How to Write a Workplace First Aid Policy (UK Template and Example)

  • 5 min reading time

A written first aid policy is one of the simplest ways for UK employers to prove they meet the Health and Safety (First-Aid) Regulations 1981. It sets out how your organisation provides first aid, who is responsible, and how emergencies are handled. This guide explains what your policy should include, provides an example layout, and shows how to keep it compliant with HSE (Health and Safety Executive) best practice.

Based on HSE guidance INDG214 and BS 8599-1 workplace standards.

Why a First Aid Policy Is Important

  • ✅ Demonstrates compliance with UK health and safety law.
  • ✅ Clarifies employee and employer responsibilities.
  • ✅ Ensures consistency during emergencies.
  • ✅ Helps new staff understand first aid procedures quickly.
  • ✅ Provides evidence during audits or inspections.

For related compliance topics, see Workplace First Aid Risk Assessment and Appointed First Aiders Guide.

What to Include in a Workplace First Aid Policy

Section What It Should Cover Purpose
Policy Statement Commitment to providing adequate first aid resources and training. Shows management responsibility and compliance intent.
Legal Framework Reference to Health and Safety (First-Aid) Regulations 1981 and HSE guidance. Confirms policy is based on UK law.
Risk Assessment Summary Brief outline of workplace risks, staff numbers, and identified needs. Links your policy to actual site conditions.
Appointed First Aiders List of trained personnel, contact details, and refresher schedule. Ensures everyone knows who to contact in an emergency.
First Aid Equipment Locations of kits, BS 8599-1 compliance, restocking procedure. Shows readiness and accountability for supplies.
Emergency Procedure Steps to follow during an incident, including contacting emergency services. Provides a clear response plan for staff.
Training & Review Details of refresher intervals and annual policy review process. Keeps policy current and effective.

Step-by-Step: How to Write a First Aid Policy

  1. Start with a clear statement: outline your organisation’s commitment to health and safety.
  2. Summarise your first aid needs: base this on your risk assessment.
  3. List responsible people: name your appointed first aiders and managers.
  4. Include equipment details: reference your BS 8599-1 compliant kits and refill plan.
  5. Explain procedures: how to report incidents, where records are kept, and who follows up.
  6. Define training and review: state how often refreshers and audits are performed.

Example Workplace First Aid Policy Template

Here’s a simplified outline you can adapt for your organisation:

Company Name: ______________________
Policy Title: Workplace First Aid Policy
Date Issued: ________________________
Review Date: ________________________

1. Policy Statement
Our organisation is committed to providing adequate and appropriate first aid equipment, facilities, and trained personnel to ensure all employees receive immediate attention if injured or taken ill at work.

2. Responsibilities
[Name/Role] is responsible for ensuring first aid kits and rooms are maintained.
Appointed first aiders are listed on the staff noticeboard and in the First Aid Room.

3. Equipment and Training
First aid kits are BS 8599-1 compliant and checked monthly. Training is renewed every three years or sooner if required.

4. Emergency Procedure
In case of accident or illness, call 999 or 112 and notify the appointed first aider immediately.

5. Record Keeping
All first aid treatments are logged in the Accident Book (B1510) and reviewed quarterly.

Signed: ___________________ (Director / H&S Manager)
Date: ______________________

Displaying and Communicating Your Policy

Your first aid policy should be:

Workplace First Aid Policy — FAQ

Is a written first aid policy mandatory in the UK?
It is not explicitly required by law, but the HSE strongly recommends a written policy for clarity and compliance. It’s considered best practice for all but the smallest businesses.
How often should the policy be reviewed?
At least once a year, or sooner if your workplace risks, staff numbers, or equipment change.
Who should approve the policy?
A senior manager, director, or the health & safety lead should sign and date the policy to confirm accountability.
Can we use the same policy across multiple sites?
Yes, but you should adapt site-specific details like first aider names, kit locations, and contact numbers.
Should employees have access to the policy?
Yes. It must be visible and accessible to all staff, ideally via noticeboards and the company intranet.
Does the policy need to mention BS 8599-1 kits?
Yes, referencing BS 8599-1 shows compliance with the current British Standard for workplace first aid kits.

 

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