First Aid Policy (England & Wales)
Health and Safety (First-Aid) Regulations 1981
[Company Name]
[Company Street], [Company City], [Company Postcode]
Effective Date: [Policy Date]
1. LEGAL REQUIREMENTS
1.1 This First Aid Policy is issued by [Company Name] in compliance with the Health and Safety (First-Aid) Regulations 1981 (SI 1981/917), the Health and Safety at Work etc. Act 1974 (HSWA 1974) section 2, and the Management of Health and Safety at Work Regulations 1999 (MHSW 1999). This policy has been prepared with reference to the HSE Approved Code of Practice and Guidance: First Aid at Work (L74).
1.2 Under Regulation 3 of the Health and Safety (First-Aid) Regulations 1981, [Company Name] is required to provide, or ensure that there are provided, such equipment and facilities as are adequate and appropriate in the circumstances for enabling first aid to be rendered to employees if they are injured or become ill at work.
1.3 Under Regulation 3(2), [Company Name] is required to ensure that an adequate number of suitable persons are available to render first aid to employees if they are injured or become ill at work.
1.4 Under section 2(3) of the Health and Safety at Work etc. Act 1974, this written First Aid Policy forms part of [Company Name]'s wider health and safety management arrangements.
2. SCOPE AND APPLICATION
2.1 This policy applies to all employees, workers, contractors, and visitors at [Company Name]'s workplace described as a [Workplace Type], located at [Company Street], [Company City], [Company Postcode].
2.2 The workplace currently employs approximately [Number of Employees] employees. First aid provision has been assessed as adequate and appropriate having regard to the nature of the work undertaken, the number of employees, and the risks identified in the workplace first aid needs assessment.
2.3 This policy applies during all normal working hours and, to the extent that first aiders or appointed persons are present, during overtime and other periods when employees may be at the workplace.
3. FIRST AID PROVISION
3.1 [Company Name] has conducted a first aid needs assessment in accordance with the HSE Approved Code of Practice L74. The assessment has taken into account the hazards and risks present at the [Workplace Type], the number of employees, the working hours and shift patterns, and the location of the nearest hospital accident and emergency department.
3.2 Based on the needs assessment, the following first aid provision has been established and is maintained at the workplace:
- Qualified first aiders holding a current first aid at work (FAW) or emergency first aid at work (EFAW) certificate issued by an HSE-approved training provider.
- First aid appointed persons available to take charge in the absence of a qualified first aider.
- Stocked first aid kits located at accessible points throughout the workplace.
- Clearly displayed notices identifying first aiders, appointed persons, and the location of first aid equipment.
- A record of first aid incidents maintained in the workplace accident book.
3.3 First aid provision will be kept under review and updated whenever there is a significant change in the nature of the work undertaken, the number of employees, or the layout of the workplace.
4. FIRST AIDERS AND APPOINTED PERSONS
4.1 The following qualified first aiders are currently appointed at [Company Name]:
[First Aider Names]
4.2 The following persons have been appointed as first aid appointed persons under Regulation 3(3) of the Health and Safety (First-Aid) Regulations 1981. Appointed persons are responsible for calling the emergency services, taking charge of the first aid equipment, and ensuring that first aid provision is maintained when no first aider is available:
[Appointed Person Names]
4.3 The names and locations of all first aiders and appointed persons are displayed on the first aid notice boards throughout the workplace. These notices are updated promptly whenever there is any change in personnel.
4.4 [Company Name] will ensure that first aid cover is maintained at all times during working hours, including during periods of annual leave, sickness absence, and other absences of first aiders or appointed persons.
5. FIRST AID EQUIPMENT AND FACILITIES
5.1 First aid kits are maintained and located at the following positions within the workplace:
[First Aid Kit Locations]
5.2 All first aid kits contain at minimum the items specified in the HSE guidance on first aid kits, including disposable gloves, sterile dressings, bandages, eye wash, and an HSE-approved first aid guidance card. First aid kits are inspected regularly by the appointed first aider or appointed person and replenished following use.
5.3 First aid kits do not contain medications. The administration of medications is not within the scope of first aid under the Health and Safety (First-Aid) Regulations 1981, unless a specific risk assessment and employer authorisation is in place for a particular workplace need.
