Part of the SafeHands Employer's Guide Series – Risk Assessments & Safety Statements
Every employer has a legal responsibility to provide a safe and healthy workplace. One of the most effective ways to achieve this is by carrying out suitable workplace risk assessments and preparing a Safety Statement that reflects the real risks within the business.
Unfortunately, many employers only think about these documents when starting a new business or after an accident has occurred. In reality, they should be living documents that help businesses identify hazards, reduce risks and protect employees every day.
Whether you run an office, retail premises, warehouse, manufacturing facility, restaurant, healthcare practice, childcare setting or community organisation, understanding your responsibilities is an essential part of good workplace safety management.
This Employer's Guide explains what risk assessments and Safety Statements are, why they matter and how they work together to help employers meet their legal obligations. The Safety, Health and Welfare at Work Act 2005 requires employers to identify workplace hazards, carry out risk assessments and prepare a written Safety Statement based on those assessments.
What Is a Risk Assessment?
A risk assessment is a systematic examination of your workplace to identify anything that could cause harm and to determine what measures are needed to eliminate or reduce those risks.
Hazards vary depending on the workplace, but may include:
- Slips, trips and falls
- Manual handling activities
- Fire risks
- Workplace equipment
- Hazardous substances
- Poor housekeeping
- Display screen equipment
- Work-related stress
- Lone working
The aim is not simply to identify hazards, but to put practical control measures in place that reduce the likelihood of injury or illness.
What Is a Safety Statement?
A Safety Statement is a written document that explains how your organisation manages workplace health and safety.
It should be based on the findings of your workplace risk assessments and outline:
- The hazards identified
- The risks assessed
- The control measures implemented
- Employee responsibilities
- Emergency procedures
- How workplace safety will be monitored and reviewed
Rather than being a document that sits on a shelf, a Safety Statement should reflect how safety is managed on a day-to-day basis.
Do All Employers Need a Safety Statement?
Under Irish health and safety legislation, employers are generally required to identify workplace hazards, carry out risk assessments and prepare a written Safety Statement appropriate to their business. Some very small businesses may be able to comply by following a recognised Health and Safety Authority Code of Practice instead of preparing a full Safety Statement, provided they meet the qualifying criteria.
Regardless of the size of your organisation, understanding workplace risks is an essential part of protecting employees and visitors.
How Do Risk Assessments and Safety Statements Work Together?
A risk assessment identifies workplace hazards and evaluates the level of risk.
The Safety Statement then records how those risks will be managed.
In simple terms:
Risk Assessment → Identifies the risks
Safety Statement → Explains how those risks will be controlled
One cannot be effective without the other.
What Should a Good Safety Statement Include?
A well-prepared Safety Statement should include:
- A workplace health and safety policy
- Workplace-specific risk assessments
- Control measures for identified hazards
- Emergency arrangements
- Employee responsibilities
- Details of those responsible for health and safety
- Arrangements for reviewing and updating the document
Most importantly, it should accurately reflect the workplace it has been prepared for.
Why Generic Safety Statements Can Be a Problem
Every workplace is different.
A generic document downloaded from the internet or copied from another business may fail to identify the hazards that actually exist in your workplace.
A site-specific Safety Statement is based on a proper workplace assessment and reflects:
- The work activities carried out
- The layout of the premises
- Equipment used
- Workplace hazards
- Employee roles
- Existing control measures
This helps ensure the document is practical, relevant and easier for staff to understand. The HSA notes that a generic Safety Statement on its own does not satisfy the legal requirement for a workplace-specific assessment.
When Should Risk Assessments Be Reviewed?
Risk assessments and Safety Statements should be reviewed whenever there is a significant change that could affect workplace safety.
Examples include:
- New equipment
- Changes to work practices
- Workplace alterations
- New hazards
- Following an accident or near miss
- Changes in legislation
Regular reviews help ensure documents remain accurate and effective.
Common Mistakes Employers Make
Some of the most common issues include:
- Using generic templates without adapting them
- Failing to review documents after workplace changes
- Missing significant hazards
- Not consulting employees
- Implementing no practical control measures
- Preparing documents but failing to use them
A good Safety Statement should guide workplace safety – not simply satisfy a paperwork requirement.
Why Risk Assessments Benefit Your Business
Good risk assessments don't just help employers comply with the law.
They can also:
- Reduce workplace accidents
- Improve employee safety
- Reduce downtime
- Support better safety awareness
- Help identify opportunities for safer working practices
Taking a proactive approach to workplace safety benefits everyone.
How SafeHands Can Help
SafeHands Health & Safety Solutions prepares site-specific Safety Statements supported by comprehensive workplace risk assessments for organisations across Ireland.
Rather than relying on generic templates, we visit your workplace to identify hazards, assess risks and develop practical Safety Statements that reflect how your business actually operates.
Our tailored approach helps employers understand their responsibilities while providing clear, practical recommendations to support safer workplaces and ongoing compliance. Contact us today to discuss your situation.
Frequently Asked Questions
What is the difference between a risk assessment and a Safety Statement?
A risk assessment identifies workplace hazards and evaluates the risks they present. A Safety Statement records how those risks will be managed and controlled.
Can I use a generic Safety Statement?
A Safety Statement should be specific to your workplace and based on your own risk assessments. A generic document alone is unlikely to reflect the actual hazards and control measures within your business.
How often should a Safety Statement be reviewed?
It should be reviewed whenever significant workplace changes occur or when there is reason to believe it is no longer suitable, such as after an accident, introducing new equipment or changing work practices.
Who should read the Safety Statement?
Employees should be made aware of the contents of the Safety Statement, particularly the hazards relevant to their work and the control measures in place.
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