How to Record a Health and Safety Policy Statement Video for Your Health and Safety System

Date modified: 30th January 2026 | This article explains how you can record a video on policy statement for your Health and Safety System inside the Pilla App. You can also check out the Health and Safety Policies Guide or the docs page for Managing Videos in Pilla.

A Health and Safety System is how you manage workplace safety and demonstrate compliance with health and safety law. It provides documented procedures that protect your team and shows inspectors you take your legal duties seriously.

There are several ways to create and share your system with your team, including everything from printed manuals to digital documents, but we think that video-based training offers some important advantages. Video is the most relatable and personable way to train your teams—staff can see real people explaining real commitments in a familiar setting, making the content easier to absorb and remember than reading a manual.

Videos in Pilla are always available when your team needs them, they can be watched repeatedly until the message is understood, and the system records exactly who has watched the videos and when. Recording your own policy statement means that this training reflects your specific commitment to your team, not generic guidance that may not feel relevant.

This article gives examples of how you could record your video. It's not intended to be health and safety consultancy, and if you are unsure about how to comply with health and safety laws in your location, you should speak to a local health and safety expert.

Key Takeaways

  • Step 1: Explain why the policy statement matters as the foundation of your safety culture and a legal requirement under the Health and Safety at Work Act 1974
  • Step 2: Plan what to present on camera versus document in writing—video for commitment and context, written policy for detailed responsibilities
  • Step 3: Cover the legal requirement, employer commitments, employee responsibilities, and the role of Responsible Persons in maintaining the policy
  • Step 4: Walk through each section of your policy statement, explaining what it means in practice for your team
  • Step 5: Address common mistakes like treating the policy as a tick-box exercise, failing to communicate it to staff, or not reviewing it annually
  • Step 6: Reinforce that the policy is a living commitment requiring cooperation from everyone, regular review, and visible leadership

Article Content

The health and safety policy statement is the foundation of your entire safety management system. It's your formal commitment to protecting your team and the public, and it's a legal requirement. This video will help your staff understand what the policy means, why it matters, and what's expected of them.

Step 1: Set the scene and context

Start your video by explaining what a health and safety policy statement is and why every employee needs to understand it.

Under the Health and Safety at Work Act 1974, every employer must, so far as is reasonably practicable, ensure the health, safety and welfare of their employees and others who may be affected by their business. Employers must establish and maintain a health and safety policy which includes a written statement of their approach to managing health and safety.

This statement is the formal commitment from your company to health and safety. It outlines the responsibilities of management and employees to maintain a safe working environment. The law requires this statement to be brought to the attention of all employees, reviewed regularly, and updated as necessary to reflect changes in the business or legislation.

Explain to your team that this isn't just paperwork—it's the foundation of a safety culture in your workplace and your compliance with the law. Every person watching this video has a role to play in making this policy work.

Why this matters for hospitality

Hospitality workplaces have specific risks that make the policy statement particularly important. Your team works with hot surfaces, sharp knives, heavy equipment, chemicals, and they're on their feet for long shifts. They interact with the public, handle food, work at height to change lightbulbs or stock shelves, and move heavy deliveries.

The policy statement sets out how you'll manage all of these risks. It's the umbrella document that sits above all your specific procedures—your manual handling training, your COSHH assessments, your fire evacuation plan. Without this foundation, those individual procedures lack context and authority.

What the policy represents

When the person with overall responsibility signs the policy statement, they're making a personal commitment. They're saying: "I accept that keeping people safe is my responsibility, and I will provide the resources, training, and systems needed to do that."

This isn't a commitment that can be delegated away entirely. Yes, Responsible Persons throughout the business will have specific duties—but ultimate accountability sits with the person who signs.

For your team, the policy represents a promise. It says: "We will look after you. We will train you properly. We will give you safe equipment. We will listen when you raise concerns."

Where to film this section

Film your opening in a location that feels appropriate for delivering an important message. This could be:

  • Your office, with the signed policy visible on the wall behind you
  • A quiet area of your premises where you can speak directly to camera
  • Standing in front of your health and safety notice board

Wherever you choose, make sure the background is tidy and professional. This is a formal commitment—the setting should reflect that.

