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HSE documentation
(Warsaw and its surroundings)

HSE in Warsaw

I advise you to keep your employees safety

Fire protection in Warsaw

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I advise how the documentation flow in your company should look like

Have you ever wondered how many documents your company has?

10, 100, 1000 or more?

How many of them take into account the current legal requirements?

Similar questions can be asked when it comes to developing documents that define occupational safety standards.


Similar questions can be asked when it comes to developing documents that define occupational safety standards.

How to prepare health and safety documentation so that it complies with legal requirements and, in addition, contributes to improving safety in the company?

We realise that it is not “paper” that will improve work safety in a company, but the implementation of the required rules in practice.

However, in many cases we should take care to properly draw up and document procedures, instructions and regulations.

What should HSE documentation look like?

Are there differences between HSE documentation in a small company and health and safety documentation in a large organisation?

Below you will find some useful information about mandatory HSE documentation.

1. Occupational Risk Assessment

Did you know that the employer is obliged to assess and document occupational risks in workplaces and inform employees about them?

In addition, after the assessment, the necessary preventive measures to reduce occupational risk must be applied.

Remember that the employer is responsible for carrying out risk assessments for individual workplaces within the company. However, he is not obliged to carry out the risk assessment himself. It is advisable that those carrying out the risk assessment:

If you need advice on developing and documenting your risk assessment – contact EHS Consulting (contact us subpage).

2. HSE instructions

According to Art. 209(2). § 1 of the Labour Code: , “In the event of a possible danger to health or life, the employer shall: 2) immediately provide employees with instructions enabling them, in the event of an immediate danger, to stop work and move away from the place of danger to a safe place.” 

Proper maintenance of health and safety documentation should therefore be based on the preparation of procedures for ordinary situations, but also on proper planning of the response to emergencies and extraordinary situations such as fire, explosion, etc. Even in the case of health and safety documentation in a small company, it is necessary to remember about job instructions. According to Art. 237(4) § 2 of the Labour Code: , “The employer is obliged to issue detailed instructions and directions on occupational safety and health at workstations.” The instructions should be relevant to the specifics of the work carried out and the type of activity of the respective enterprise. Only in the case of instructions prepared within the organisation, are we better able to manage safety during individual work processes.

3. HSE training documentation

In the course of their employment, employees undergo various training courses, including training in occupational safety. It starts with a initial HSE training, the completion of which is confirmed in the HSE initial training card, and continues with periodic HSE training, after which the training organiser issues a relevant certificate. These are the HSE training documents we come across most often. However, depending on the organisation, they may differ. HSE training documentation may also include certificates confirming completion of first aid training, acquiring necessary knowledge and skills as regards evacuation and fire fighting, or certifying the completion of thematic training, e.g. on storing and using dangerous substances, or working at heights.

4. Post-accident HSE documentation for companies in Warsaw

Has your company had an accident at work, or has your employee had an accident on the way to/from work?

The legislation in force indicates a number of obligations to be fulfilled by the employer in a situation where an accident at work has occurred in his company:

The circumstances and causes of the accident are established by a two-person accident team appointed for this purpose by the employer. If the employer cannot establish an accident investigation team consisting of two people due to a small number of employees, the circumstances and causes of the accident are established by an accident investigation team consisting of the employer and a specialist from outside the workplace.

If an accident at work or on the way to and from work has occurred in your company – contact us

Our cooperation does not end only with drawing up an accident report. In order to ensure high safety standards in your company, continuous improvement and raising the safety culture – we will suggest what preventive measures to take.

5. Documentation relating to the use of dangerous substances

Every one of us is a user of chemical substances. However, if we use hazardous substances in our company (regardless of whether the chemical is purchased for our own use, e.g. for cleaning or for production purposes), we are obliged to obtain a safety data sheet* for the substance from the manufacturer. The information from the manufacturer of a chemical substance (e.g. fire-fighting measures; accidental release measures; handling and storage of the substance/preparation; exposure controls/personal protective equipment; waste management; transport information) translates directly into a number of our obligations as users. If your company uses chemicals and you need advice on safe use, storage, transport – contact us.

We can help you implement effective procedures for safe use of chemicals, prepare chemical risk assessments, and train your staff.

*Safety Data Sheets are documents issued by manufacturers of chemical substances that are classified as dangerous. The obligation to compile a Safety Data Sheet, and to pass it along with the substance to all distributors and users of the substance, stems from European Parliament Regulation 1907/2008, or REACH for short. The regulation defines when a safety data sheet should be compiled and what it should contain. It is important to know that safety data sheets concern only hazardous substances, and not all chemical substances in general. Therefore, in the case of non-hazardous substances, the manufacturer does not have to produce a safety data sheet, and users of the substance may not be required to do so.

If you have any questions, please contact us.

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