Introduction to this document

Coronavirus - letter explaining control measures taken

Where you’ve followed the government’s guidance on working safely during coronavirus applicable to your type of workplace, it’s worth writing to staff to reassure them about what control measures you’ve taken.

Control measures

According to the government’s guidance, one of the priority actions that you can take to protect your staff and customers from coronavirus is to complete a health and safety risk assessment that includes the risk from COVID-19 and then share it with your staff. Once you’ve done that, you’ll then proceed to put in place a series of physical control measures designed to mitigate the risk of coronavirus transmission in the workplace. Our Letter Explaining Control Measures Taken enables you to set out to your staff, in list form, a summary of the temporary measures you’ve taken or are in the process of implementing. You’ll need to add to or amend our list according to your particular type of workplace, your own business circumstances and the outcome of your risk assessment. There’s an option to include with the letter a copy of the results of your risk assessment. Our letter also asks the employee to contact you if they have any concerns they’d like to discuss prior to their future return to work.

Consultation

Where you don’t have trade union-appointed safety representatives in place, you have a duty under the Health and Safety (Consultation with Employees) Regulations 1996 to provide information to and consult with staff on matters relating to their health and safety at work, including on the introduction of any measure at the workplace which may substantially affect their health and safety, and you can either consult with your employees directly (often effective if your business is only small) or through elected employee representatives. Our letter therefore envisages that you carried out your risk assessment in consultation with the relevant representatives. The functions of the employee representatives are to make representations to you on potential hazards at the workplace that could affect the employees they represent, and on general matters affecting the health and safety at work of these employees, so it’s important they’re involved here.