Step 2: Plan what to record versus what to write down

The policy statement itself is a written document that should be accessible to all staff. Your video brings that document to life by explaining what it means and why it matters.

Record on video:

  • Your personal commitment to health and safety as a leader
  • An explanation of why the policy exists and what it represents
  • What the company promises to do for employees
  • What employees are responsible for in return
  • Who the Responsible Persons are and what their role involves
  • How the policy affects day-to-day work
  • Practical examples of the policy in action
  • How and when the policy will be reviewed
  • An invitation for staff to raise concerns or ask questions
  • Where to find the written policy and other safety information

Document in written form:

  • The full policy statement text with your company name
  • The signature of the person with overall responsibility
  • The date the policy was signed and when it will be reviewed
  • The Health and Safety Organisational Chart showing Responsible Persons
  • Contact details for raising health and safety concerns
  • Location where the policy is displayed or can be accessed
  • The specific commitments and bullet points from the policy
  • Any supplementary procedures referenced by the policy

The video explains the spirit and purpose of the policy. The written document provides the formal record and reference that staff can return to.

Getting the balance right

Some content works better on video, some works better in writing. Here's how to think about it:

Video is better for:

  • Explaining why something matters—motivation and context
  • Showing that leadership takes safety seriously—visible commitment
  • Making the policy feel personal and relevant—not corporate boilerplate
  • Encouraging staff to speak up—a direct invitation from a real person
  • Connecting the policy to daily work—practical examples

Writing is better for:

  • The exact wording of commitments—precision matters for legal documents
  • Lists of responsibilities—staff can check back easily
  • Names and contact details—these change and are easier to update in a document
  • Signatures and dates—evidence of formal adoption
  • Detailed procedures referenced by the policy—too much detail for video

Structuring your video

A good structure for your policy statement video:

  1. Introduction: Who you are, why you're recording this, why it matters (2 minutes)
  2. The legal requirement: What the law requires and what happens if we don't comply (2 minutes)
  3. What we promise: Walking through our commitments to staff (5 minutes)
  4. What we ask of you: Employee responsibilities explained (3 minutes)
  5. Who to talk to: Introducing the Responsible Persons (3 minutes)
  6. Practical examples: How this works day-to-day (5 minutes)
  7. How to raise concerns: Encouraging staff to speak up (2 minutes)
  8. Summary: Key points to remember (2 minutes)

Total: approximately 25 minutes. This is longer than some training videos, but the policy statement deserves thorough coverage—it's the foundation of everything else.

Step 3: Core rules and requirements

Structure your video around the key elements of the policy statement, explaining each commitment in practical terms.

Your company acknowledges and accepts its statutory responsibilities under the Health and Safety at Work Act 1974. This means you have a legal duty to secure the health, safety and welfare of employees, contractors, visitors, and members of the public on your premises—so far as is reasonably practicable.

Explain what "reasonably practicable" means: you must weigh the risk against the cost, time, and effort needed to control it. If a safety measure is possible and proportionate, you must implement it.

Give an example:

"If there's a wet floor in the restaurant, putting up a warning sign and mopping it dry is reasonably practicable—it's quick, cheap, and effective. We must do it. But if we discovered that our building was on a geological fault line, we wouldn't be expected to relocate the entire business—that wouldn't be proportionate to the risk. Reasonably practicable means doing what a reasonable person would do, considering the level of risk."

Who the policy protects

The policy covers:

  • Employees: Everyone who works for you, full-time, part-time, or casual
  • Contractors: People who come to do work on your premises—electricians, plumbers, delivery drivers
  • Visitors: Customers, guests, suppliers, anyone who enters your premises
  • Members of the public: People who might be affected by your activities even if they don't enter—like pedestrians outside your building

This is important to communicate. Staff sometimes think health and safety is just about protecting employees. It's much broader than that. A wet floor could injure a customer. A poorly maintained sign could fall on a passerby. The policy commits to protecting everyone.

