Updated: November 25, 2025
Pop quiz: Where are your safety policies right now? Are they in a binder on a shelf collecting dust, or do you regularly review them with employees? Are they living documents, or have they been the same since your company’s ribbon-cutting in 1993?
As a business owner, your employees’ safety is your number one priority. However, workplace safety isn’t common sense. You can’t expect employees to work safely if you haven’t given them the right tools and training. The most effective way to protect your employees and your business is to have safety policies in place and enforce them.
📍 Read next: Foundations of a Workplace Safety Program >
Why you need written safety policies
It’s not enough to simply tell your employees about safety protocol – or worse, assume they know how to safely perform a job. Documenting your safety policies is crucial for several reasons:
- Legal protection: Written policies provide documentation that you’ve established safety expectations
- Employee clarity: Clear policies eliminate confusion about safety requirements
- Consistency: Written standards ensure all managers enforce the same rules
- Training foundation: Policies provide the structure for effective safety training
- Compliance: Many regulations require written safety programs and documentation
All policies should be in writing, signed by employees after review, and kept with records of training attendance. Having a structured documentation process ensures your employees are thoroughly educated on the safest way to do their jobs.
Standardizing your safety practices is the best way to make sure employees are protected every single day. Discover how Emmaus Homes standardized training to prevent new hire injuries: How Emmaus Homes Standardized New Hire Training with a Realistic Adaptive Solutions Lab >
8 essential safety policies for your workplace
If you don’t have any written safety policies – or haven’t reviewed them in a while – where do you start? We’ve got you covered with the most critical safety policies for any workplace, regardless of industry.
1. Incident reporting policy
An incident reporting policy outlines your expectations when an employee experiences a safety incident at work.
Your incident reporting policy should include:
- Immediate reporting requirements for all injuries, no matter how minor
- Near-miss reporting procedures for incidents where no one gets hurt
- Investigation protocols to identify root causes and prevent recurrence
- Documentation standards for consistent record-keeping
- Contact information for supervisors, HR, and emergency services
Employees should know they need to report on-the-job injuries quickly, but this policy goes beyond injury reporting. Conducting investigations for all incidents will arm you with the most information to make safety improvements and prevent injuries from happening at all.
⏬ Download: Incident reporting policy >
2. Alcohol and substance use policy
It might seem like a given that you expect your employees to come to work free from the effects of drugs and alcohol. However, you still need a substance use policy outlining your expectations.
Key elements of a substance use policy:
- Prohibited substances: Illegal drugs, alcohol, and misuse of prescription drugs
- Testing procedures: Pre-employment, random, reasonable suspicion, and post-incident testing
- Timeline: Timeframe for post-incident testing (we recommend within 24 hours of the incident) and follow-up on positive test results
- Consequences: Progressive discipline for violations
- Employee assistance: Resources for employees seeking help with substance abuse
- Confidentiality: How test results and related information will be handled
This policy is also a great avenue to inform your employees about your drug testing policy. Many organizations conduct testing under the following circumstances:
- Post-offer of employment
- Random
- Reasonable suspicion of intoxication
- Post-incident (injury or near miss)
Inform employees of these procedures and have them sign the policies in acknowledgement.
⏬ Download: Alcohol and substance use policy >
3. Personal protective equipment (PPE) policy
If your employees regularly do work that requires personal protective equipment, it’s smart to have a policy that states the circumstances under which employees must wear special gear and the proper ways to use it. It’s especially important to review this information with new hires who might not be used to wearing PPE.
Your PPE policy should specify:
- Required equipment for each job task or work area
- Proper selection criteria for different types of PPE
- Training requirements for proper use, care, and storage
- Inspection procedures to ensure equipment remains effective
- Replacement schedules and procedures
- Employee responsibilities for reporting damaged or inadequate equipment
⏬ Download: PPE safety rules >
4. Emergency response policy
Every workplace needs clear procedures for emergency situations. What qualifies as an “emergency”? Depending on your location and industry, this policy can span a range of situations, including:
- Fire and evacuation procedures
- Medical emergencies and first aid response
- Severe weather protocols
- Workplace violence prevention and response
- Chemical spills or hazardous material incidents
Your policy will vary based on the types of situations covered. Try to strike a balance between addressing all possibilities while keeping instructions high-level so employees can remember them during emergencies.
Important emergency response policy elements:
- Evacuation routes and assembly points
- Emergency contact information and chain of command
- Employee responsibilities during different emergencies
- Training requirements and drill schedules
- Equipment locations (first aid kits, fire extinguishers, AEDs)
⏬ Get started: Ready.gov’s Emergency Response Plan >
5. Safe driving policies
Chances are, a good portion of your employees drive a vehicle on or off the job.Because driving is so common – and so hazardous – we recommend several driving-related safety policies.
Your comprehensive driving policies should include:
- Distracted driving: Cell phone use, eating, grooming, and other distractions
- Defensive driving techniques: Following distance, speed management, weather precautions
- Seat belt requirements: 100% usage for all vehicle occupants
- Vehicle maintenance: Regular inspections and upkeep responsibilities
- Incident reporting: Procedures for accidents and violations
Safe driving training for all employees, regardless of role, can significantly reduce the risk of a vehicle accident.
⏬ Download: Safe driving policy | Defensive driving policy | Seat belt use policy | Company vehicle personal use policy
6. Lockout/tagout policy and procedures
A lockout/tagout program protects employees from the unexpected activation or release of energy from machinery. When you train employees on your company’s lockout/tagout procedures, be sure to have them sign an agreement to follow protocol every time they use hazardous equipment.