6. EMERGENCY PROCEDURES
6.1 The nearest hospital with an Accident and Emergency (A&E) department is:
[Nearest Hospital Name], [Nearest Hospital Address]
6.2 In the event of any injury or medical emergency at the workplace, the following procedure must be followed:
[Emergency Contact Procedure]
6.3 All employees must familiarise themselves with this emergency procedure. The procedure is displayed on first aid notice boards at key locations throughout the workplace. Employees should not attempt to move an injured person unless there is an immediate danger to life, and should not administer any medication.
6.4 In the event of a fatality or serious injury, [Company Name] will notify the Health and Safety Executive (HSE) as required by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) (SI 2013/1471). The responsible person for RIDDOR reporting is the policy owner identified in section 11 of this policy.
7. FIRST AID TRAINING
7.1 All first aiders at [Company Name] are required to hold a current first aid at work (FAW) certificate or emergency first aid at work (EFAW) certificate issued by an HSE-approved training provider, in accordance with the requirements of the Health and Safety (First-Aid) Regulations 1981 and Schedule 2 to those Regulations.
7.2 First aid training is provided by: [Training Provider].
7.3 FAW and EFAW certificates are valid for three years. All first aider certificates must be renewed before expiry to ensure continued compliance with the Regulations. The next scheduled training renewal date is: [Training Renewal Date].
7.4 [Company Name] will fund all first aid training required to comply with the Regulations. Employees undertaking first aid training will do so during working hours and will receive their normal pay.
7.5 Appointed persons are not required to hold a first aid at work certificate but are expected to have a basic understanding of emergency first aid procedures and the operation of first aid equipment.
8. RECORD KEEPING
8.1 [Company Name] maintains an accident book at the workplace in accordance with the Social Security (Claims and Payments) Regulations 1979. All incidents in which first aid is administered must be recorded in the accident book as soon as practicable after the incident.
8.2 The accident book record must include: the date, time, and place of the incident; the name and job title of the injured person; a description of the injury or condition; the first aid treatment given; the name of the first aider or appointed person who attended; whether the person was taken to hospital; and the name and signature of the person completing the record.
8.3 Accident records are retained for a minimum of three years from the date of the incident in accordance with the Limitation Act 1980. Records relating to injuries to employees under the age of 18 are retained until the individual reaches the age of 21. Records are stored securely and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
8.4 Where an incident is required to be reported under RIDDOR, a separate report will be made to the HSE in addition to the workplace accident record.
9. ABSENCE OF FIRST AIDERS
9.1 When a qualified first aider is absent from the workplace (for example, due to annual leave, sickness absence, or other reasons), [Company Name] will ensure that adequate first aid cover is maintained at all times by: deploying another qualified first aider who is on site; or ensuring that an appointed person is available to take charge and call the emergency services if required.
9.2 First aiders and appointed persons are required to inform their line manager and the policy owner of any planned absence as soon as practicable so that alternative cover arrangements can be made.
9.3 If, in exceptional circumstances, no first aider or appointed person can be present during working hours, the manager responsible for the affected work area must undertake a risk assessment to determine whether work should continue and, if so, what alternative arrangements are appropriate.
10. RESPONSIBILITIES
10.1 [Company Name] (Employer) will: ensure that the first aid needs assessment is kept up to date; provide adequate first aid equipment, facilities, and trained personnel; fund all necessary first aid training; ensure that first aid notices are displayed prominently; and review this policy at least annually.
10.2 First Aiders will: provide prompt and competent first aid to any person who is injured or becomes ill at the workplace; call the emergency services when required; maintain and inspect first aid kits and equipment; and complete accident records accurately and promptly.
10.3 Appointed Persons will: take charge in an emergency in the absence of a qualified first aider; call the emergency services and provide initial assistance; and ensure that first aid equipment is accessible and stocked.
10.4 All Employees will: familiarise themselves with first aid arrangements and emergency procedures; report any injuries or illnesses to a first aider or appointed person immediately; co-operate with the employer's health and safety arrangements; and not misuse or interfere with first aid equipment.
11. POLICY REVIEW
11.1 This First Aid Policy will be reviewed by the policy owner at least annually, or sooner in the event of any significant change in the workplace, the workforce, the nature of the work undertaken, or following any first aid incident that highlights a deficiency in current provision.
11.2 The policy owner responsible for the maintenance and review of this policy is: [Policy Owner Name].
11.3 The next scheduled review date is: [Review Date].
11.4 Any amendments to this policy will be communicated to all employees and the updated policy will be posted on the workplace health and safety notice board.
12. POLICY APPROVAL
This First Aid Policy has been reviewed and approved on [Policy Date] by [Policy Owner Name] on behalf of [Company Name].
