A safety statement is a written document that explains how an organisation manages health and safety in the workplace. It records the main hazards and risks associated with the work, the measures used to control them and the people responsible for ensuring those measures are followed.
For employers in Ireland, this document is an important part of workplace safety management. Section 20 of the Safety, Health and Welfare at Work Act 2005 requires employers to have a written statement based on the hazard identification and risk assessment carried out for their workplace.
Why Do Businesses Need a Safety Statement?
The purpose of the document is to provide a clear system for managing safety, health and welfare at work.
It explains the risks present in the workplace, the controls used to reduce those risks and the responsibilities of the people involved. It should also help employees understand the procedures they are expected to follow.
According to the Health and Safety Authority, the written programme should safeguard employees while they work as well as other people who may be present, including customers, visitors and members of the public.
For a business, this means health and safety responsibilities are documented rather than relying on informal procedures or assumptions.
What Should a Safety Statement Include?
The contents should reflect the workplace and the activities carried out there.
A properly prepared document should include:
The organisation’s health and safety policy.
The hazards identified in the workplace.
The findings of relevant risk assessments.
The measures used to eliminate or control risks.
The names, roles or job titles of people with health and safety responsibilities.
Emergency plans and procedures.
Employee duties and responsibilities.
The resources available to manage health and safety.
These requirements are closely connected to Sections 19 and 20 of the Safety, Health and Welfare at Work Act 2005. The HSA states that the document should be based on the hazards identified and risks assessed in the workplace.
Safety Statement & Risk Assessment: What Is the Difference?
A risk assessment identifies hazards and assesses the level of risk associated with them.
For example, a workplace may have risks relating to machinery, manual handling, chemicals, vehicles, working at height, or slips and trips. The assessment considers what could cause harm and determines what measures are required to reduce the risk.
The written safety course then explains how those risks are managed within the larger organization. The two therefore work together. Risk assessment identifies and evaluates workplace risks, while the statement records the arrangements, responsibilities and controls used to manage them.
Does Every Business Need One?
The HSA states that employers, including self-employed people, must have a statement relating to their workplace and work activities. There is a limited provision for employers with three or fewer employees where an approved Code of Practice applies to the relevant sector or work activity. Risk assessment requirements still apply.
Because the requirements depend on the workplace and the work being carried out, businesses should ensure their documentation reflects their own circumstances.
Can You Use a Generic Template?
A template can provide a useful starting structure, but the finished document must relate to the actual workplace.
The HSA specifically states that using a generic statement would not meet Sections 19 and 20 where it is not based on the hazards and risk assessment for the employer’s own workplace.
This is particularly important in cases where a business involves specific machinery, work processes, chemicals, vehicles, or other risks that are not covered by a standard template.
When Should It Be Reviewed?
The document should remain relevant as a business changes.
The HSA states that a review is required where there has been a significant change, where there is reason to believe the existing document is no longer valid, or where an inspector directs that it should be amended.
A review may therefore be required following changes such as new machinery, different work processes, new workplace hazards or changes to existing safety arrangements.
Employees should also be made aware of relevant information. The HSA states that the document should be brought to employees’ attention at least annually, following changes, and when newly recruited employees begin work.
Need Help Preparing Your Safety Documentation?
A well-prepared document should contain a practical framework for health and safety management in the workplace. It should reflect the risks, responsibilities and working arrangements within the individual business rather than functioning as a generic compliance document. Cork Safety Services can assist businesses with safety statements, workplace risk assessments and other health and safety documentation tailored to their operations. If your existing documentation is out of date, too general or no longer reflects how your business operates, contact Cork Safety Services to discuss your requirements.
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