What Risk Assessments Do I Need for an Office?
If you run an office in the UK, you are legally required to carry out certain risk assessments.
It does not matter whether you employ two people or two hundred. If you have employees, you have legal duties under health and safety law.
Many office based businesses assume they are low risk. In some ways they are. But low risk does not mean no responsibility.
At The HSRA, we regularly support office based businesses who are unsure what is actually required. The answer depends on the size of your business, your activities and your premises. However, there are core assessments that almost all offices require.
The Core Risk Assessments Most Offices Need
In most cases, an office will require:
A general health and safety risk assessment. A fire risk assessment. A Legionella risk assessment. Display Screen Equipment assessments and manual handling assessment, where applicable
These are not optional. They are legal requirements under various UK regulations The depth and complexity will vary depending on your workplace.
General Health and Safety Risk Assessment
Under the Management of Health and Safety at Work Regulations 1999, every employer must assess workplace risks.
In an office environment this typically includes:
- Slips, trips and falls
- Electrical safety
- Workstation setup
- Stress and workload factors
- Access and egress
If you employ five or more people, you must record your findings in writing.
Fire Risk Assessment
If you are responsible for office premises, you must comply with the Regulatory Reform Fire Safety Order 2005.
This means carrying out a suitable and sufficient fire risk assessment that reviews:
- Escape routes
- Fire detection and alarm systems
- Emergency lighting
- Fire doors
- Fire extinguishers
Even small offices require one.
Legionella Risk Assessment
If your office has water systems, which most do, you are required to assess the risk of Legionella bacteria.
This applies whether you rent or own the building, although responsibility can vary depending on lease arrangements.
If you control the water system, you have a duty to assess and manage the risk.
Display Screen Equipment Assessments
If your employees use computers or screens for significant parts of their day, you must carry out DSE assessments.
This ensures workstations are set up correctly and reduces the risk of musculoskeletal disorders.
Do Small Offices Have the Same Duties?
Yes, a small office with three employees still has legal duties. The scale may be smaller. The documentation may be simpler. But the responsibility remains. The law does not exempt small businesses from compliance.
What About Shared Office Spaces?
If you operate within a shared office or serviced building, responsibilities may be split.
The building owner may be responsible for communal fire safety and water systems. However, you remain responsible for risks within your demised space and for your employees.
This is where confusion often arises.
Clear allocation of responsibility is essential.
What Happens If You Do Not Comply?
Failure to carry out required risk assessments can result in HSE enforcement notices and improvement notices, prosecutions and insurance complications. More importantly, it increases the likelihood of workplace injury.
How The HSRA Can Help
At The HSRA, we provide clear, practical risk assessments for office based businesses.
We focus on what is legally required. Nothing unnecessary. Nothing overcomplicated.
If you are unsure what assessments your office needs, speak to us. We will review your setup and provide straightforward guidance.
Learn more & book an assessment on our health & safety risk assessment service page.