Health and Safety for Small Businesses: The Plain English Guide

The legal framework

Health and safety law is primarily governed by:

• Health and Safety at Work etc. Act 1974 (HASAWA) — employers must ensure, so far as reasonably practicable, the health, safety and welfare of employees and others affected by their work
• Management of Health and Safety at Work Regulations 1999 — requires employers to assess risks and implement controls

The HSE is the main regulator. Local authorities enforce H&S in shops, offices, and restaurants.

The "reasonably practicable" standard

You must take precautions proportionate to the risk. You don't need to eliminate every conceivable risk — you need to identify significant risks and take sensible steps to control them.

Do you need a risk assessment?

Yes. If you employ anyone, you are legally required to conduct a risk assessment. With five or more employees, it must be recorded in writing. Even with fewer, a written assessment is strongly recommended.

A risk assessment involves:

1. Identifying hazards
2. Deciding who might be harmed and how
3. Evaluating the risks
4. Recording findings and controls
5. Reviewing regularly

Free templates at hse.gov.uk/simple-health-safety/risk.

RIDDOR — reporting accidents

You must report to the HSE:

• Deaths
• Specified injuries (fractures, amputations, serious burns, loss of consciousness)
• Over-7-day incapacitation (worker unable to work for more than 7 consecutive days)
• Injuries to members of the public taken to hospital
• Occupational diseases
• Dangerous occurrences (near-misses of specific types)

Report at riddor.hse.gov.uk. Specified injuries must be reported within 10 days. Deaths and dangerous occurrences: immediately.

Keep an accident book for all accidents, even those not requiring RIDDOR reporting.

Fire safety

Under the Regulatory Reform (Fire Safety) Order 2005, if you have employees or your premises are open to the public, you must:

1. Carry out a fire risk assessment and keep it current
2. Implement appropriate measures (exits, doors, extinguishers, alarms)
3. Maintain fire safety equipment
4. Train staff on evacuation procedures
5. Keep records

The local fire service enforces this. Serious breaches can result in prohibition notices.

Food hygiene (if you serve or sell food)

Under the Food Safety Act 1990 and Food Hygiene Regulations 2006:

1. Register your food business with your local council at least 28 days before opening — free
2. Implement food safety management procedures based on HACCP principles (use Safer Food, Better Business packs from the Food Standards Agency)
3. Train food handlers in food hygiene
4. Maintain records

Your premises will be inspected and given a food hygiene rating from 0 to 5. A rating of 0–2 is a serious matter.

Display screen equipment

If employees use computers significantly during the day:

• Carry out a DSE risk assessment for each user
• Ensure workstations are properly set up
• Provide eye tests if requested

Manual handling

If employees lift, carry, push, or pull loads, assess the risks and take steps to avoid or reduce them. Musculoskeletal injuries are among the most common workplace injuries.

What to do next

1. Complete a written risk assessment for your premises
2. Complete a fire risk assessment
3. Register your food business with the council if applicable
4. Set up an accident book
5. Ensure you know when and how to report RIDDOR incidents

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The HSE's website (hse.gov.uk) has free guidance and templates for almost every type of small business. ClearPath can answer specific questions about your situation.