Employee responsibilities

All employees have a legal responsibility for their own safety and that of others who may be affected by their acts or omissions. Staff must not interfere with or misuse anything provided in the interests of health and safety.

Break this down for your team:

"Your own safety" means:

  • Following the training you've been given
  • Using equipment properly
  • Wearing PPE when required
  • Not taking shortcuts that put you at risk
  • Reporting when you're not sure how to do something safely

"Others who may be affected" means:

  • Your colleagues—if you leave a hazard, they might be hurt by it
  • Customers—if you create a risk, they might be affected
  • Anyone else—your actions have consequences beyond yourself

"Acts or omissions" means:

  • What you do (acts)—creating a hazard, using equipment unsafely
  • What you fail to do (omissions)—not reporting a problem, not cleaning up a spill

"Not interfere with or misuse" means:

  • Don't disable safety guards on equipment
  • Don't prop fire doors open
  • Don't use equipment for purposes it wasn't designed for
  • Don't ignore or remove warning signs

This is a two-way commitment. The company will provide safe systems, training, and equipment—but employees must cooperate and take care not to put themselves or others at risk.

Management responsibilities

The Responsible Persons identified in your company accept responsibility for implementing, monitoring, and maintaining the policy throughout the business, including maintaining the premises. All Responsible Persons identified on your Health and Safety Organisational Chart must ensure that health and safety considerations are always given priority in planning, safe working practice, and day-to-day supervision of work.

Explain what this means in practice:

Implementing means putting the policy into action—making sure procedures exist, training is delivered, equipment is provided.

Monitoring means checking that it's working—observing practice, reviewing incidents, auditing compliance.

Maintaining means keeping it current—updating procedures when things change, refreshing training, replacing equipment when needed.

Priority in planning means thinking about safety before you start, not after something goes wrong. When planning a new menu, consider the manual handling involved. When arranging furniture, consider emergency escape routes. When scheduling shifts, consider fatigue.

The company commitments

Walk through each commitment in the policy, explaining what it means practically:

"Adequate resources are provided to ensure that proper provision can be made for health and safety."

This means: money, time, and people. If you need safety equipment, you'll get it. If you need training, you'll get time for it. If you need help with a safety task, there are people available.

Practical example: "If you need non-slip shoes for the kitchen and can't afford them, talk to us. If you need training on how to use the new slicer safely, we'll schedule it. Resources for safety are not optional—they're part of how we operate."

"Risks arising from work activities are assessed, effective control measures implemented, and suitable policies and procedures are provided, put in place, and regularly reviewed."

This means: we do risk assessments for the activities you carry out. We identify what could go wrong and put measures in place to prevent it. We write procedures so everyone knows what to do. We review these regularly to make sure they're still working.

Practical example: "We've done a risk assessment for manual handling in the cellar. The control measures include using the trolley for heavy items, team lifting for kegs, and keeping the route clear. The procedure is written up and posted in the cellar. We review it every year or when something changes."

"Safe systems of work are provided and maintained."

This means: the way we ask you to do your job is designed to be safe. The steps, the sequence, the equipment—it's all been thought through.

Practical example: "The opening procedure includes checking the emergency exits before we let customers in. That's not an accident—it's a safe system of work. The closing procedure includes turning off the fryers in a specific order to prevent accidents. These systems exist for a reason."

"Arrangements for use, handling, storage and transport of articles and substances for use at work are safe and without risks to health."

This means: chemicals are stored properly, heavy items are moved safely, equipment is used correctly.

Practical example: "Cleaning chemicals are stored in the locked cupboard, not under the sink where someone might mistake them for something else. Deliveries are checked and put away promptly so boxes don't create trip hazards. The glass wash chemicals have specific instructions for how much to use—follow them."

"All employees receive information, instruction, training, and supervision to reduce risk to their safety and health whilst at work and the safety of others who may be affected by their actions."

This means: you won't be asked to do something without being shown how to do it safely. You'll get information about hazards. You'll get training on procedures. You'll be supervised until you're competent.

