Health and safety for small businesses in London: What you need to know 

Running a small business in London comes with a long to-do list. Health and safety might not be at the top, but it should be somewhere near it. If someone gets hurt at work or a customer has an accident, it's the business owner who's responsible. 

The law doesn't expect you to be an expert. But you do need to understand the basics. Keeping people safe isn't just about ticking boxes. It's about protecting your staff, your customers and your business. 

This short guide covers the key things you need to know. It's aimed at small business owners who've already got started and want to make sure they're doing things properly. 

1. What the law says 

If you run a business with employees, you have legal duties under UK health and safety law. The main law that applies is the Health and Safety at Work etc. Act 1974. 

It sets out your responsibility to protect anyone who your business might affect – this includes your staff, contractors, customers, visitors and even members of the public. 

These duties apply to all businesses, no matter what size or industry. Even if you only have one or two employees, or your workplace is low-risk, you still need to take sensible steps to reduce harm. 

If you're self-employed, health and safety law still applies if your work could pose a risk to others – for example, if you operate a mobile catering van or do electrical work in people's homes. 

Appointing a "competent person" 

One of your first tasks is to appoint a "competent person" to help you meet your responsibilities. In many small businesses, this is the owner. 

The key requirement is that this person has enough knowledge and experience to manage health and safety properly. You don't need formal qualifications, but you do need to understand the risks in your business and how to manage them. 

If you don't meet your legal duties, you could face enforcement action from the Health and Safety Executive (HSE) or your local authority. That could mean improvement notices, fines or even prosecution. 

But in most cases, the law just asks you to be sensible, stay informed and take reasonable precautions to keep people safe. 

2. Doing a risk assessment 

A risk assessment is the foundation of your health and safety responsibilities. It's a structured way to look at your business and decide what might cause harm, then take steps to prevent it. It doesn't need to be technical or time-consuming, but you do need to do it properly. 

If you have five or more employees, the law says you must keep a written record of your risk assessment. If you have fewer, you still need to carry it out – you just don't have to write it down.  

That said, it's good practice to keep a record anyway, especially if you're ever asked to show what you've done. 

The process involves five simple steps: 

1. Identify hazards: walk through your workplace and look at what could cause harm. Think about equipment, chemicals, cables, uneven floors, hot surfaces or anything else that could lead to injury or illness. 

1. Decide who could be harmed and how: this might include employees, customers, delivery drivers or even nearby businesses. Some people may be at higher risk, such as new staff, pregnant workers or those with disabilities. 

1. Evaluate the risks and put controls in place: ask yourself how likely this is to happen, and how serious it would be. Put measures in place to reduce the risk – like adding signs, using safety gear or changing how a task is done. 

1. Record your findings: if required, write down the hazards, who's at risk and what you're doing about it. Keep it clear and specific to your business. 

1. Review and update as needed: risks can change. Update your assessment if you move premises, bring in new equipment or alter how you work. Set a reminder to check it every six to 12 months. 

You can find free templates and examples on the Health and Safety Executive (HSE) website. Just make sure your assessment reflects the real risks in your workplace, not someone else's. It's about being aware, staying organised and putting common sense into practice. 

3. Writing a health and safety policy 

If your business has five or more employees, the law says you must have a written health and safety policy. If you have fewer, it's optional – but still strongly recommended. 

A clear policy helps you stay organised, shows staff what's expected and demonstrates that you're taking your legal responsibilities seriously. 

Your policy doesn't need to be long or full of legal language. It just needs to show that you understand the risks in your business and that you've got a plan to manage them. A good policy covers three simple areas: 

1. Statement of intent: this is a short paragraph, signed and dated by you (or whoever is in charge), that confirms your commitment to health and safety. It might include a line like: "We aim to provide a safe and healthy working environment for all employees and anyone else that our work affects." 

2. Responsibilities: this section sets out who's responsible for what. In a small business, that's often the owner or manager. If other people share responsibilities – like carrying out risk assessments, checking fire alarms or organising training – list those clearly. 

