Keep a Written Safety Policy and Review It Annually

Workplace safety isn’t just a legal obligation — it’s a critical part of running a professional and responsible business. One of the most effective ways to protect your team, clients, and business is by maintaining a written safety policy and reviewing it at least once a year.

What Is a Written Safety Policy?

A written safety policy is a formal document outlining your company’s commitment to safety and the procedures employees must follow to prevent accidents, injuries, or health risks. It covers everything from emergency protocols and equipment usage to employee responsibilities and reporting procedures.

Having it in writing ensures clarity, consistency, and legal compliance. It also communicates to your employees that safety is a top priority.

Why You Should Review Your Safety Policy Annually

Safety standards, laws, and workplace conditions change. Reviewing your policy annually ensures that it remains up-to-date, effective, and relevant. Here’s why it matters:

1. Stay Compliant With Regulations

Safety legislation can change. Annual reviews help ensure your policy meets current legal requirements, reducing risk of fines or liability.

2. Adapt to Workplace Changes

New equipment, processes, or team structures may introduce risks. Regular updates ensure your safety measures match current operations.

3. Reinforce a Safety Culture

Reviewing and communicating updates reinforces your commitment to safety. Employees are reminded that safety isn’t optional — it’s embedded in company culture.

4. Prevent Accidents Before They Happen

An outdated policy may overlook emerging hazards. Annual review helps identify risks early and implement preventative measures.

What to Include in Your Safety Policy

A comprehensive written safety policy should cover:

• Roles and responsibilities for management and employees

• Reporting procedures for incidents, injuries, or hazards

• Emergency response protocols (fire, medical, evacuation)

• Safe use of equipment and personal protective equipment (PPE)

• Training requirements and record-keeping

How to Conduct Your Annual Review

1. Evaluate past incidents: Look at accident reports, near-misses, and feedback from staff.

2. Check regulatory updates: Ensure your policy aligns with current safety legislation.

3. Update procedures: Adjust for new equipment, processes, or identified risks.

4. Communicate changes: Share updates with your team and provide refresher training if necessary.

5. Document the review: Keep a record of the review and updates for legal and compliance purposes.

Frequently Asked Questions (FAQ)

Q: Is a written safety policy required by law? A: Requirements vary by jurisdiction, but having a documented policy is widely recognized as best practice and is often legally recommended.

Q: How often should I review my safety policy? A: At least once a year — or sooner if there are significant changes in your workplace or safety regulations.

Q: Who should be involved in the review? A: Management, HR, safety officers, and sometimes employee representatives to ensure policies are practical and effective.

A written safety policy is more than a document — it’s a foundation for a safe, compliant, and productive workplace. Reviewing it annually keeps your team protected, your business legally sound, and your culture focused on safety.

If you need help creating or updating a safety policy, Railton & Co. can provide templates, guidance, and HR support to make the process simple and effective.