Part of the SafeHands Employer’s Guide Series – Risk Assessments & Safety Statements
Running a small business comes with many responsibilities, and workplace health and safety is one of them.
A Safety Statement is a written document setting out how health and safety will be managed within a business. It should be based on an assessment of the actual hazards and risks present in the workplace – not simply downloaded as a generic document and filed away.
For small business owners, the process does not necessarily need to be complicated. But the Safety Statement does need to reflect the workplace, the work being carried out and the measures used to protect employees and others who may be affected.
This Employer’s Guide explains what small businesses in Ireland need to know about Safety Statements, risk assessments, workplace-specific documentation and keeping safety arrangements up to date.
For a broader introduction, read our Risk Assessments and Safety Statements in Ireland | Employer’s Guide.
Do Small Businesses Need a Safety Statement?
In general, yes. Under the Safety, Health and Welfare at Work Act 2005, employers are required to identify workplace hazards, assess the risks associated with them and prepare a written Safety Statement based on those assessments.
The requirement applies to small businesses as well as larger organisations.
The Safety Statement should explain how the employer intends to manage and protect the safety, health and welfare of employees at work.
Is There an Exception for Very Small Businesses?
There is a limited provision for some employers with three or fewer employees.
Where an employer has three or fewer employees and an approved Code of Practice exists for the particular sector or work activity, complying with that Code can fulfil the employer’s duty in relation to preparing a Safety Statement.
This does not remove the requirement to carry out workplace risk assessments.
For most small businesses, the straightforward starting point is therefore to establish what hazards exist, assess the risks and ensure appropriate safety arrangements are documented and implemented.
What Should a Small Business Safety Statement Include?
A Safety Statement should be appropriate to the particular business.
Depending on the workplace, it should cover areas such as:
- The employer’s health and safety policy
- Hazards identified in the workplace
- Risk assessments
- Measures introduced to control those risks
- Emergency procedures
- Responsibilities for workplace safety
- First aid and fire safety arrangements
- Relevant training and instruction
- Arrangements for reviewing workplace safety
The Safety Statement should explain how safety is actually managed, rather than simply containing general statements about the importance of health and safety.
Why Is the Risk Assessment So Important?
The Safety Statement should be built around the hazards and risks that exist in the individual workplace.
A risk assessment involves identifying what could cause harm, considering the risks involved and deciding what measures are needed to eliminate or reduce those risks.
For a small business, hazards could include:
- Slips, trips and falls
- Manual handling
- Workplace equipment
- Fire
- Hazardous substances
- Electrical hazards
- Vehicles
- Display screen equipment
- Lone working
- Work-related stress
The risks will differ considerably between businesses.
An office, restaurant, retail premises, warehouse and dental practice may all be small businesses, but their workplace hazards and required control measures can be very different.
Is a Generic Safety Statement Template Enough?
A template can provide a useful starting point, but the finished Safety Statement needs to reflect the actual workplace.
The Health and Safety Authority warns that inspectors encounter generic Safety Statements prepared without a proper understanding of the activities taking place in the business.
A Safety Statement should consider the hazards relevant to the individual workplace and the measures actually being used to control them.
Changing the business name on a generic document does not make it workplace-specific.
Where an employer does not have the necessary knowledge or expertise to prepare an appropriate Safety Statement and risk assessments, they can seek assistance from a competent health and safety professional.
Can Small Businesses Prepare Their Own Safety Statement?
Yes. Where an employer has the necessary knowledge and understanding of their workplace hazards, they may prepare their own Safety Statement. The HSA also provides its free BeSMART online tool to help businesses carry out risk assessments and prepare Safety Statements.
Employers may choose to seek assistance from a competent health and safety professional where they need additional expertise or support. Regardless of who helps prepare the document, responsibility for workplace safety remains with the employer.
Does a Safety Statement Need to Be Specific to the Workplace?
Yes. A useful Safety Statement should reflect factors such as:
- The premises
- Work activities
- Equipment being used
- Employee roles
- Workplace hazards
- Existing control measures
- Emergency arrangements
This is why a site-specific approach can be particularly valuable.