This policy complies with the Health and Safety (First-Aid) Regulations 1981 (SI 1981/917), the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and the HSE Approved Code of Practice and Guidance: First Aid at Work (L74).
Policy Owner
[Policy Owner Name]
Signature
Date: ________________
What Is a First Aid Policy (England & Wales)?
A First Aid Policy in the United Kingdom sets out the standards, responsibilities, and procedures the organisation expects everyone to follow.
Regulation 3 of the 1981 Regulations imposes a duty on every employer to provide, or confirm that there are provided, equipment and facilities that are adequate and appropriate in the circumstances for enabling first aid to be rendered to employees who are injured or become ill at work. Regulation 3(2) further requires employers to confirm that an adequate number of suitable persons are available at all times when employees are at work to administer first aid. Regulation 4 places an obligation on employers to inform employees of the first aid arrangements, including the names of first aiders and appointed persons and the locations of first aid equipment.
The Management of Health and Safety at Work Regulations 1999 (MHSW 1999) supplement the 1981 Regulations by requiring employers to conduct a suitable and sufficient risk assessment of the hazards and risks present at the workplace. This includes a first aid needs assessment, which forms the basis for determining what first aid provision is required. Under section 2(3) of HSWA 1974, employers with five or more employees must also prepare a written statement of their general policy with respect to health and safety, and a First Aid Policy is an essential component of that wider health and safety management framework.
The HSE Approved Code of Practice L74 provides detailed guidance on how employers should approach their first aid needs assessment and what constitutes adequate first aid provision for different types of workplace. Whilst failure to follow an Approved Code of Practice is not itself a criminal offence, the Health and Safety at Work etc. Act 1974 provides that if it is proved that a defendant failed to observe any provision of an approved code of practice and the proceeding relates to a matter in respect of which the code was approved, that failure is taken as proof of failure to comply with the relevant statutory provision, unless the court is satisfied that the requirement was complied with in some other equally effective way. A well-drafted, current First Aid Policy is therefore the primary mechanism through which employers demonstrate compliance with their legal obligations.
When Do You Need a First Aid Policy (England & Wales)?
A First Aid Policy is required whenever an organisation employs staff in England and Wales. The legal duty under Regulation 3 of the Health and Safety (First-Aid) Regulations 1981 applies to all employers, regardless of the size of the workforce or the nature of the work. Even a sole trader who employs a single member of staff must comply with the Regulations, although the level of provision required will be proportionate to the risks involved.
A formal written First Aid Policy is particularly important in the following circumstances. It is essential for any employer with five or more employees, since section 2(3) of the Health and Safety at Work etc. Act 1974 requires a written health and safety policy for workplaces of this size. The First Aid Policy is an integral part of that documented health and safety management system. Employers in higher-hazard environments — such as construction sites, manufacturing facilities, warehouses, care homes, and schools — have a heightened obligation under both the 1981 Regulations and the Management of Health and Safety at Work Regulations 1999 to conduct a thorough first aid needs assessment and to document the resulting provision in a written policy.
A First Aid Policy is also required when there has been a significant change in the workplace that could affect first aid needs — for example, an increase or decrease in the number of employees, a change in the nature of the work undertaken, a change in working hours or shift patterns, or a change in the physical layout of the premises. The HSE Approved Code of Practice L74 recommends that the first aid needs assessment and the resulting policy be reviewed regularly, and at least annually.
Following a RIDDOR-reportable incident (under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013), the HSE may inspect the workplace and require the employer to produce evidence of its first aid arrangements. A documented First Aid Policy is the primary evidence that an employer can produce to demonstrate compliance. Similarly, in the event of an employers' liability insurance claim arising from a workplace injury, the insurer will typically request evidence of the employer's first aid policy and procedures.
For organisations that provide services to clients on their premises — such as retailers, hospitality businesses, and event venues — a First Aid Policy is also important in relation to duties owed to non-employees. Under section 3 of the Health and Safety at Work etc. Act 1974, employers have a duty to conduct their undertaking in such a way as to confirm, so far as is reasonably practicable, that persons not in their employment who may be affected are not exposed to risks to their health or safety. Whilst the 1981 Regulations technically apply only to provision for employees, first aid provision that is adequate for the workforce will generally also benefit visitors and members of the public in an emergency.
What to Include in Your First Aid Policy (England & Wales)
A thorough First Aid Policy for a workplace in England and Wales must contain several essential elements that together demonstrate compliance with the Health and Safety (First-Aid) Regulations 1981 and the HSE Approved Code of Practice L74.