3. Arrangements: this is the practical part. Describe how you manage day-to-day health and safety. Include things like how you report accidents, train staff, maintain equipment or control specific risks (like lifting, chemicals or lone working). 

Make sure your policy is easy to read and tailored to how your business actually operates. Avoid copying generic documents. You can use a template, but customise it to suit your team and your working environment. 

Once you've written your policy, share it with staff, store it in a place that's easy to access and review it regularly – at least once a year or when things change in your business. Think of it as a live document, not something you write once and forget. 

4. Specific risks for small London businesses 

Every business faces different risks depending on what they do, where they work and who they work with. If you're running a small business in London, the types of risks you need to manage will depend on your setting – whether that's a café, shop, office, workshop or mobile service. 

Here are some of the most common risks small business owners in London should be aware of: 

• Slips, trips and falls: these are some of the most frequent workplace accidents. Uneven flooring, wet surfaces, cluttered walkways or trailing cables can all cause injury. Keep walkways clear, fix hazards quickly and put down mats or signs where needed. 

• Fire safety: every business – no matter how large or small – must carry out a fire risk assessment. You'll need appropriate fire extinguishers, clear escape routes and working alarms. In London, the London Fire Brigade carries out inspections, especially in food and hospitality sectors. 

• Manual handling: lifting boxes, stock or equipment can lead to strains and injuries. Provide proper training, avoid lifting heavy items (where possible) and use trolleys or lifting aids if available. 

• Workplace violence or antisocial behaviour: shops, cafés and late-night businesses in London may face risks from the public. Train staff to deal with difficult situations and know when to report incidents. 

• Display screen equipment (DSE): office-based or remote workers using screens for long periods need proper chairs, screens and breaks to prevent strain or injury. 

• Noise, chemicals or machinery: tradespeople, salons or workshops may need to control risks from tools, chemicals or noisy environments. Always follow product safety data sheets and provide the right protective equipment. 

Your risks might be low, but they're never non-existent. The key is to understand what's relevant to your business and deal with it in a practical way. Start with the basics and build from there. 

5. Training and communication 

Health and safety only works when everyone understands what's expected of them. Even with a solid policy and risk assessment, problems can happen if staff aren't trained properly or don't know what to do. 

As an employer, you must, by law, give your employees adequate health and safety training. This doesn't mean long, expensive courses. In many cases, short briefings or online modules are enough – as long as they're relevant to the job and kept up to date. 

Start by making sure new employees get a basic induction. This should cover the key risks in your business, how to stay safe and what to do in an emergency. For example: 

• How to report an accident or near miss. 

• Where the first aid kit and fire exits are. 

• How to use equipment safely. 

• Any rules around personal protective equipment (PPE), hygiene or lone working. 

Training shouldn't stop after day one. If your work involves more complex risks – like using machinery, working at height or handling chemicals – staff will need specific training for those tasks. 

Communication is just as important as formal training. Make health and safety part of day-to-day conversations. If something changes – like a new process, new equipment or an updated risk assessment – let people know. Encourage staff to speak up if they spot a hazard or feel unsafe. 

You don't need to overdo it. Just keep things clear, relevant and regular. A well-informed team is your best line of defence against accidents and mistakes. 

Making health and safety part of the way you work 

Health and safety doesn't have to be a separate task on your to-do list. It should be part of how you run your business – just like opening up in the morning, checking the rota or keeping the books straight. 

The aim isn't to tick boxes or impress an inspector. It's to make sure no-one gets hurt. That includes you, your staff, your customers and anyone else who walks through the door. 

Most of what's required is common sense. Spot the risks. Deal with them. Keep a note of what you've done. Make sure people know how to stay safe. Then keep an eye on things as your business grows or changes. 

It doesn't need to be perfect. A short, honest risk assessment that reflects how your business actually runs is far more useful than a glossy document you've copied off the internet. 

If you treat health and safety as part of the day-to-day, it quickly becomes second nature. It's not extra work – it's just running your business with your eyes open. 

Read more 

• How to protect your small business in London 

• What types of risks does my small business face? 

• Lunch and Learn: Know your health and safety and win big corporate contracts
  

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