This policy procedure sets out the office safety actions the company takes and what employees must do, and points to the checklists and forms used for office inspections.

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This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested policy templates. No junk, jargon or unnecessary content. Simple and usable policy templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on office safety:

• Managing Office Premises
• Display Screen Equipment and Workplace Ergonomics
• Premises Inspection
• Managing Equipment and Premises knowledge base

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Office Safety Policy Procedure Template

The Office Safety Policy Procedure is a Word template that sets out how a business keeps its office environment safe. It covers keeping flooring, furniture, equipment, lighting and ventilation in good repair, the actions the company takes on cabling, walkways, exits, display screen assessment and appliance testing, the inspection checklists used and what employees working in the office must do.

Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields and an Amendment Record support document control. The footer carries a Business Use information classification, and only the person named in Controlled By may amend the document.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of the policy, its scope across all company activities and locations, who it applies to and how guidance sections are marked
• Overview of office hazards - why offices still need flooring, furniture, equipment, space, lighting and ventilation kept in good repair, even though hazards are usually lower
• Company obligations - removing equipment with damaged cabling, clear walkways and exits, display screen assessment and training, maintenance records, lighting and portable appliance testing
• Inspections and checklists - ongoing checks and formal inspections, with a monthly walk round, an annual risk assessment, safety inspections as required and posted emergency details
• Employee obligations - clear desk rules, tidy work areas, following instructions and safe systems of work, knowing the first aid arrangements and completing the display screen assessment

Built for Safe Offices

• Equipment with damaged cabling removed from use or quarantined
• Display screen assessment and training for all staff, with assessments completed at least annually
• Walkways kept free of bags, coats and storage boxes, and exits kept clear at all times
• Every employee expected to know who is responsible for first aid and where the accident book is kept
• Any clear desk policy followed for data security as well as health and safety

Who Needs an Office Safety Policy Procedure?

Any business where people work in an office environment. It is written for whoever looks after the office and its inspections, and for the employees who work in it.

How the Policy Fits Together

Monthly walk round inspections are recorded on the F-Q26 Premises Monthly Checklist, other safety inspections on the F-HS8 Site Safety Inspection as required, and emergency details are posted on the notice board using the F-HS11 Site Safety Emergency Details Form. The procedure also names an annual general and fire risk assessment.

Using the Policy

Edit the company actions to match your office, such as how often display screen assessments are reviewed and when portable appliance testing is scheduled, and remove any checks that do not apply. Name the person in the Controlled By field, give it top level approval and brief office staff on their obligations.

Related Documents

The GG-7-08 Office Safety Guidance and TT-7-08 Office Safety Training Talk can be used to brief staff on working safely in the office.