Health and safety policy for tenders: what buyers expect

By the companypolicies.ai team, published by Spire Trade Advisors Ltd · Published 28 September 2026 · Last updated 2 October 2026 · 7 min read

In short

Employers with five or more employees must have a written health and safety policy under the Health and Safety at Work etc. Act 1974. Public-sector buyers ask bidders of every size for one, together with evidence of risk assessment, training and incident reporting.

The legal requirement

Section 2(3) of the Health and Safety at Work etc. Act 1974 requires employers to prepare, revise as often as appropriate, and bring to employees' attention a written statement of their health and safety policy and arrangements. Employers with fewer than five employees are exempt from writing it down, but buyers will still ask.

The three parts HSE expects

Statement of intent: your commitment, signed by the most senior person.
Responsibilities: named people and what they do.
Arrangements: how you manage risk: risk assessment, training, accident reporting, first aid, fire, consultation and monitoring.

Questions buyers commonly ask

Provide your health and safety policy, signed and dated within the last 12 months.
Who is your competent health and safety adviser? (The Management Regulations 1999 require access to competent assistance.)
Have you had any RIDDOR-reportable incidents, HSE enforcement notices or prosecutions in the last three years?
How do you assess risks and brief them to staff and subcontractors?
For construction: how do you meet your duties under CDM 2015?

Supporting documents that strengthen your answer

Depending on the work: COSHH, working at height, lone working, asbestos awareness and emergency procedures. Construction buyers may also accept membership of an SSIP-recognised scheme as evidence.

How to answer a PSQ health and safety question

Questionnaires based on the government's Procurement Specific Questionnaire often include a pass/fail question asking you to describe the arrangements you have to manage health and safety and control the significant risks of the contract, including risks from contractors, within a word limit (500 words is common).

Answer it from your policy: who is responsible, how you assess and brief risks for this kind of work, training and competence, how you select and monitor subcontractors, how incidents are reported and learned from, and how often you review. Keep it specific to the contract and consistent with the policy you attach.

Get it done

Create a branded health and safety policy in minutes, or cover every document above with the complete bundle. Not sure what else your tender needs? Run the free tender policy checker.

Frequently asked questions

Do I need a health and safety policy if I have fewer than five employees?

The legal duty to write it down applies at five or more employees. Below that you still have to manage health and safety, and public-sector buyers routinely ask every bidder for a written policy, so it is worth having one.

Does SSIP membership replace a health and safety policy?

No. Many construction buyers accept membership of an SSIP-recognised scheme as evidence for the health and safety part of pre-qualification, but the assessment itself checks your policy and arrangements, so you still need a current, signed policy.

How often should the policy be reviewed?

The Act requires you to revise it as often as appropriate. Most organisations review it at least annually and after significant changes or incidents. Buyers commonly look for a signature and date within the last 12 months.

Related guides

Sources

Written and reviewed by the companypolicies.ai team at Spire Trade Advisors Ltd, using the official sources listed above; last checked 2 October 2026. General information, not legal advice. Procurement rules and guidance change, and individual tenders set their own requirements; always check the procurement documents and current GOV.UK guidance.