Practical example: "Before you use the meat slicer, you'll be trained on it. You'll be supervised using it until we're confident you can do it safely. If a new chemical arrives, you'll get the safety data sheet and training on how to use it. We don't expect you to figure it out yourself."

"An appropriate level of information and instruction is provided to visitors, service providers and occupiers."

This means: contractors and visitors get the safety information they need for our premises.

Practical example: "When an electrician comes to work here, we tell them where the hazards are—wet floors in the kitchen, low beams in the cellar, that sort of thing. Delivery drivers are told where they can and can't go. We don't just let people wander around without knowing the risks."

"Where appropriate, health surveillance will be provided to employees."

This means: if your work could affect your health over time, we'll monitor it.

Practical example: "If you work with substances that could cause skin problems, we'll check your skin regularly. If you work in a noisy environment, we might arrange hearing tests. This isn't about catching you out—it's about catching problems early."

"Provision and maintenance of all plant, machinery and equipment is safe and without risk to health."

This means: equipment works properly and is maintained. Broken or dangerous equipment is taken out of service.

Practical example: "The dishwasher is serviced regularly. If the guard on the mixer breaks, we don't use it until it's fixed. If you notice equipment isn't working properly, report it—we'd rather fix it than have someone get hurt."

"The working environment of all employees is safe and without risks to health and that adequate provision is made regarding the facilities and arrangements for their welfare at work."

This means: the building is safe, the temperature is reasonable, there are proper toilet and rest facilities, drinking water is available.

Practical example: "The kitchen extraction works properly so you're not breathing in fumes all day. The staff room has somewhere to sit during breaks. There's drinking water available at all times. These aren't luxuries—they're legal requirements for your welfare."

"Work-related accidents, ill health and safety performance are regularly monitored."

This means: we track what goes wrong, look for patterns, and try to improve.

Practical example: "Every accident gets recorded, even minor ones. If we notice lots of cuts happening on the same piece of equipment, we investigate why. If someone develops a work-related health issue, we look at what we can change. Monitoring helps us get better."

"Effective procedures for consultation and communication are maintained between all levels of management and employees on all matters relating to health and welfare."

This means: we talk to you about safety. We don't just issue instructions—we ask for your input, listen to your concerns, and keep you informed.

Practical example: "If we're changing a procedure, we'll ask the people who actually do the job what they think. If you raise a concern, we'll tell you what we're doing about it. Team meetings include time to discuss any safety issues. Communication goes both ways."

Cooperation requirement

All employees are required to cooperate in carrying out this policy. Each person must ensure that their own work, so far as is reasonably practicable, is carried out without risk to themselves or the health and safety of others.

This is the flip side of the company's commitments. We'll do our part—you must do yours.

Cooperation means:

  • Following procedures even when no one is watching
  • Attending training and paying attention
  • Using safety equipment provided
  • Reporting hazards and concerns
  • Not taking shortcuts that create risk
  • Supporting colleagues in working safely
  • Taking the policy seriously, not treating it as a joke

Review commitment

The policy will be reviewed at least annually, or when there is a significant change within the company or change to relevant legislation. Any changes made to the policy will be communicated to all employees.

Explain what triggers a review:

  • Annual review: At minimum, once per year we look at the whole policy
  • Significant changes: New premises, major new equipment, changes to what we do
  • Legislation changes: If the law changes, our policy must reflect that
  • After serious incidents: If something goes badly wrong, we review what needs to change

When the policy changes, we'll tell you. You might see an updated video, receive a briefing, or be asked to confirm you've read the new version. The policy is only useful if everyone knows what it says.

Step 4: Demonstrate or walk through

This is a knowledge topic, so your demonstration is a walk-through of how the policy applies in practice.

Presenting the signed policy

Hold up or display the signed policy statement:

"This is our Health and Safety Policy Statement. Let me show you what it looks like."

"At the top, you can see our company name. This policy is specific to us—it's not a generic template."

"Here's the opening paragraph where we acknowledge our responsibilities under the Health and Safety at Work Act. This is us formally accepting our legal duties."

