What employers must legally do for staff during hot weather
We’ve had lots of clients asking what employers need to do during hot weather. Here’s what the law says and, more importantly, what it means in practice for your business.
Is there a maximum temperature for working?
The short answer is no. UK law does not set a legal maximum workplace temperature. However, employers have a legal duty to ensure working conditions do not put employees’ health or safety at risk. When temperatures rise, employers should take reasonable steps to reduce the risks of heat, such as providing drinking water, improving ventilation, allowing more frequent breaks or relaxing dress codes where appropriate. What is considered “reasonable” will depend on the nature of the work and the working environment.
Pregnant workers can’t be made to work in hot conditions
Under UK health and safety laws, employers must conduct risk assessments for pregnant employees, including considerations for extreme heat. If a workplace cannot provide a safe environment, the employer may be required to suspend the worker on full pay until conditions improve.
Heatwaves can justify absence – but payment may not happen
Whilst employees do not have to attend work if the weather makes it unsafe, employees have no automatic right to paid leave due to extreme weather (unless your adverse weather policy says so). Therefore, employers are encouraged to take a flexible approach, offering options such as remote work or adjusted hours to accommodate days where the weather impacts employee’s ability to work.
Employees have the right to cold drinking water but not air con
According to UK law, employers must provide drinking water under the Workplace (Health, Safety and Welfare) Regulations 1992, helping ensure workers stay hydrated on hot days. However, there is no legal requirement for businesses to install air conditioning, meaning employees might have to rely on fans or natural ventilation to keep cool.
Employers have to carry out Heat Stress Risk Assessment by law
Did you know that employers must conduct risk assessments for extreme temperatures, particularly in workplaces where heat stress is a concern. This applies to factories, kitchens, and outdoor work sites, where excessive heat can lead to dehydration and fatigue.
Multiple Holiday Requests
Nice weather, school holidays, using up entitlement and extending bank holidays are all common reasons that can lead to an influx of annual leave requests and managing holiday requests isn’t always easy. Here is a quick guide to help you to establish a fair process that works for you and your team:
- Have a clear and detailed holiday policy and include the following:
- The approval process and advanced noticed required
- How pro rata entitlement for part-time employees is calculated
- The maximum number of consecutive days that can be booked at one time
To help avoid confusion, make sure everyone is aware of the policy as a reference!
Our top tip: If you’re often inundated with multiple requests at busy times it might be worth considering a rotation system, to ensure a process that is fair for everyone and to avoid any disagreements.
For advice on how to develop your existing policy or to start from scratch contact the MUSE:HR Team