Free policy template · Word

Occupational Health Policy

An occupational health policy explains how the employer protects employees from work-related illness, as distinct from accidents. It covers pre-employment and periodic medical examinations, health surveillance for exposed workers, ergonomics, mental wellbeing, return-to-work and how medical information is kept confidential.

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[Company Logo][Company Name]

OCCUPATIONAL HEALTH POLICY

Policy No.:: [Reference Number]
Effective Date:: [DD/MM/YYYY]
Owner:: [HR Head / Factory Medical Officer]

1. Purpose

This policy sets out how [Company Name] protects and promotes the health of its workforce by identifying work-related health risks, monitoring the health of exposed employees, and supporting employees to work safely and return to work after illness.

2. Scope

It applies to all employees and, where specified, to contract workers engaged at [Work Location] and other company premises.

3. Definitions

Health surveillance: periodic medical tests for employees exposed to a specific health hazard.
Fitness for work: a doctor's opinion on whether an employee can safely perform a job, with or without restrictions.
Medical officer: the company's doctor, factory medical officer or empanelled physician.

4. Policy

Health risk assessment: each job role will be assessed for exposure to noise, dust, chemicals, heat, vibration, radiation, night work and ergonomic strain.
Pre-employment medical: candidates for designated roles will undergo a medical examination to confirm fitness for the job.
Periodic medical: employees in exposed roles will be examined every [Number] months as per the role-wise schedule in Annexure A.
Exposure control: the company will reduce exposures at source and provide suitable PPE such as respirators and ear protection.
Office health: workstation ergonomics, eye-care breaks and display-screen guidance will be provided.
Wellbeing: employees can access confidential counselling through [EAP / Helpline Number].
Return to work: after serious illness or injury, employees will be assessed and given modified duties where advised.

5. Medical Confidentiality

Individual medical reports will be held by the medical officer and shared with the employee. HR and managers will receive only the fitness outcome and any work restrictions. Health records will be stored securely, separately from personnel files, and retained for [Number] years or as required by law.

6. Responsibilities

Management: fund examinations, controls and wellbeing support.
Medical officer: conduct examinations, maintain records and advise on fitness and controls.
HR: schedule examinations, track completion and implement work restrictions.
Supervisors: ensure exposed workers attend tests and follow controls.
Employees: attend examinations, use PPE and report symptoms early.

7. Non-compliance

Repeated failure to attend mandatory examinations or to use prescribed protective equipment may lead to disciplinary action under the company's standing orders. Misuse of medical information by any person is serious misconduct.

8. Review

The medical officer and HR will review this policy and the role-wise schedule every [Number] months or on any change in process, law or health trends.

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Reviewed by
[Medical Officer Name]
Medical Officer

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What this template includes

Health risk assessment by job role
Medical examination schedule: pre-employment, periodic, exit
Health surveillance for noise, dust, chemical or heat exposure
Ergonomics and display-screen guidance for office staff
Mental health and wellbeing support
Medical confidentiality and data protection rules
Roles of the factory medical officer or empanelled doctor

When to use it

Operating processes with dust, noise, chemicals, heat or night shifts
Introducing periodic medical check-ups or an occupational health centre
Formalising fitness-for-work and return-to-work rules
Responding to client or audit requirements on health surveillance

How to customise this template

1Map each job role to its exposure and test schedule in an annexure
2Name your empanelled hospital, doctor or occupational health centre
3Align test frequencies with your industry rules and doctor's advice
4Add the EAP or counselling helpline details if you have one
5Explain how ESI-covered employees access ESI facilities

HR tips

Share individual results only with the employee and the doctor; give HR only fitness status
Use medical findings to fix the workplace, not to exclude workers
Track trends (e.g., hearing loss in one section) as early warning
Keep health records separate from personnel files

Medical examination and health record obligations depend on the OSH Code, 2020 (in force from 21 November 2025, with rules being notified), state rules and your industry; review this policy with an occupational health physician and legal adviser.

