OHS (HSE) Instructions

Clear, print-ready OHS instructions prepared individually for workstations in your company — fully compliant with Polish OHS (BHP) regulations.

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OHS instructions Poland

Why is it worth it?

  • Preparing OHS instructions is a legal requirement in Poland.
  • Preparing instructions helps prevent workplace accidents.
  • Equipping your workplace with instructions builds a strong safety culture.
  • Instructions prepared by EHS Consulting are visually friendly and written in plain language.

When and for what do you need OHS instructions?

Under Polish OHS regulations, you are required to have instructions in particular for:

Machinery and equipment

Any machine or tool that has a manufacturer’s operating manual should also have your own OHS instruction — focused on safety, not on functions.

Hazardous substances

Working with chemicals (solvents, paints, cleaning agents) requires instructions for their safe use and storage.

Particularly hazardous work

Work at height, in excavations, with electricity or welding all require separate, precise safety procedures.

Under Polish law, OHS instructions are also required for internal transport (e.g. forklift operation) and office work (e.g. safe use of a shredder or a display-screen workstation).

Check if this applies to you
Scope of service

What does preparing an OHS instruction include?

Workstation analysis

We review the industry specifics, machinery, substances and hazards present at the given workstation.

Drafting the instruction content

We write a clear, specific OHS instruction matched to the real working conditions.

Compliance with Polish regulations

We take into account current Polish regulations and the requirements of the National Labour Inspectorate (PIP).

OHS instruction at the workstation

Clear graphics

Instructions include graphic aids and are written in plain, accessible language.

Ready to print

You receive a complete OHS instruction ready to be displayed at the workplace.

Support and updates

We advise on implementation and help update instructions after changes in regulations or technology.

Benefits

What do you gain?

Compliance with Polish regulations

You fulfil the obligation set out in the Polish Labour Code and the regulation of the Ministry of Labour and Social Policy on general OHS rules.

Safer employees

Employees know how to safely perform their duties and how to react in emergency situations.

Protection during an inspection

Up-to-date, complete OHS documentation means a lower risk of a fine during a National Labour Inspectorate (PIP) inspection.

Order an OHS instruction for your workplace in Poland

Tell us which workstations your request concerns — we will prepare a clear OHS instruction, compliant with Polish regulations and ready to print.

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Learn the topic

What exactly is an OHS instruction, and what does it contain?

An OHS instruction at the workstation is a set of rules on workplace health and safety, required under Polish law. The information it contains is meant to keep every employee safe while performing their duties — whether the hazard comes from chemical substances, machinery, or noise.

Remember: under Polish OHS rules, an employee must read the instruction before starting work. Pinning it to the wall is not enough — you need confirmation (e.g. a signature) that the employee understood it.

OHS instruction Poland

Why OHS instructions matter

Wherever there is a risk to health or life, or machinery is used, a specialist OHS instruction prepared by experts is required under Polish law — and the employee must be familiarised with it to avoid hazards related to their job.

Clarity and simplicity

The instruction must be understandable to every employee — no complicated terminology or technical jargon that could mislead them and increase risk at work.

Types of OHS instructions – general and workstation-specific

Under Polish practice, you will most often encounter two types of OHS instruction:

General instructions

A universal set of rules for all employees — meant to keep work running safely, with no risk of injury. First-aid procedures are also included here.

Workstation-specific instructions

Relate directly to a specific workstation — the machinery, substances, tools or tasks performed there.

Depending on your industry, it is also worth having an instruction for:

  • fire safety
  • first aid / medical
  • wood and metal working
  • installation work
  • catering, agriculture, construction sites

Who prepares the instructions?

General and workstation instructions should be prepared by qualified people — for a workstation, the knowledge of a supervisor or engineer is valuable; for general instructions, help from an OHS provider.

Where should they be kept?

Polish regulations do not specify an exact location — the instruction must simply be accessible to everyone, e.g. near the machinery, in a binder in the break room, or on a noticeboard.

Legal basis (Poland)

What exactly do Polish regulations say?

“Where there is a possibility of a hazard to health or life, the employer is obliged to: 2) immediately provide employees with instructions enabling them, in the event of a direct hazard, to stop work and move away from the danger zone to a safe place.”

