Occupational Health and Safety Act Section 7: Health and Safety Policy

What Does Section 7 of the OHS Act Say?

Section 7 states:

The Chief Inspector may direct an employer to prepare a written policy concerning the protection of the health and safety of employees at work, including a description of the organisation and the arrangements for carrying out and reviewing that policy.

The section further requires that:

• The policy must be in writing.
• The policy must include arrangements for implementing and reviewing health and safety measures.
• The policy must be signed by the Chief Executive Officer (CEO).
• The policy must be prominently displayed where employees normally report for duty.
• The policy must be available for employees to see and understand.

While Section 7 refers to situations where the Chief Inspector directs an employer to prepare a policy, in practice every responsible employer should have a documented Health and Safety Policy. It is one of the most important documents in any safety management system and demonstrates management commitment to compliance with the Occupational Health and Safety Act.

Why Is a Health and Safety Policy Important?

Every successful organisation operates according to rules, procedures, and standards. Health and safety should be no different.

Without a clearly communicated Health and Safety Policy:

• Employees may not understand management's safety expectations.
• Responsibilities become unclear.
• Unsafe behaviour becomes difficult to address consistently.
• Safety objectives lack direction.
• Compliance efforts become fragmented.
• Organisations struggle to demonstrate due diligence during audits, inspections, or incident investigations.

A well-written policy provides a framework for how health and safety will be managed throughout the organisation.

It establishes:

• The organisation's safety philosophy.
• The responsibilities of management and employees.
• Safety objectives and commitments.
• Procedures for managing risks.
• Expectations for compliance and continuous improvement.

Most importantly, it demonstrates that health and safety is treated with the same importance as productivity, quality, and profitability.

What Should Be Included in a Health and Safety Policy?

Although the OHS Act does not prescribe a specific format, a compliant and effective policy should include the following key elements.

1. Description of the Organisation

The policy should briefly explain:

• What the company does.
• The nature of its operations.
• The environments in which employees work.
• The types of risks typically encountered.

This ensures the policy is relevant to the organisation's activities rather than being a generic template copied from another business.

2. Management Commitment

The policy should clearly state management's commitment to:

• Providing a safe and healthy workplace.
• Preventing injuries and occupational illnesses.
• Eliminating or reducing workplace hazards.
• Complying with legal requirements.
• Continually improving health and safety performance.

3. Legal Compliance Commitment

The policy should specifically acknowledge compliance with:

• The Occupational Health and Safety Act 85 of 1993.
• Applicable regulations issued under the Act.
• Relevant standards and client requirements where applicable.

4. Employee Rights

Employees should be assured that they have the right to:

• Work in a safe environment.
• Receive adequate information, instruction, training, and supervision.
• Report hazards without fear of victimisation.
• Participate in workplace health and safety initiatives.

5. Responsibilities and Accountability

The policy should clearly define responsibilities for:

• Directors and senior management.
• Supervisors and line management.
• Health and Safety Representatives.
• Health and Safety Committees.
• Employees.
• Contractors where applicable.

Clear accountability is essential for effective implementation.

6. Risk Management Commitment

The policy should commit the organisation to:

• Conducting risk assessments.
• Identifying hazards.
• Implementing control measures.
• Monitoring workplace conditions.
• Reviewing controls regularly.

7. Training and Communication

The policy should confirm that employees will receive:

• Induction training.
• Task-specific training.
• Toolbox talks and awareness programmes.
• Information relating to workplace hazards and controls.

8. Incident Reporting and Investigation

The organisation should commit to:

• Reporting incidents.
• Investigating incidents.
• Identifying root causes.
• Implementing corrective actions.
• Preventing recurrence.

9. Continuous Improvement

A strong Health and Safety Policy should demonstrate commitment to:

• Regular inspections.
• Internal audits.
• Management reviews.
• Ongoing improvements to systems and procedures.

10. CEO Signature and Date

Section 7 specifically requires the policy to be signed by the Chief Executive Officer.

The CEO's signature demonstrates that health and safety is supported at the highest level of the organisation and is not simply a responsibility delegated to the safety department.

How Often Should a Health and Safety Policy Be Reviewed?

One of the most overlooked requirements of Section 7 is the requirement for arrangements to review the policy.

A Health and Safety Policy should never be treated as a document that is written once and forgotten.

As a minimum, organisations should review their Health and Safety Policy:

• Annually.
• Following significant organisational changes.
• Following major incidents or serious injuries.
• Following changes in legislation.
• Following changes in processes, equipment, or work activities.
• Following audit findings indicating deficiencies in the management system.

A review does not always mean the policy must be rewritten. However, management should formally assess whether the policy remains:

• Relevant.
• Effective.
• Legally compliant.
• Suitable for current operations.

The review date should be recorded and documented as part of the organisation's document control process.

Common Mistakes Employers Make

During audits and inspections, several recurring issues are often identified:

Generic Policies

Many organisations use copied templates that bear little resemblance to their actual operations.

A Health and Safety Policy should reflect the specific risks and activities of the business.

Missing CEO Signatures

Unsigned policies do not demonstrate management commitment and may raise questions regarding implementation.

No Review Dates

Policies often remain unchanged for years despite significant operational changes.

Poor Communication

Employees frequently have no knowledge of the policy's contents because it has never been communicated effectively.

Not Displayed in the Workplace

Section 7 specifically requires the policy to be prominently displayed where employees normally report for service.

Policy Not Reflected in Practice

Some organisations have excellent policies on paper but fail to implement the commitments made within them.

Remember: during an incident investigation, regulators may compare the organisation's actions against the commitments contained in its own Health and Safety Policy.

A Health and Safety Policy Is More Than Compliance

The true value of a Health and Safety Policy extends far beyond legal compliance.

An effective policy:

• Creates a clear safety culture.
• Establishes expectations.
• Defines accountability.
• Improves communication.
• Supports risk management.
• Demonstrates leadership commitment.
• Provides a foundation for all other health and safety systems.

In many respects, it is the document that sets the tone for the entire organisation's approach to occupational health and safety.

How Zenith Safety Consultants Can Help

Many companies either do not have a compliant Health and Safety Policy or rely on outdated templates that no longer reflect their operations.

At ZSC (Zenith Safety Consultants), we assist organisations by:

• Drafting legally compliant Health and Safety Policies.
• Reviewing existing policies for compliance gaps.
• Aligning policies with company operations and risk profiles.
• Implementing document review systems.
• Assisting with communication and workforce awareness.
• Integrating policies into broader Health and Safety Management Systems.

A Health and Safety Policy should not simply satisfy a legal requirement—it should become a practical management tool that drives workplace safety performance.

Section 7 of the Occupational Health and Safety Act may be relatively short, but its importance cannot be overstated.

A properly developed, signed, communicated, displayed, and regularly reviewed Health and Safety Policy demonstrates leadership commitment and provides the foundation upon which an effective safety management system is built.

If your policy has not been reviewed recently, is missing a CEO signature, or no longer reflects your operations, now is the time to address it.

Because a Health and Safety Policy should be more than a document on the wall—it should be the roadmap that guides your organisation's commitment to health and safety every day.

Contact Zenith Safety Consultants to ensure your site documentation and safety practices are practical, compliant and suitable for the work being performed.