"This section lists what we commit to providing—all the things I've just talked through."

"At the bottom, you can see the signature. This is signed by [name and position]. That signature means [they] personally accept responsibility for making this policy work. It's dated [date], so you can see when it was adopted."

"This policy is displayed [location]. You can access it any time you want to check something or remind yourself of what it says."

Showing the organisational chart

"This is our Health and Safety Organisational Chart. It shows who has responsibility for what."

"At the top is [name], who has overall responsibility. They signed the policy statement."

"[Name] is responsible for [specific area—e.g., kitchen safety]. If you have concerns about anything in the kitchen, they're the first person to speak to."

"[Name] is responsible for [specific area—e.g., front of house]. They deal with things like customer areas, entrance safety, that sort of thing."

"[Name] is our first aider. If someone is injured, they're the person to find."

"[Name] is our fire marshal. In a fire evacuation, they'll help make sure everyone gets out safely."

"You don't need to memorise all of this—it's posted [location] and you can always check. But it's helpful to know who does what, so you know who to talk to if something comes up."

Walking through practical scenarios

Scenario 1: Reporting a hazard

"Let's say you're walking through the restaurant and you notice water dripping from the ceiling. What do you do?"

"First, if it's creating an immediate slip hazard, deal with that—put up a wet floor sign, get some towels down."

"Then report it. Tell your manager or the duty manager. They'll log it and get it investigated."

"Someone will check what's causing it—maybe a leak upstairs, maybe a condensation problem. The issue gets fixed."

"What you don't do is just walk past and hope someone else notices. Under the policy, you have a responsibility to report hazards. Ignoring it means someone else might slip and get hurt."

Scenario 2: Equipment not working properly

"You're using the meat slicer and you notice the guard doesn't click into place properly anymore."

"Stop using it immediately. Don't try to hold the guard in place with your hand—that's asking for a serious injury."

"Report it to your manager. They'll take the slicer out of service until it's fixed."

"You might think 'but we need the slicer for prep'—and yes, that's inconvenient. But the policy says equipment must be safe. A broken guard is not safe. We don't use it until it's fixed, even if that means changing how we prep that day."

"The policy backs you up here. You're not being awkward by refusing to use unsafe equipment—you're following the policy."

Scenario 3: Uncertain how to do something safely

"You've been asked to change the light bulbs in the restaurant. The fittings are quite high up—you'd need to stand on something to reach them."

"You've never done this before. You're not sure if you should use a chair, a ladder, or what."

"The right thing to do is ask. The policy says you'll receive information, instruction, and training. If you haven't been trained on working at height, you shouldn't just wing it."

"Your manager might say: 'Here's the step ladder we use, let me show you how to set it up safely.' Or they might say: 'Actually, that's a job for someone who's had the training—I'll get someone else to do it.'"

"Either way, asking is the right answer. The policy commits to training you—but you have to ask for it when you need it."

Scenario 4: Seeing a colleague taking shortcuts

"You notice a colleague carrying too many plates at once—more than they can safely handle. You've seen them nearly drop a stack before."

"This is tricky because you might not want to seem like you're telling them what to do. But the policy says we're all responsible for the safety of others who may be affected by our actions."

"You could say something directly: 'That looks like a lot—do you want a hand?' Sometimes people take shortcuts because they're rushed, and offering help solves the problem."

"If it keeps happening, mention it to a supervisor. This isn't telling tales—it's preventing an accident. Dropped plates create broken glass hazards. Your colleague could hurt their back. A customer could get hit."

"The policy creates a responsibility to look out for each other, not just ourselves."

Scenario 5: Raising a concern that doesn't get addressed

"You've reported a problem three times and nothing has happened. The fire exit at the back has boxes stacked in front of it every night. You've told your supervisor, but the boxes keep appearing."

"The policy commits to effective consultation and communication. If your concern isn't being addressed, you need to escalate it."

"Talk to someone more senior. If that doesn't work, put it in writing—an email creates a record."

