professionals and office managers in UK SMEs.
Common Health and Safety Policy Statement Mistakes to Avoid
Many businesses attempt to draft this section themselves and end up with a document that appears official but does not withstand scrutiny. Common pitfalls include:
- Vague commitments lacking clear accountability.
- Templates that do not reflect actual practice.
- Missing signatures, dates, or review details.
- Statements that sound convincing but do not accurately reflect actual situations.
Remember: If an accident or incident occurs, this is one of the first documents that investigators or enforcement officers are likely to review.
Why Your Statement of Intent Needs Regular Reviews?
A policy statement isn’t something you create once and then ignore. As your business grows, moves, hires new staff, or changes its operations, your health and safety priorities also change.
Reviewing the policy at least once a year helps ensure it stays relevant and complies with legal requirements.
Final Thoughts
The Health and Safety Policy Statement is where your organisation states its intention to protect people and comply with the law. It’s a serious commitment—visible, signed, reviewed, and supported by real action. In Part 2 of this series, we will examine the policy’s organisation section, defining who is responsible for what and how those responsibilities are communicated and managed.
Want the Complete Framework in One Place?
If you’re following this blog series, you’ll find the Health & Safety Policy Blueprint a valuable companion — it’s a free step-by-step guide designed for HR professionals and office managers in UK SMEs.
- ✅ A clear, practical breakdown of the 3 core policy sections
- ✅ UK-specific legal context explained in plain English
- ✅ Common mistakes to avoid when drafting your policy
- ✅ Actionable insights tailored to office-based environments
🎯 Perfect for busy HR professionals who want to write a compliant, fit-for-purpose policy without getting lost in jargon.
Frequently Asked Questions About the Health and Safety Policy Statement
Who should sign the Health and Safety Policy Statement?
The most senior person in the business—typically the Managing Director, CEO, or business owner should sign and date the statement. This demonstrates leadership commitment and meets the legal requirements under UK health and safety law.
What is a Health and Safety Policy Statement?
A Health and Safety Policy Statement (also called a Statement of Intent) is the opening section of a company’s health and safety policy. It outlines the employer’s overall commitment to managing health and safety and sets the tone for the responsibilities and arrangements that follow.
Do all businesses need a written Health and Safety Policy Statement?
No—only businesses with five or more employees are legally required to put their health and safety policy in writing. However, even smaller companies can benefit from clearly documenting their commitment.
Why do we need to review our Statement of Intent regularly?
Under UK health and safety law, you must review a policy statement at least annually, or sooner if your organisation changes, like adding new staff, locations, or work processes. Regular reviews show that your business remains compliant, adaptable, and proactive
Can smaller businesses benefit from a written policy even if it’s only required for 5+ employees?
Yes. While the law only requires businesses with five or more employees to have a written policy, even smaller companies can gain clarity and an improved safety culture by documenting their commitment. It also makes transitioning to larger teams smoother.
What should a good health and safety policy statement help my business achieve?
A well-written Statement of Intent helps you:
- Communicate your legal duties and safety priorities to staff.
- Demonstrate leadership commitment.
- Provide a foundation for assigning roles and creating practical arrangements.
- Offer an audit trail if regulators review your health and safety performance
Next Steps
Need help and assistance? Here’s what you can do.
✅ Get in touch to discuss any specific health and safety arrangements you may need to clarify. Email me at ray@howletthealthsafetyservices.co.uk
✅ Book a call: Ray’s Calendar
Ray Howlett
Health and Safety Consultant at Howlett Health & Safety Services, providing pragmatic, proportionate solutions to help UK businesses meet their legal health and safety duties.
