Health and safety has a reputation for being complicated and bureaucratic. In reality, for most micro businesses, the requirements are straightforward — but they do need to be done, and they do need to be documented.
As a sole trader or small employer, you have legal obligations under the Health and Safety at Work Act 1974 and associated regulations. The good news is that most of the gaps I see are fixable within a few hours once you know where to look.
Quick note on size: If you employ five or more people, you have additional obligations including a written health and safety policy. But even with fewer staff, the following applies to you.
No risk assessment — or one that was done once and never looked at again
The risk assessment is the foundation of health and safety compliance, and it's also the most commonly neglected document in small businesses. Many owners either don't have one at all, or completed one when they set up and haven't touched it since.
A risk assessment doesn't need to be lengthy or complex. For most small businesses, a straightforward document covering the main hazards in your workplace — slips and trips, manual handling, fire, electrical equipment, lone working where relevant — is perfectly sufficient.
Complete or update your risk assessment now. Walk through your workplace and list what could cause harm, who might be harmed, and what steps you're taking to control the risk. Review it whenever something significant changes — new equipment, a new premises, a new type of work — and at least annually.
No written health and safety policy (when one is required)
If you have five or more employees, you are legally required to have a written health and safety policy. This is a document that sets out your commitment to managing health and safety, who is responsible for what, and the arrangements you have in place.
Employers under the five-person threshold aren't legally required to have one in writing, but it's good practice and some clients or contracts may require it.
If you have five or more employees and no written policy, this needs to be addressed immediately. A clear one-page policy signed by you as the employer covers the basics. It should be shared with all staff and revisited annually.
Failing to keep accident records
The RIDDOR regulations (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) require certain types of workplace accidents and incidents to be reported to the Health and Safety Executive (HSE). But even incidents that don't meet the RIDDOR threshold should be recorded in an accident book.
Many small employers don't maintain any accident records. This creates two problems: firstly, you have no evidence of your safety record if something is ever challenged; secondly, you may miss patterns that signal a genuine risk in your workplace.
Keep a simple accident book — this can be a paper book (available from most office suppliers) or a digital equivalent. Record the date, what happened, who was involved, and any treatment given. Report any RIDDOR-qualifying incidents to the HSE online within the required timeframe (seven days for most incidents, immediately for fatalities or specified injuries).
Not displaying the required H&S law poster
Every employer must either display the approved "Health and Safety Law: What You Need to Know" poster in a prominent location, or provide each employee with an equivalent leaflet. This is a legal requirement under the Health and Safety Information for Employees Regulations 1989.
It's a small thing, but it's often missed — and it's one of the first things an HSE inspector will look for.
Order the official poster from the HSE website (it costs just a few pounds) and display it somewhere all employees will see it — a staff kitchen, hallway, or notice board is ideal. If your team works remotely, provide the electronic leaflet equivalent.
No fire safety documentation
Under the Regulatory Reform (Fire Safety) Order 2005, as the employer and/or person responsible for the premises, you must conduct a fire risk assessment and implement appropriate fire safety measures. Yet fire safety records are frequently absent from small businesses, even when other safety documents are in order.
This covers fire detection and warning systems, fire-fighting equipment (extinguishers), escape routes, and staff training on what to do in an emergency.
Complete a fire risk assessment for your premises. Ensure fire exits are clearly marked and unobstructed, extinguishers are serviced annually, and all staff know the fire evacuation procedure. Record all of this in writing. If you're in a shared building, check what the landlord is responsible for versus what falls on you as the occupier.
How long does this actually take?
For most micro businesses operating from a single, straightforward premises, getting the core HASAW documentation in order takes a few hours of focused effort. The risk assessment, health and safety policy (if required), and fire risk assessment are the three documents to prioritise.
Once they're in place, the ongoing time commitment is minimal — an annual review and updates when something changes.
Need help getting your HASAW documentation sorted?
FlexConnect can prepare your risk assessment, H&S policy, and fire risk assessment, tailored to your specific workplace. Book a free call to get started.
Book a free consultationThis article provides general information only. For complex or high-risk workplaces, please consult a qualified health and safety professional.