"If you've genuinely exhausted internal options and a serious safety issue is being ignored, there are external routes—you can contact the HSE. No one should have to do this, but the option exists."

"The policy says we'll listen and respond. If that's not happening, something is going wrong, and it needs to be fixed."

The annual review process

"Every year, we formally review this policy. Let me explain what that involves."

"We look at what's happened during the year—any accidents, any near misses, any concerns raised. We ask: is the policy still working? Are there gaps?"

"We check whether anything has changed—new equipment, new processes, changes in the building, new legislation."

"We update anything that needs updating. Maybe we've added new Responsible Persons. Maybe a procedure has changed. Maybe we've learned something from an incident."

"The person with overall responsibility signs the updated policy with a new date."

"If anything significant has changed, we communicate that to everyone. You might see an updated video, get a briefing, or be asked to read and acknowledge the new version."

"The review isn't just bureaucracy—it's how we keep the policy alive and relevant."

How to access safety information

"The policy statement is one document, but it connects to lots of others. Here's where to find things."

"The signed policy statement is displayed [location]."

"The Health and Safety Organisational Chart is [location]."

"Risk assessments for your work area are [location]."

"COSHH sheets for chemicals are [location]."

"First aid boxes are [locations]."

"Fire evacuation procedures are posted [location] and there's a floor plan [location]."

"The accident book is kept [location]."

"Training records are held [location/by whom]."

"If you can't find something, ask. You're entitled to see any safety information relevant to your work."

Step 5: Common mistakes to avoid

Address the mistakes that undermine policy effectiveness.

Mistake 1: Treating the policy as a tick-box exercise.

The policy statement isn't just paperwork for inspectors. It's a genuine commitment that should guide how you operate every day. If leadership doesn't take it seriously, staff won't either.

Signs this is happening: the policy is signed but never mentioned again; managers don't follow the procedures themselves; safety concerns are dismissed as "not important."

How to avoid it: reference the policy when making decisions; visibly follow the procedures yourself; take concerns seriously and follow up on them.

Mistake 2: Failing to communicate the policy to all staff.

The law requires the policy to be brought to the attention of all employees. A policy that sits in a filing cabinet isn't compliant. Every team member should know it exists, where to find it, and what it means for them.

Signs this is happening: new starters don't know there's a policy; staff can't say where to find it; people are surprised by their responsibilities when something goes wrong.

How to avoid it: include the policy in induction; create a video like this one; display the policy prominently; reference it in team meetings.

Mistake 3: Not identifying Responsible Persons clearly.

Staff need to know who to go to with concerns. If the organisational chart is unclear or out of date, people won't know who's accountable for what.

Signs this is happening: different people give different answers about who's responsible for what; the chart has names of people who left months ago; staff don't know who the fire marshals or first aiders are.

How to avoid it: keep the chart updated; announce changes when people join, leave, or change roles; test that staff know who to contact for different issues.

Mistake 4: Forgetting the annual review.

Businesses change—new premises, new equipment, new staff, new legislation. A policy that hasn't been reviewed becomes outdated and potentially non-compliant. Set a reminder and stick to it.

Signs this is happening: the signature date is years old; the policy references equipment or procedures you no longer use; recent changes aren't reflected in the document.

How to avoid it: put the review date in your calendar; assign someone to prompt the review; build it into your annual planning cycle.

Mistake 5: Making it one-way communication.

The policy requires consultation and communication between management and employees. If staff feel they can't raise concerns, or that concerns are ignored, the policy isn't working as intended.

Signs this is happening: staff don't report hazards because "nothing ever happens"; suggestions are dismissed without consideration; there's no mechanism for staff to give input on safety matters.

How to avoid it: actively invite concerns; follow up visibly when issues are raised; include safety as a standing item in team meetings; thank people for reporting.

Mistake 6: Not updating after significant changes.

If you change location, introduce new equipment, change your processes, or legislation changes—the policy needs reviewing. Don't wait for the annual review if something significant happens.

