How to create a Health and Safety Policy for the workplace in South Africa

Every successful business relies on more than just profits and performance – it thrives on people. A safe, healthy, and compliant working environment protects not only your employees but also your organisation’s reputation and long-term sustainability.

Under the Section 7 of the Occupational Health and Safety (OHS) Act 85 of 1993, every South African employer is legally required to create and implement a written Health and Safety Policy that explains how workplace risks are managed and how the company ensures employee health, safety, and wellbeing.

A well-written Health and Safety Policy is more than a compliance document – it’s a blueprint for continuous improvement, shared accountability, and safe working practices.

What is a Health and Safety Policy?

A Health and Safety Policy is a formal statement that outlines your organisation’s commitment to maintaining a safe and healthy workplace. It serves as a management guide that defines responsibilities, sets objectives, and details the procedures for preventing hazards and controlling risks.

In South Africa, this written policy must be signed by the CEO/MD and displayed prominently where employees report for duty. The OHS Act makes this mandatory for all businesses, regardless of their size or industry.

At its core, the policy statement demonstrates your company’s promise to:

• Identify and assess workplace hazards through risk assessments.
• Implement measures that reduce or eliminate those risks.
• Provide health and safety training, information, and supervision to all employees.
• Maintain safe equipment and facilities.
• Promote cooperation between management and workers through a Health and Safety Committee.

Why a Health and Safety Policy matters

A clear, practical occupational Health and Safety Policy helps companies:

• Prevent accidents, injuries, and illnesses.
• Comply with legal and insurance requirements.
• Build a positive culture of trust and shared responsibility.
• Improve health and safety performance and operational efficiency.
• Reduce absenteeism and costly disruptions.

For HR professionals, a written and signed OHS policy also aids in accountability by defining roles, reporting structures, and the process for reviewing and improving workplace health and safety standards.

Key elements of a workplace Health and Safety Policy

A good workplace Health and Safety Policy is structured, easy to understand, and action oriented. It generally includes three main sections:

1. General policy statement

This outlines your organisation’s overall commitment to occupational health and safety. It should clearly state:

• The company’s belief that workplace incidents and injuries are preventable.
• A pledge to comply with all OHS Act regulations and codes of practice.
• The company’s aim to continually improve health and safety.

Example:

“Our organisation commits to providing and maintaining, as far as reasonably practicable, a working environment that is safe, without risks to health, and in full compliance with the Occupational Health and Safety Act 85 of 1993.”

2. Organisation of responsibilities

Define who is responsible for what. This includes:

• The employer’s duty to conduct risk assessments, provide training, and maintain equipment.
• The Health and Safety Representative’s duty to represent the health and safety interests of employees and to conduct monthly/quarterly health and safety inspections and report findings to the Health and Safety Committee.
• The employees’ duty to follow procedures, use equipment safely, and report hazards immediately.

Assign clear accountability at all levels – from directors to entry-level staff – to ensure the policy is effective in practice.

3. Arrangements for implementation

Detail how the policy objectives will be achieved. This includes processes for:

• Performing regular workplace inspections and risk assessments.
• Activating emergency response procedures in emergency situations (fire, medical, or environmental).
• Providing suitable personal protective equipment (PPE).
• Reporting and investigating incidents.
• Conducting ongoing health and safety training.
• Monitoring and continually improving OHS Act compliance.
• Regular meetings of the Health and Safety Committee.

Legal requirements for a Health and Safety Policy in South Africa

The OHS Act Section 7 stipulates that every employer must:

1. Prepare a written Health and Safety Policy outlining protection measures for employees.
2. Include guidelines for reviewing and revising the policy regularly.
3. Display the signed policy prominently where employees assemble.
4. Communicate it effectively to all staff through orientations, meetings, and training.

The Department of Employment and Labour may inspect workplaces at any time to verify compliance. Non-compliance could result in penalties, fines, or legal action.

How to develop an effective OHS Policy

Developing a strong safety policy doesn’t need to be complicated. Here’s a step-by-step approach:

1. Assess your workplace hazards
   Begin with a detailed risk assessment of your operations to identify all workplace hazards.
   
2. Consult with employees and Health and Safety Representatives
   Encourage input from your staff and Health and Safety Committee. Worker participation promotes ownership and ensures policies reflect real workplace conditions and needs.
   
3. Write a clear policy statement
   Draft a concise policy that defines your organisation’s commitment, roles, and expectations. Avoid jargon, use plain, understandable language.
   
4. Implement controls and procedures
   Define control measures, emergency response procedures, and reporting procedures. Integrate them into your health and safety programme and work procedures.
   
5. Provide training and communication
   Employees must understand their responsibilities. Incorporate regular health and safety training sessions to reinforce essential knowledge.
   
6. Monitor and review
   Schedule periodic health and safety inspections and measure progress against set objectives. Update the policy as operations or legislation change.

Shared responsibility: The foundation of a safe workplace

A health and safety policy South African approach is built on shared responsibility. According to the OHS Act, both employers and employees must actively contribute to workplace safety.

Employer responsibilities:

• Maintain a safe working environment.
• Conduct regular risk assessments.
• Provide supervision, training, and PPE.
• Record, investigate, and address incidents.

Employee responsibilities:

• Take reasonable care of their own health and safety.
• Follow safety rules and use PPE correctly.
• Report unsafe conditions, tools, or practices to their Health and Safety Supervisor.

A culture of collaboration ensures that safety becomes a daily habit, not an occasional inspection.

The role of Health and Safety Committees and health and safety inspections

A Health and Safety Committee ensures collaboration between management and employees in promoting a safe work culture. It reviews health and safety inspection reports and incident reports and recommends improvements and control measures to prevent recurrences.

Regular health and safety inspections should be conducted to  identify hazards and assess the effectiveness of health and safety measures. Conducting monthly/quarterly inspections helps organisations maintain compliance and demonstrates commitment to continuous improvement.

Common mistakes to avoid when developing a Health and Safety Policy

Even well-intentioned companies can fall short if these key aspects are neglected:

• Copying a generic policy without customisation for your workplace.
• Failing to display or communicate the policy to employees.
• Ignoring feedback from employees or Health and Safety Representatives.
• Neglecting to review and revise the policy annually.
• Treating the policy as a formal requirement instead of an active tool.

A great policy is not written to tick a box, it must live within your business operations and decision-making processes.

Partner with occupational health and safety experts

Writing a Health and Safety Policy that meets South African legal standards and fits your business operations can be challenging. Working with professionals helps simplify compliance and ensures you meet all OHS Act requirements.

Absolute Health Services specialises in assisting your team to develop, implement, and maintain occupational health and safety programmes tailored to South African workplaces. Our expert team assists with:

• Drafting compliant and business-specific safety policies.
• Conducting risk assessments and health and safety audits.
• Providing accredited health and safety training.
• Assisting your team with setting up Health and Safety Committees.

Conclusion

A well-designed Health and Safety Policy is more than a legal requirement – it’s a commitment to protecting people, productivity, and purpose. By defining responsibilities, managing risks, and encouraging continuous improvement, your organisation strengthens its foundation for long-term success.

Start building a safer future today. Visit Absolute Health Services to develop a compliant, effective, and customised OHS policy for your workplace.