What the health and safety law poster and leaflet must contain

Regulation 3 of HSIER 1989, as amended by SI 2009/606, defines the "approved poster" and "approved leaflet". Only the post-2009 approved form satisfies the regulation 4 duty. The transitional period during which the pre-2009 poster could continue to be displayed expired on 5 April 2014. From 6 April 2014 onwards, a pre-2009 poster on a wall is — by itself — a breach.

The post-2009 approved poster and leaflet (HSIER reg.3)

Reg.3 HSIER 1989 (as amended 2009) — only the post-2009 approved form satisfies the duty; the pre-2009 transitional period ended 5 April 2014.

Regulation 3 HSIER 1989 (as amended by the Health and Safety Information for Employees (Amendment) Regulations 2009, SI 2009/606) sets out what the "approved poster" and "approved leaflet" mean. Following the 2009 amendment, HSE issued a new form: a single A2 poster (or A3 large-print version) and a pocket leaflet, both published as INDG455. The 2009 amendment included a transitional provision allowing employers to continue to display the pre-2009 form until **5 April 2014**. That transitional period has long since expired. From 6 April 2014 onwards only the post-2009 approved form satisfies regulation 4. A pre-2009 poster on a wall is not compliance — it is, by itself, a breach. The approved form must be obtained from HSE Books (or its official distributors) in Great Britain, or from HSENI in Northern Ireland. Photocopies, screenshots, third-party reproductions, and self-designed equivalents do not satisfy regulation 3, however accurate the text. The approved leaflet is also published in a number of languages other than English and in large-print and audio formats — these alternative HSE-issued formats do satisfy the duty.

What the approved form looks like

HSE publishes the approved poster and leaflet as INDG455. The current set comprises:

an A2 wall poster, with a large-print A3 variant;
a pocket leaflet equivalent in content;
HSE-issued translations into a number of languages other than English (including Welsh); and
large-print and audio formats for accessibility.

All HSE-issued formats are themselves "the approved form". A self-designed equivalent, photocopy, screenshot, or third-party reproduction is not, however accurate the text.

The two panels you must complete

The poster and the leaflet both carry two designated panels that you, as the employer, must complete under regulation 5:

the name and address of any safety representative appointed under SRSCR 1977 or representative of employee safety elected under HSCER 1996; and
the name and address of the Employment Medical Advisory Service (EMAS) office for your area.

If you have no representatives, leave the safety rep panel blank — but document the reason in your H&S file. EMAS office addresses are available from HSE.

Names of safety representatives and EMAS contact (HSIER reg.5)

Reg.5 HSIER 1989 — employer must enter the names and addresses of any safety representatives and the EMAS contact in the prescribed panels of the poster or leaflet.

Regulation 5 HSIER 1989 requires the employer to provide each employee — either by entering the information into the designated panel of the displayed poster, or by attaching it to each leaflet — with two pieces of further information: - the name and address of any safety representative appointed under the Safety Representatives and Safety Committees Regulations 1977 (SRSCR 1977), or any representative of employee safety elected under HSCER 1996, who represents that employee; and - the name and address of the Employment Medical Advisory Service (EMAS) office for the area. Both panels must be kept up to date. When a safety representative leaves, is replaced, or a new representative is elected, you must update the entry. Leaving the safety-rep panel blank when you in fact have appointed or elected representatives is a breach in itself, separate from the reg.4 duty to display. Employers with no safety representatives and no elected representatives of employee safety can leave the safety-rep panel blank — but should keep evidence of why no representatives are in place (typically: direct consultation under HSCER 1996 reg.3).

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What the health and safety law poster and leaflet must contain

What the approved form looks like

The two panels you must complete

Compliance Assistant

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What the approved form looks like

The two panels you must complete

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