Essential lockout/tagout elements include:
- Energy source identification for all equipment
- Step-by-step procedures for each piece of equipment
- Authorized personnel who can perform lockout/tagout
- Training requirements for affected and authorized employees
- Periodic inspections to ensure procedures remain effective
⏬ Download: Lockout/tagout starter kit >
7. Transitional duty policy
A return to work program is an important part of claims management. A transitional duty policy lets your employees know that you support an earlier return to work by offering transitional or “light duty“ options if an injury prevents them from doing their regular job.
A thorough transitional duty policy covers:
- Available job modifications and alternative duties
- Duration limits for transitional work arrangements
- Medical clearance requirements and ongoing evaluations
- Communication procedures between employee, supervisor, and medical providers
- Benefits protection during transitional duty periods
⏬ Download: Transitional duty/return to work policy >
8. New hire safety training policy
New employees are statistically more likely to be injured on the job. Include safety training during onboarding to prevent incidents and introduce your strong safety culture from day one.
Key new hire training policy components:
- Orientation timeline and required training completion before work begins
- Role-specific safety requirements and training tailored to actual tasks and risks
- Pre-work safety orientation covering general workplace hazards and policies
- Hands-on demonstrations of safety equipment and emergency procedures
- Mentoring or buddy system for supervised initial work periods
- Regular refresher schedule (typically annual) and trigger events for retraining
New hire safety training sets the foundation for all other safety policies. When employees understand expectations from the beginning, they’re more likely to follow policies consistently throughout their employment.
⏬ Download: New hire safety toolkit >
Implementation priorities and next steps
Not sure where to start? These eight policies will benefit any workplace, but you don’t have to implement them all at once. Here’s how we’d prioritize them:
Priority 1: Foundational policies
- Incident reporting
- Alcohol and substance use
- Emergency response
- New hire training
Priority 2: Risk-specific policies
- PPE requirements based on your specific workplace hazards
- Driving policies if employees drive for work or travel between sites
- Lockout/tagout if you have machinery or energy sources
Priority 3: Program enhancement
- Transitional duty to improve claims outcomes and employee retention
☑️ The bottom line: Start with policies that address your highest-risk activities and legal requirements, then expand your program based on your specific workplace hazards and business needs.
Enforcing safety policies effectively: 3 best practices
Creating policies is just the first step. Enforcement determines whether they actually protect your people. The key is balancing individual accountability with organizational learning to build a stronger safety culture. The following three best practices will help you achieve that balance.
1. Investigation before action
When policy violations occur, start with an investigation rather than discipline. Often, what appears to be an employee’s choice actually reveals systemic issues. Seek to answer the following questions with an open mind:
- Was proper training provided, and is it still current?
- Are necessary tools and equipment available and in good condition?
- Do time pressures or productivity expectations create barriers to safe work?
- Is this happening with multiple employees, suggesting a system problem?
Approaching violations with curiosity rather than blame reveals opportunities for improvement and builds trust with employees.
📍 Read next: How to Lead a Safety Meeting: 4 Tips for Success >
2. Balanced enforcement approach
Addressing systemic causes of noncompliance doesn’t mean individuals aren’t held accountable for breaking the rules. Effective enforcement combines personal responsibility with organizational improvement.
For individual violations:
- Document everything
- Apply consistent consequences
- Follow progressive discipline: verbal warning, written warning, suspension, termination
For systemic issues:
- Update training
- Improve work procedures
- Address environmental barriers
- Increase supervision
When you fix the system issues that contribute to violations, you prevent future problems rather than just responding to them.
⏬ Download: Disciplinary Action Form | Incident Corrective Action Form
3. Legal protections and penalties
Some states allow penalties on work comp claims if the injured worker willingly violated a documented safety policy. These penalties typically reduce benefits by 25-50%. To qualify for these protections, you must have written policies, proper training documentation, and consistent enforcement records.
For detailed guidance on benefit reductions, download our Comprehensive Guide to Safety Rules, Policies, and Work Comp >
Building a safety culture that lasts
No one likes to be the “safety police,” but your safety rules exist to protect people. When you combine clear expectations, proper training, and consistent enforcement, safety becomes foundational to your workplace culture – not just a compliance checkbox.
“Safety is not separate from engagement. They’re absolutely connected at the hip,” noted Kevin Burns, author of PeopleWork: The Human Touch in Workplace Safety. “A highly engaged employee is more likely to be a highly safe employee, because they recognize that the action they take in this moment could have either a dire consequence or a brilliant result.”
Ready to elevate your safety culture beyond these eight policies? Explore our free safety resource library or plan a Safety Week for your company.
Frequently asked questions: safety policies
Most businesses need incident reporting, drug and alcohol policies, emergency response procedures, and new hire safety training. Legal requirements vary by industry and state.
Begin with the four foundational policies: incident reporting, substance use, emergency response, and new hire training. Add industry-specific policies like PPE, lockout/tagout, or driving policies based on your workplace hazards.
Yes. Written policies provide legal protection, ensure consistency, and are often required by regulations. They also help with work comp penalties if an employee violates documented safety rules.
Review safety policies annually and update them whenever regulations change, new hazards are identified, or incidents reveal gaps in your current policies.
In some states, work comp benefits can be reduced by 25-50% if the injured worker knowingly violated a written, trained, and enforced safety policy. This requires proper documentation of the policy and training.
Yes, but first investigate whether systemic issues contributed to the violation. Address any training gaps, equipment problems, or work pressures before taking disciplinary action.
Combine clear written policies, comprehensive training, consistent enforcement, and regular communication. Also address any workplace barriers that make compliance difficult.
New hire safety training is critical since new employees have higher injury rates. A new hire training policy should cover orientation timelines, role-specific training, and competency verification before employees begin work.