Keeping cool — employers’ legal duties during hot weather

As Brits, we do love to complain about the weather — but with current temperatures soaring into the 30’s in some parts of the UK and with predictions that the UK should expect increasingly frequent heatwaves, this is more than just small talk. Employers must be vigilant and take proactive steps to protect their workforce from the risks associated with extreme heat. 

Legal framework

Under the Health and Safety at Work etc. Act 1974, employers have a duty to ensure, so far as is reasonably practicable, the health, safety and welfare of their employees. This includes managing risks posed by high temperatures. 

The Workplace (Health, Safety and Welfare) Regulations 1992 further require that indoor workplaces maintain a “reasonable” temperature during working hours.

Whilst there is no legally defined minimum or maximum workplace temperature, HSE guidance suggests a reasonable minimum working temperature of at least 16°C (or 13°C for strenuous work) for indoor workplaces. There is no specific guidance on maximum temperatures, but employers are expected to assess and control risks from heat just as they would any other hazard.

Key responsibilities for employers during hot weather

To safeguard employee welfare during hot weather, employers should consider the following practical measures: 

Conduct risk assessments 

• Evaluate and monitor the impact of high temperatures, particularly for outdoor workers or those working in poorly ventilated environments.
• Consider vulnerable employees, including those who are pregnant, disabled, have health conditions, take medication and are particularly sensitive to heat.

Provide adequate ventilation and cooling

• Use fans (desk, pedestal or ceiling mounted), air conditioning and natural ventilation to maintain comfortable temperatures
• Ensure windows can be opened to improve airflow

Offer sufficient shade

• Install blinds or reflective window film to reduce indoor heat.
• Provide shaded rest areas and protective clothing (e.g. hats) for outdoor workers.

Adapt the workplace layout 

• Position workstations away from direct sunlight or heat sources.
• Insulate hot surfaces such as pipes and machinery.

Allow flexible working

• Adjust working hours or permit remote working to avoid employees working during peak heat periods.
• Reschedule the undertaking of strenuous tasks to cooler times of the day.

Encourage hydration and breaks

• Provide access to cool drinking water.
• Allow more frequent rest breaks in shaded or air-conditioned areas.

Relax dress codes

• Permit lighter clothing where appropriate, while maintaining safety standards.

Train staff 

• Educate employees on the importance of hydration, taking regular rest breaks and recognising the early signs of heat stress.
• Promote a culture of openness around heat-related discomfort.

Special considerations for PPE 

Personal Protective Equipment (PPE) reduces the body’s ability to evaporate sweat. If awkward to wear or heavy, it may contribute to an increase in body heat.

Employers whose workers are required to wear PPE should take the following additional steps:

• Encourage workers to remove their PPE as soon as it is safe to do so.
• Offer areas where PPE can be dried before reuse.
• Rotate workers out of environments where PPE is required.
• Consider investing in newer, lighter PPE that offers improved comfort and protection.

Talk to us

With rising temperatures becoming more common, employers must be proactive in managing heat-related risks. By taking these steps, organisations will ensure compliance with their legal obligations whilst demonstrating a commitment to employee wellbeing. 

If you need support in implementing the steps outlined above, our regulatory team is here to help. Talk to us by calling 0333 004 4488, send us an email at hello@brabners.com or complete our contact form below.