Signs this is happening: you've expanded into a new area but the policy doesn't mention it; you're using new machinery but risk assessments haven't been updated; new legal requirements aren't reflected in your procedures.

How to avoid it: trigger a review whenever something significant changes; ask "does this affect our safety policy?" when planning changes; keep a log of changes to consider at the next review.

Mistake 7: Assuming new starters will pick it up.

Every new employee should be introduced to the policy as part of their induction. Don't assume they'll find it themselves or that someone else will tell them.

Signs this is happening: new staff don't know basic safety information; induction doesn't include any safety content; people only learn the policy exists when something goes wrong.

How to avoid it: build policy introduction into every induction; have new starters watch this video; check understanding with questions; refresh periodically for existing staff too.

Mistake 8: Separating policy from practice.

The written policy says one thing, but day-to-day practice is different. This creates confusion and cynicism—and legal risk.

Signs this is happening: the policy says chemicals are stored in a locked cupboard but actually they're kept under the sink; procedures describe one process but everyone does it differently; managers say "ignore that, this is how we really do it."

How to avoid it: write procedures that reflect what you actually do (or change practice to match procedures); audit compliance and address gaps; don't write aspirational policies—write accurate ones.

Mistake 9: No accountability for Responsible Persons.

People are named on the organisational chart, but no one checks whether they're actually fulfilling their responsibilities.

Signs this is happening: fire drills don't happen because the fire marshal "didn't get round to it"; risk assessments are overdue; training isn't being delivered; someone has the title but not the time or resources to do the job.

How to avoid it: make safety responsibilities part of job descriptions and performance reviews; give Responsible Persons the time and resources they need; check in regularly on whether duties are being fulfilled.

Mistake 10: Ignoring near misses.

The policy commits to monitoring accidents, ill health, and safety performance. Near misses—things that almost went wrong—are valuable information that often gets ignored.

Signs this is happening: only actual injuries get recorded; staff say things like "we've always nearly tripped there but no one's fallen yet"; patterns emerge in incidents that should have been predicted from near misses.

How to avoid it: encourage reporting of near misses; treat them as learning opportunities, not as non-events; look for patterns that might indicate a bigger problem developing.

Step 6: Key takeaways

End your video by reinforcing the core messages about your policy statement.

The Health and Safety Policy Statement is your company's formal commitment to protecting everyone who works here and everyone affected by what you do. It's required by law under the Health and Safety at Work Act 1974.

The policy is a two-way commitment. The company will provide safe systems, training, equipment, and a safe working environment. Employees must cooperate, follow procedures, and take reasonable care of themselves and others.

"So far as is reasonably practicable" means we balance risk against what's possible to do about it. If a safety measure is reasonable and proportionate, we must implement it.

The policy protects employees, contractors, visitors, and members of the public. Everyone who might be affected by what we do is covered.

Responsible Persons are identified on the Health and Safety Organisational Chart. They have specific duties for implementing, monitoring, and maintaining the policy. Know who they are and what they're responsible for.

Every employee has a legal responsibility for their own safety and that of others. You must not interfere with or misuse anything provided for health and safety.

The company commits to: adequate resources for safety; risk assessments and control measures; safe systems of work; safe handling of substances; information, instruction, training and supervision; health surveillance where appropriate; safe equipment; a safe working environment; monitoring of accidents and ill health; and consultation with employees.

Cooperation is required from everyone. Follow procedures, use safety equipment, report concerns, support colleagues in working safely.

Concerns should be raised, not ignored. If something isn't safe, tell someone. The policy commits to effective consultation and communication—that only works if you speak up.

The policy is reviewed at least annually, or when significant changes occur. When it's updated, you'll be told what's changed.

The signed policy statement is available at [location]. You should know where to find it.

If you're ever unsure about your responsibilities, or you don't understand something in the policy, ask. The policy commits to providing information and training—that includes explaining things that aren't clear.

This isn't just about compliance—it's about making sure everyone goes home safe at the end of every shift. The policy sets out how we'll achieve that together.

Thank you for watching. Your safety matters to us, and this policy is our commitment to protecting you.