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Frequently asked questions

What is the difference between safety and occupational health?+

Safety focuses on preventing accidents and injuries, while occupational health focuses on preventing illness from long-term exposure, such as noise-induced hearing loss or respiratory disease.

Can an employer see an employee's medical report?+

Employers generally need only a fitness outcome (fit, fit with restrictions, unfit). Detailed medical information should stay with the doctor and the employee unless consent or law requires otherwise.

How often should periodic medical exams be done?+

Frequency depends on the exposure and applicable rules; many hazardous processes require at least annual checks. Your doctor should set the schedule.

All 50 posh, workplace safety & compliance →

[Company Logo][Company Name]
POLICY ON PREVENTION OF SEXUAL HARASSMENT (POSH)
Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Human Resources / Internal Committee
1. Purpose
[Company Name] is committed to a workplace free of sexual harassment. This policy is framed under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and its Rules, to prevent sexual harassment and provide a fair redressal mechanism.
2. Scope
It applies to all employees, interns, trainees, consultants, contract staff and visitors at all locations of the company, including [Work Location]. 'Workplace' includes offices, sites, company transport, places visited during work, and work-related online spaces. As company policy, [the protections are extended to employees of all genders].
3. Definitions
Policy · Word
POSH Policy
Download .docx
[Company Logo][Company Name]
WORKPLACE SAFETY POLICY
Policy No.:
[Reference Number]
Effective Date:
[DD/MM/YYYY]
Version:
[Number]
Owner:
[Safety Officer / Admin Head]
1. Purpose
[Company Name] is committed to providing a safe and healthy workplace and to preventing injuries, ill health and damage to property. This policy sets out the minimum safety standards that apply at all our premises and work activities.
2. Scope
This policy applies to all employees, trainees, contract workers, vendors and visitors at [Work Location] and any other premises, sites or vehicles operated by the company, including client sites where our staff are deployed.
3. Definitions
Policy · Word
Workplace Safety Policy
Download .docx
[Company Logo][Company Name]
HEALTH & SAFETY CHECKLIST
Premises:
[Work Location]
Checked by:
[Employee Name], [Designation]
Date:
[DD/MM/YYYY]
Period:
[Month / Week]
Fire Safety
- Fire extinguishers in place, pressure gauge in green, refill date valid
- Emergency exits unlocked, unobstructed and signed
- Fire alarm / smoke detectors tested this month
- Evacuation plan displayed on each floor
- No storage of combustible material near electrical panels
Electrical Safety
- No loose wires, damaged plugs or exposed cables
- No overloaded multi-plug sockets or daisy-chained extensions
- Electrical panels closed, labelled, with clear access
- UPS / battery room ventilated and dry
First Aid
Checklist · Word
Health & Safety Checklist
Download .docx
[Company Logo][Company Name]
EMPLOYEE HEALTH SELF-DECLARATION
Company:
[Company Name]
Date:
[DD/MM/YYYY]
Purpose:
[Shift fitness / Outbreak screening / Travel / Food handling / Emergency info]
Why we ask: This declaration helps us keep you and your colleagues safe. The information will be seen only by [HR Name / Medical Officer], used only for the purpose above, and deleted after [Number] months.
Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Mobile Number
1. Fitness to Work
- I am currently fit to perform my normal duties
- I have a temporary condition that may affect my work (HR / medical officer will contact me)
Form · Word
Employee Health Declaration
Download .docx

Employee Name
Employee ID
Designation
Department
Work Location
Mobile Number

[Company Logo][Company Name]

HEALTH & SAFETY AUDIT CHECKLIST

Site:: [Company Name], [Work Location]
Audit Date(s):: [DD/MM/YYYY]
Lead Auditor:: [Auditor Name]
Audit Team:: [Names]
Scoring:: 0 = Not in place, 1 = Partly in place, 2 = Fully in place with evidence

