Office equipment, conditions and facilities

Basic legal requirements regarding equipment and office facilities to ensure the health and safety of workers

The Workplace (Health, Safety and Welfare) Regulations 1992 regulates basic conditions for work, and provides for the minimum comfort and safety of workers. It covers all offices and factories.

The employers' responsibilities include:

Lighting

Lighting must be suitable for the tasks being undertaken
There must be provision of emergency lighting where a sudden loss of light would pose a risk

Ventilation

Ventilation should provide an adequate supply of air
Recirculated air must be kept as pure as possible

Temperature

Temperature should be a minimum of 16 degrees Celsius, except where strenuous work is taking place when the temperature should be at least 13 degrees Celsius
Thermometers should be provided

Room size and fittings

Room dimensions should generally be such that each employee has at least 11 cubic metres of space, calculated by dividing the volume of the room by the amount of people in it
Seating must be suitable, safe and comfortable and workstations must be suitable for the intended tasks
It must be possible to open, close and clean windows, skylights and ventilators without risk
Handrails should be provided on stairs
Floors must not be slippery or uneven; they must be kept free from obstruction
Windows and transparent or translucent doors or walls must be made of safety material, be clearly marked and be protected against accidental breakage
Equipment for work must be kept in an efficient state as regards health and safety
All reasonable steps must be taken to prevent falls - either a person falling or someone being hit by a falling object

Toilet facilities

You must provide adequate toilet and washing facilities for your employees and you must always consider the needs of those with disabilities. For further information, see Welfare at work: Guidance for employers on welfare provisions from the Health and Safety Executive website.

Other facilities

Drinking water must be available, readily accessible and clearly marked
Rest facilities for pregnant and nursing employees should be available as well as a place for all employees to eat meals
Cleaning and waste disposal must be appropriate to the premises
The organisation of traffic routes (vehicular or pedestrian) must be considered