Such hazards include fire, explosion or a chemical spill. The right approach under Polish law is to prepare for the possibility of such an event and implement instructions that define the procedure to follow.

“The employer is obliged to issue detailed instructions and guidance on occupational health and safety at workstations.” The provision does not specify the exact form — it may be written or oral.

However, confirmation that an employee has been familiarised with OHS rules must be made in writing: “The employee is obliged to confirm in writing that they have been familiarised with the regulations and rules of occupational health and safety.”

The employer must make available to employees, for permanent use, up-to-date OHS instructions covering: technological processes and work involving a risk of accidents or health hazards, the operation of machinery and equipment, handling harmful and hazardous materials, and first aid.

Instructions must clearly indicate, in a way understandable to employees, the actions to take before starting work, safe working methods, actions after finishing work, and emergency procedures. Instructions on hazardous chemical substances must take into account the relevant safety data sheets.

Depending on the type of activity, the obligation to prepare an instruction stems from various detailed Polish regulations — e.g. for construction works, from § 2 of the Regulation of the Minister of Infrastructure of 6 February 2003: “Before starting construction works, the contractor is obliged to prepare an instruction for their safe execution and to familiarise employees with it, within the scope of the works they perform.”

Instructions can be developed internally at the workplace, or supplied e.g. by the manufacturer of hazardous substances, machinery, tools or scaffolding.

We will hand you a ready-to-print OHS instruction!

EHS Consulting prepares complete OHS documentation, including workstation instructions, fully compliant with Polish regulations, for companies in Warsaw and across Poland. Get in touch if you have questions or need help preparing instructions for your workplace.

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Frequently asked questions

An OHS instruction is a document containing information on occupational health and safety, setting out the key aspects of the work performed that have a significant impact on employee safety.

OHS instructions cannot be generic or one-size-fits-all — each should be tailored to the specifics of the industry and the duties performed. Based on the commonly accepted structure, it should contain:

  • the actions an employee must take before starting work;
  • how the work must be performed to maintain safety;
  • the actions an employee must take after finishing work;
  • procedures for emergency and hazardous situations.

Yes — under Polish law, an OHS instruction is required in every workplace, regardless of company size or industry.

From a legal standpoint, the employer is not required to sign an OHS instruction — but it is worth doing so, to give the document the same weight as other internal company rules.

There are no regulations specifying exactly where OHS instructions should be placed — they simply need to be accessible to employees.

The cost of preparing an OHS instruction depends on:

  • the scope of the document,
  • the purpose of the instruction,
  • the complexity of the documentation and whether it needs to build on the company’s existing templates.

Prices start at PLN 300 net (+23% VAT) and include:

  • preparing the document according to agreed assumptions and after consultation with the client,
  • the option to make corrections following client feedback,
  • further consultation after the document is implemented.

Polish regulations do not set a fixed validity period for an OHS instruction — it remains valid as long as the working conditions it was prepared for remain unchanged. However, the employer must update the instruction whenever there is a change in: the machinery or equipment used, the production technology, hazardous substances and materials, or the applicable laws or industry standards. In practice, it is recommended to review the instruction every 3–5 years and after every accident at work or near-miss at the given workstation. An outdated OHS instruction can result in a fine during a National Labour Inspectorate (PIP) inspection.

Ready-made OHS instruction templates found online are usually generic and need to be adapted to the specifics of a particular workstation, machinery and chemical substances used. An OHS instruction must reflect the real working conditions at a given company — a copied template used without verification does not meet Polish legal requirements and will not protect the employer during a PIP inspection or after an accident. EHS Consulting prepares OHS instructions individually for every client, taking into account the specifics of each workstation, current Polish regulations, and the results of the occupational risk assessment. Contact us to get a quote for your company.

Pricing

OHS instruction
from PLN 350 net
  • First instruction for a workstation
  • Compliant with current Polish regulations
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Each additional instruction
PLN 30 gross
  • Same workplace
  • Fast turnaround
  • No hidden fees
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Pricing for other services
Zadzwoń

+48 732 228 853

Napisz

biuro@ehsconsulting.pl

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