Workplace Health and Safety Policy Template

Creating a safe and healthy workplace is a foundational responsibility of every employer — and a critical factor in fostering employee wellbeing, productivity, and trust. An occupational health and safety (OHS) policy outlines your company’s commitment to preventing workplace injuries, illnesses, and hazards, and sets clear expectations for employees and managers to uphold safe practices.

Whether your team works in an office, remotely, or in a physical or high-risk environment (like construction, manufacturing, or labs), having a written health and safety policy helps ensure compliance with legal regulations, supports proactive risk management, and reinforces a safety-first culture.

What an Occupational Health and Safety Policy Should Include

A comprehensive OHS policy should include:

• Policy statement and purpose: Describe the company’s commitment to safety and why the policy exists
• Scope and applicability: Define which employees, contractors, and locations the policy applies to
• Roles and responsibilities: Outline the duties of managers, employees, and safety officers
• Hazard identification and risk management: Explain how risks are identified, assessed, and addressed
• Incident reporting procedures: Detail how employees should report injuries, illnesses, or near misses
• Emergency procedures: Describe what to do in case of fire, medical emergency, natural disaster, etc.
• Training and education: Include requirements for safety orientation and ongoing training
• Workplace inspections and audits: Outline how and when the work environment will be monitored
• Return-to-work support: Address how the company supports employees returning from injury or illness
• Legal compliance: Reference relevant laws or regulations the policy supports (e.g., OSHA)
• Policy enforcement and updates: Clarify disciplinary action for noncompliance and how the policy is reviewed and updated

Purpose of the Policy

The purpose of the occupational health and safety policy is to:

• Establish a safe and healthy working environment for all employees, contractors, and visitors
• Prevent work-related injuries, illnesses, and accidents
• Promote a proactive approach to risk identification and mitigation
• Comply with occupational health and safety regulations and standards
• Create a shared responsibility for safety across all levels of the organization

Occupational / Workplace Health and Safety Policy Template

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1. Policy Statement

We are committed to maintaining a safe, healthy, and compliant workplace for all employees, contractors, and visitors. Our goal is to prevent occupational injuries and illnesses by fostering a culture of safety, continuous improvement, and shared responsibility. We will actively identify and mitigate workplace hazards, comply with all relevant health and safety regulations, and provide training and resources to support employee wellbeing.

2. Scope

This policy applies to:

• All full-time and part-time employees
• Contractors, vendors, interns, and temporary workers
• All company-owned or leased facilities, remote workspaces, and offsite locations where work is performed

This policy also extends to anyone acting on behalf of the company, including during work-related travel or events.

3. Roles and Responsibilities

Leadership and Managers are responsible for:

• Leading by example and promoting a safety-first culture
• Ensuring that safe work procedures are implemented and followed
• Providing employees with proper training, resources, and equipment
• Investigating accidents and taking corrective action

Employees are responsible for:

• Following all safety procedures and using equipment properly
• Reporting hazards, incidents, or unsafe conditions immediately
• Participating in safety training and refresher sessions
• Taking reasonable care of their own health and that of coworkers

HR and Safety Officers are responsible for:

• Ensuring legal compliance and coordinating workplace safety programs
• Conducting audits, inspections, and risk assessments
• Managing training records and incident reports
• Supporting return-to-work plans for injured employees

4. Hazard Identification and Risk Management

We proactively identify and assess workplace hazards through:

• Regular site inspections and walkthroughs
• Employee feedback and hazard reports
• Incident trend analysis and risk assessments

When hazards are identified, we will:

• Eliminate the hazard where possible
• Substitute dangerous processes with safer alternatives
• Implement engineering or administrative controls
• Provide personal protective equipment (PPE) as needed

Remote and hybrid workers are encouraged to report ergonomic issues, unsafe working conditions, or technology concerns that could impact health and safety.

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5. Incident and Injury Reporting

All work-related injuries, illnesses, accidents, or near misses must be reported to HR or the designated safety officer immediately, no matter how minor.

Employees must complete an incident report form within [24 hours], which will be reviewed and investigated. Reports can be submitted anonymously if desired.

Incident data is used to improve safety procedures and prevent future harm.

6. Emergency Procedures

Employees will receive training on emergency response plans, including:

• Fire evacuation routes and meeting points
• Emergency contacts and procedures for medical emergencies
• Earthquake, severe weather, or natural disaster response
• Location of first aid kits, fire extinguishers, and defibrillators

Each location has an emergency response coordinator, and drills will be conducted [biannually/quarterly] to ensure preparedness.

7. Safety Training and Education

All new hires must complete health and safety orientation as part of onboarding. Training will include:

• Company safety policies and procedures
• Proper equipment use and PPE guidelines
• Emergency preparedness
• Ergonomic best practices (including for remote workers)

Ongoing training will be provided at least annually or when job responsibilities change.

Specialized safety training may be required for roles involving physical labor, machinery, chemicals, or other high-risk tasks.

8. Workplace Inspections and Audits

We conduct regular inspections to ensure ongoing compliance with safety standards. This includes:

• Monthly visual inspections of work areas and equipment
• Annual safety audits by HR or third-party consultants
• Corrective actions taken within a defined timeframe

Inspection records are documented and shared with leadership and safety committees.

9. Return-to-Work Support

If an employee is injured or becomes ill, we will provide support through:

• Modified work assignments when appropriate
• Flexible scheduling or hybrid arrangements
• Collaboration with healthcare providers and disability insurers
• Compliance with applicable laws such as the Americans with Disabilities Act (ADA)

The goal is to support a safe and sustainable return to work.

10. Legal Compliance

This policy is guided by federal, state, and local occupational safety laws, including:

• U.S. Occupational Safety and Health Administration (OSHA) standards
• State-specific worker safety regulations
• Workers’ compensation and injury reporting laws

We will review and update this policy as needed to maintain full compliance.

11. Policy Enforcement

Violations of this policy — including failure to report incidents, misuse of equipment, or disregard for safety procedures — may result in disciplinary action up to and including termination of employment.

Safety is a shared responsibility. Employees are encouraged to report violations or concerns to:

[Insert HR or Safety contact name]
[Insert email address]
[Insert phone number]

All reports will be handled with confidentiality and without retaliation.

Frequently Asked Questions

1. Who is responsible for workplace safety?
Everyone. Managers ensure procedures are followed, HR ensures compliance and training, and employees must take personal responsibility for following safety guidelines.

2. What should I do if I see something unsafe?
Report it immediately to your manager, HR, or the safety officer. You can also submit a safety concern anonymously.

3. What if I get injured but it seems minor?
You still need to report it. Minor injuries can become more serious over time, and documenting incidents helps us prevent future ones.

4. Do remote employees need to follow safety policies?
Yes. Remote workers are expected to maintain a safe and ergonomic home workspace and report any health or equipment issues to their manager.

5. Is there a dress code for safety?
Some roles may require protective clothing or PPE. Your manager will inform you if this applies to your position.

6. Will I be penalized for reporting a hazard or injury?
Absolutely not. We prohibit any form of retaliation for reporting safety concerns or incidents.

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