Walking through the workplace and considering how work is actually carried out can reveal issues that may never appear in a generic template.
Do Employees Need to See the Safety Statement?
Yes. The relevant contents of the Safety Statement must be brought to employees’ attention, and it should be accessible to them.
New employees should be made aware of it when they begin work, particularly the hazards, risks and safety measures relevant to their role.
The Safety Statement should also be brought to employees’ attention at least annually and when it is changed or updated.
Information should be provided in a form and language employees can understand.
How Often Should a Safety Statement Be Reviewed?
A Safety Statement should not be prepared once and forgotten.
The HSA recommends reviewing it at least annually, and a review may be required sooner where circumstances change or there is reason to believe the existing assessment is no longer adequate.
Examples might include:
- New equipment
- Changes to work practices
- Alterations to the premises
- New workplace hazards
- Changes to staffing or responsibilities
- An accident or near miss
- Changes to safety arrangements
The underlying risk assessments must also be reviewed where there has been a significant change or there is reason to believe they are no longer valid.
What Happens as a Small Business Grows?
Health and safety arrangements should grow with the business.
Taking on more employees, expanding premises, introducing new equipment or changing how work is organised can all introduce new hazards or alter existing risks.
A Safety Statement that was appropriate when a business first opened may therefore become outdated as the organisation develops.
Growth should be treated as an opportunity to review risk assessments, responsibilities, training and workplace safety arrangements.
Common Safety Statement Mistakes Small Businesses Should Avoid
Some common problems include:
- Using a generic document without adapting it to the workplace
- Failing to carry out proper risk assessments
- Identifying hazards without introducing appropriate controls
- Leaving outdated information in the document
- Failing to review it when the business changes
- Not making employees aware of relevant information
- Treating the Safety Statement as paperwork rather than a practical safety tool
The value of a Safety Statement comes from implementing what it contains.
What Could Happen if a Safety Statement Is Inadequate?
A Health and Safety Authority inspector may review a Safety Statement during a workplace inspection.
If an inspector considers it inadequate, the employer can be directed to revise it.
More importantly, an inadequate Safety Statement may indicate that hazards have not been properly assessed or that suitable control measures are not in place.
For small businesses, good safety management should therefore be viewed as part of everyday operations rather than simply a compliance exercise.
How SafeHands Can Help
SafeHands Health & Safety Solutions provides site-specific Safety Statements and workplace risk assessments for businesses and organisations across Ireland.
Our approach includes visiting the workplace to identify relevant hazards and assess the risks associated with the work being carried out.
This allows the resulting Safety Statement to reflect the actual premises, activities and working arrangements rather than relying on a generic template.
We can also provide practical recommendations to help employers manage identified risks and maintain safer workplaces. Contact our team today to discuss a site-specific Safety Statement for your small business.
Frequently Asked Questions
Does every small business in Ireland need a Safety Statement?
Employers are generally required to prepare a written Safety Statement based on their workplace risk assessments. A limited provision applies where an employer has three or fewer employees and an approved Code of Practice exists for the relevant sector or work activity.
Do small businesses still need risk assessments?
Yes. Employers are required to identify workplace hazards and carry out written risk assessments. The limited Code of Practice provision for certain very small businesses does not remove the requirement to assess workplace risks.
Can I download a Safety Statement template?
Templates can provide a starting point, but the Safety Statement needs to reflect the actual hazards, risks and control measures in your workplace. A generic document alone may not adequately do this.
Can I prepare my own Safety Statement?
Yes. Small business owners can prepare their own Safety Statement where they have the knowledge required to identify and assess workplace hazards. The HSA also provides the free BeSMART tool. Professional assistance can be sought where additional expertise is needed.
How often should a Safety Statement be reviewed?
The HSA recommends an annual review, with earlier review where circumstances change or there is reason to believe existing arrangements are no longer adequate.
Do employees need access to the Safety Statement?
Yes. The Safety Statement should be accessible to employees, and relevant information about workplace hazards, risks and preventive measures must be brought to their attention.
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