The first aid needs assessment provides the foundation for the entire policy. Under the Management of Health and Safety at Work Regulations 1999, employers must conduct a suitable and sufficient risk assessment, and the HSE guidance in L74 specifies that this must include an assessment of first aid needs having regard to: the hazards and risks at the workplace, the size of the workforce and its distribution, the nature of the work and whether it involves higher-hazard activities, the location of the workplace in relation to emergency services and hospitals, and whether the workplace operates shift patterns that require first aid cover at all times.
The appointment of first aiders and appointed persons must be clearly documented. The policy should identify by name all qualified first aiders (specifying whether they hold a first aid at work or emergency first aid at work certificate) and all appointed persons, together with the areas of the workplace for which they are responsible. Under Regulation 4 of the 1981 Regulations, employers are required to inform employees of these arrangements.
First aid equipment and facilities must be described, including the location of all first aid kits, first aid rooms (if any), and automated external defibrillators. The policy should specify the minimum contents of each first aid kit, the schedule for inspecting and replenishing kits, and the person responsible for maintaining the equipment.
Emergency procedures form a critical component of the policy. The policy must set out the step-by-step actions that employees should take in the event of a serious injury or medical emergency, including the procedure for calling the emergency services, how to direct ambulance crews to the workplace, and who to notify within the organisation. The name and address of the nearest hospital accident and emergency department should be prominently recorded.
Training requirements and renewal schedules must be documented. The policy should specify which employees are required to hold first aid qualifications, which training provider is used, and when certificates must be renewed. FAW and EFAW certificates are valid for three years under the Regulations.
Record-keeping obligations must be addressed, including the accident book arrangements, the obligation to report specified incidents to the HSE under RIDDOR, and the data protection considerations that apply to accident records under the UK GDPR and the Data Protection Act 2018.
Finally, the policy must clearly assign responsibilities for first aid provision to specific roles within the organisation, identify the policy owner responsible for keeping the policy under review, and specify the review date. The forms-legal.com First Aid Policy (England & Wales) template covers the mandatory elements under Companies Act 2006.
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Forms Legal. (2026). First Aid Policy (England & Wales) (United Kingdom) [Legal document template]. Forms Legal. https://forms-legal.com/uk/business/policies/first-aid-policy-uk
"First Aid Policy (England & Wales) (United Kingdom)." Forms Legal, 2026, https://forms-legal.com/uk/business/policies/first-aid-policy-uk.
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title = {First Aid Policy (England & Wales) (United Kingdom)},
year = {2026},
howpublished = {\url{https://forms-legal.com/uk/business/policies/first-aid-policy-uk}},
note = {Free legal document template. Based on Companies Act 2006}
}Also available for these jurisdictions:
Frequently Asked Questions
Yes. Under Regulation 3 of the Health and Safety (First-Aid) Regulations 1981 (SI 1981/917), every employer must provide, or confirm there are provided, equipment and facilities adequate and appropriate to enable first aid to be rendered to employees who are injured or become ill at work. Whilst the Regulations do not expressly require a written policy in every case, the HSE Approved Code of Practice and Guidance: First Aid at Work (L74) strongly recommends that employers record their first aid arrangements in a written policy to demonstrate compliance with the Regulations and with section 2 of the Health and Safety at Work etc. Act 1974. For employers with five or more employees, section 2(3) of HSWA 1974 requires a written health and safety policy, and a First Aid Policy forms an essential part of that wider policy framework. The Management of Health and Safety at Work Regulations 1999 (MHSW 1999) also require employers to conduct a formal first aid needs assessment and to document the outcomes. In practice, maintaining a written First Aid Policy is the clearest way to demonstrate to the HSE, an Employment Tribunal, or an insurer that the employer has taken its legal obligations seriously.
The Health and Safety (First-Aid) Regulations 1981 do not specify a fixed ratio of first aiders to employees. Instead, Regulation 3(1) requires employers to provide first aid personnel that are adequate and appropriate in the circumstances. The HSE Approved Code of Practice L74 sets out factors that employers must take into account when conducting a first aid needs assessment: the nature of the work and the hazards and risks present, the number of employees and their distribution across the site, the location of the workplace and proximity to emergency services, whether the workplace operates shift patterns, the presence of non-employees such as members of the public, and whether employees work at remote locations. The HSE guidance in L74 suggests broad benchmarks — for example, for lower-hazard workplaces such as offices with 25 to 50 employees, at least one first aider holding an emergency first aid at work (EFAW) certificate is appropriate. For higher-hazard workplaces such as factories or construction sites with 5 to 50 employees, at least one first aider with a full first aid at work (FAW) certificate is recommended. These are indicative figures only — the first aid needs assessment for the specific workplace is the definitive guide. Appointed persons (who do not need a first aid qualification) are sufficient only for very low-hazard workplaces with a small number of employees.