A. Leadership and Policy

Question	Score (0-2)	Evidence Seen
Signed safety policy reviewed in the last 12 months?		[Evidence]
Safety objectives and targets set and tracked?		[Evidence]
Management safety walks recorded?		[Evidence]

B. Hazard Identification and Risk Control

Question	Score (0-2)	Evidence Seen
Risk assessments exist for all major activities?		[Evidence]
Permit-to-work system used for high-risk work?		[Evidence]
Change management reviews safety before process changes?		[Evidence]

C. Training and Competence

Checklist · Word

Health & Safety Audit Checklist

Download .docx

[Company Logo][Company Name]

ORDER CONSTITUTING THE INTERNAL COMMITTEE

Ref. No.:: [Reference Number]
Date:: [Date]
Effective From:: [DD/MM/YYYY]
Applicable To:: [Work Location / All Locations]

[Company Name]
[Company Address]

Subject: Constitution of the Internal Committee under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013

In accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and the rules framed under it, the management of [Company Name] hereby constitutes the Internal Committee (IC) for [Work Location / All Locations] with effect from [DD/MM/YYYY]. The committee shall receive and inquire into complaints of sexual harassment at the workplace and recommend action in a fair, timely and confidential manner.

Role	Name	Designation / Organisation	Phone	Email
Presiding Officer	[Member Name]	[Designation] (senior woman employee)	[Phone]	[Email]
Member	[Member Name]	[Designation]	[Phone]	[Email]
Member	[Member Name]	[Designation]	[Phone]	[Email]
External Member	[Member Name]	[NGO / Organisation Name]	[Phone]	[Email]

Tenure

Notice · Word

POSH Committee Constitution Letter

Download .docx

[Company Logo][Company Name]
APPOINTMENT AS PRESIDING OFFICER – INTERNAL COMMITTEE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Appointment as Presiding Officer of the Internal Committee
Dear [Employee Name],

We are pleased to inform you that the management of [Company Name] has appointed you as the Presiding Officer of the Internal Committee constituted under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, vide order no. [Reference Number] dated [Date]. This appointment recognises your seniority, integrity and the trust that colleagues place in you.
Your Responsibilities
1. Chair meetings of the Internal Committee and ensure the required quorum is present.
2. Receive complaints, guide complainants on the process and record them properly.
3. Lead inquiries in line with principles of natural justice, giving both parties a fair hearing.
4. Consider requests for conciliation where the complainant asks for it, without monetary settlement.
5. Ensure the inquiry is completed within [Number] days or the period prescribed under current rules.
6. Sign and submit the inquiry report and recommendations to the employer.
7. Contribute to the annual report and awareness programmes.
Letter · Word
Internal Committee Appointment Letter
Download .docx
[Company Logo][Company Name]
APPOINTMENT AS MEMBER – INTERNAL COMMITTEE
Ref. No.:
[Reference Number]
Date:
[Date]
Member Category:
[Employee Member / External Member]
To,
[Member Name]
[Designation / Organisation Name]
[Address]
Subject: Nomination as Member of the Internal Committee
Dear [Member Name],

With reference to the order constituting the Internal Committee of [Company Name] (Ref. [Reference Number], dated [Date]), we are pleased to nominate you as a member of the committee for [Work Location / All Locations] under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013.
For employee members: You have been nominated in view of your commitment to the cause of women, and your experience in [social work / legal knowledge / employee relations]. Committee work will be treated as part of your official duties.

For the external member: You have been nominated in view of your association with [NGO / Organisation Name] and your familiarity with issues relating to sexual harassment. You will be paid an honorarium of ₹[Amount] per sitting along with reimbursement of travel expenses of up to ₹[Amount], payable within [Number] days of each sitting.
Terms of Membership
Letter · Word
POSH Committee Member Appointment
Download .docx

Occupational Health Policy

Preview of the policy

1. Purpose

2. Scope

3. Definitions

4. Policy

5. Medical Confidentiality

6. Responsibilities

7. Non-compliance

8. Review

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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