Under the Health and Safety (First-Aid) Regulations 1981, the distinction between a first aider and an appointed person is defined by training and role. A first aider is an employee who holds a valid first aid at work (FAW) certificate or, where the needs assessment indicates it is sufficient, an emergency first aid at work (EFAW) certificate, issued by an HSE-approved training provider. FAW certificates are valid for three years and cover a wide range of first aid situations including cardiopulmonary resuscitation (CPR), management of unconsciousness, bleeding, fractures, burns, and other injuries. EFAW certificates are also valid for three years and cover the core skills of CPR and management of an unconscious casualty but are more limited in scope. An appointed person, by contrast, does not need to hold a first aid qualification. Their role under Regulation 3(3) is to take charge of first aid arrangements in the absence of a first aider, to call the emergency services, and to look after the first aid equipment. Appointed persons are appropriate for lower-risk workplaces where the needs assessment does not require a qualified first aider to be present at all times, or as cover for periods when a first aider is absent. Employers with higher-risk activities or a larger workforce will generally need one or more qualified first aiders, not just appointed persons.
The Social Security (Claims and Payments) Regulations 1979 require employers with ten or more employees to keep an accident book at the workplace. The HSE strongly recommends that all employers, regardless of size, maintain a record of all workplace accidents, injuries, and first aid incidents. The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) (SI 2013/1471) also require employers to keep records of specified incidents for at least three years. Each entry in the accident book should record: the date, time, and precise location of the incident; the full name and job title of the injured person; a detailed description of what happened and the nature of the injury or condition; the first aid treatment given and by whom; whether the person was taken to hospital; and the name and signature of the person completing the record. The accident book must be kept securely and entries must be accessible only to those who need to see them, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Completed accident books should be retained for at least three years. Records relating to injuries suffered by persons under the age of 18 must be kept until they reach the age of 21.
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) (SI 2013/1471) require employers, the self-employed, and persons in control of work premises to report specified categories of workplace injury and incident to the Health and Safety Executive (HSE). The categories of reportable incident include: deaths of workers or non-workers resulting from a work-related accident; specified injuries to workers (which include fractures other than to fingers, thumbs or toes, amputations, injuries resulting in loss of sight, crush injuries to the head or torso causing damage to the brain or internal organs, burns covering more than 10 per cent of the body, and any other injury resulting in loss of consciousness or requiring resuscitation); over-seven-day incapacitation injuries (where the worker is incapacitated from their normal work for more than seven consecutive days following the accident, not counting the day of the accident itself); injuries to non-workers (members of the public or others not at work) where they are taken from the scene to a hospital; occupational diseases including carpal tunnel syndrome, cramp of the hand or forearm due to repetitive work, occupational dermatitis, hand-arm vibration syndrome, and occupational asthma; and dangerous occurrences (near misses from a prescribed list). Reportable incidents involving death or specified injuries must be reported to the HSE without delay online or by telephone. Over-seven-day injuries must be reported within 15 days. Records of all RIDDOR incidents must be kept for at least three years.
As of the current law in England and Wales, employers are not generally required by statute to provide an automated external defibrillator (AED) at the workplace. The Health and Safety (First-Aid) Regulations 1981 require equipment and facilities that are adequate and appropriate in the circumstances, and the HSE Approved Code of Practice L74 does not mandate AED provision as a standard first aid requirement. However, the HSE encourages employers to consider providing an AED where the first aid needs assessment indicates that it would be appropriate — for example, where the workforce is large, where employees carry out strenuous physical work, where the workplace is remote from emergency services, or where statistics indicate a higher risk of cardiac events. In addition, where an employer decides to provide an AED, the Health and Safety at Work etc. Act 1974 imposes a duty to confirm that it is properly maintained, that sufficient numbers of employees are trained in its use, and that its location is clearly signposted. Following the Health and Care Act 2022, all maintained schools in England are required to have a defibrillator on site, which represents a sector-specific statutory requirement that goes beyond the general first aid regulations. Employers in other sectors should consider AED provision as part of a detailed first aid needs assessment.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
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