OSHA Small Business Guide

Posted by: admin on September 3, 2025

 

 

 

Source

https://www.osha.gov/sites/default/files/publications/small-business.pdf

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Why Safety and Health Programs Matter

OSHA and NIOSH created a guide to help small businesses keep workers safe. It explains why having a safety and health program is so important.

Workplace Incidents Are Serious

Each year, over 5,000 workers die on the job, and millions more are hurt or get sick from work. That’s about 14 deaths every day.

Why Small Businesses Are at Risk

A single serious accident can cost a small business a lot. These costs include:

• Higher workers’ comp insurance
• Medical bills
• Legal fees
• Training new workers
• Lost productivity
• Repairs
• Low employee morale
  

And worst of all, someone could get seriously hurt or killed.

Benefits of a Safety Program

A strong safety and health program can:

• Stop injuries and illness
• Help you follow OSHA rules
• Lower costs
• Get workers involved
• Boost company’s reputation
• Improve productivity
  

Fix Problems Before They Happen

OSHA says it’s best to find and fix hazards before someone gets hurt. This is the proactive approach—it prevents problems instead of reacting after something goes wrong.

7 Core Parts of a Good Program

To work well, your safety program should include:

1. Management leadership
2. Worker participation
3. Hazard identification
4. Hazard control
5. Training and education
6. Program evaluation
7. Clear communication (especially with contractors or staffing agencies)
   

Good News for Small Businesses

Creating a safety program doesn’t need to cost a lot or require more employees. It shows that you care about your workers and are serious about keeping them safe.

Self-Inspections: Finding Hazards Before They Harm

Doing regular self-inspections is one of the best ways to spot dangers at work. These inspections help keep your workplace safe and healthy.

Why Self-Inspections Matter

OSHA says that experienced workers should do regular safety checks. These are called self-inspections, and they help you:

• Find hazards
• Fix hazards
• Check if your fixes are working
  

What to Look For

The handbook gives checklists to help you get started. These cover many areas, including:

• General workplace safety
• Electrical safety
• Fire safety
• Chemicals and hazard communication
• Ergonomics (how people work)
• Exit routes and emergency plans
• Machines and tools
• Lifting and moving materials
• Medical help and first aid
• Loud noise
• Confined spaces
• Personal protective equipment (PPE)
• Respirators
• Floors and walkways
• Welding and hot work
• Violence prevention
• Young worker safety
  

A Word of Caution

These checklists are helpful, but:

• They don’t cover every OSHA rule
• They aren’t meant to prove compliance with the law
• You should customize them for your workplace

Safety Areas and What Employers Must Do

The handbook gives checklists for many workplace safety topics. These aren’t meant to prove OSHA compliance, but they help you focus on key safety issues covered by OSHA laws.

Recordkeeping and Reporting

Most employers must:

• Use OSHA Forms 300, 301, and 300A to record injuries and illnesses (some small businesses are exempt).
• Report deaths at work to OSHA within 8 hours.
• Report hospitalizations, amputations, or eye loss within 24 hours.

Posting Required Signs and Documents

You must post these where workers can see them:

• The OSHA Job Safety and Health Poster
• The annual summary of injuries and illnesses (Form 300A)
• Any OSHA citations

Safety Topics Covered in the Handbook

The handbook includes many hazard areas. Here are some examples:

• Compressed Gas Cylinders
  Must be properly labeled, stored upright, and handled with care.
• Electrical Safety
  Cords shouldn’t be frayed. Electrical parts must be guarded and properly grounded.
• Ergonomics
  Adjust work tasks to fit the person to avoid injury (like back or wrist pain).
• Exit Routes and Emergency Plans
  Keep exits clear and marked. Train workers on emergency procedures.
• Fire Safety
  Provide the right fire extinguishers. Check and maintain alarm systems often.
• Hazard Communication (Chemicals)
  Keep a list of all chemicals. Have labels and Safety Data Sheets (SDS). Train workers to stay safe.
• Heat Illness Prevention
  Have a heat safety plan. Allow breaks, provide water, and help workers adjust to hot work.
• Infection Control
  Prevent the spread of illness with good hygiene, cleaning, and PPE.
• Lockout/Tagout (LOTO)
  Make sure machines are shut down and cannot be turned on accidentally during maintenance.
• Machine Guarding
  Guard moving parts on machines. Train workers to use machines safely.
• Materials Handling and Storage
  Keep walkways clear. Stack materials safely. Use strong pallets and safe equipment.
• PPE (Personal Protective Equipment)
  Identify hazards. Give workers the right gear at no cost. Train them on how to use it.
• Respiratory Protection
  Use better ventilation when possible. If masks are needed, they must be approved, tested for fit, and used under a written plan.
• Walking-Working Surfaces
  Keep floors clean and dry. Use railings and covers for holes. Use ladders safely.
• Welding, Cutting, and Brazing
  Only trained workers should do this work. Use safe equipment, proper storage, and PPE.
• Workplace Violence
  Know the risks. Create a written prevention plan. Train workers on how to de-escalate conflicts.
• Young Workers
  Follow child labor laws. Train young workers carefully and encourage them to ask questions.

Help for Small Businesses

OSHA and NIOSH offer free and low-cost resources to help small businesses keep their workers safe and follow the rules.

Free OSHA On-Site Consultation

Small and medium-sized businesses can get:

• Free, confidential help to find and fix hazards
• Help meeting OSHA rules
• Support building a safety program

Businesses that do well may qualify for SHARP, which:

• Recognizes top safety programs
• Can delay regular OSHA inspections

OSHA Compliance Help

Compliance Assistance Specialists can:

• Explain OSHA standards
• Help with safety questions
• Share useful materials

OSHA Rules

There are four main types of OSHA standards:

• General Industry
• Construction
• Maritime
• Agriculture

Other rules cover:

• Posting signs and forms
• Reporting injuries
• The General Duty Clause, which says employers must keep the workplace free from known serious hazards

Free OSHA Materials

You can get:

• Booklets, videos, and fact sheets
• Online topic pages
• The “QuickTakes” email newsletter

OSHA Training

Training is offered through:

• OSHA Education Centers
• The Outreach Training Program

Cooperative Programs

If you’re committed to safety, you can join programs like:

• Strategic Partnerships
• Alliances
• Voluntary Protection Programs (VPP)

These recognize businesses with strong safety systems.

Worker Protection – Whistleblower Program

Workers are protected by law. Employers can’t punish anyone for:

• Reporting unsafe conditions
• Filing an OSHA complaint

This is covered under Section 11(c) of the OSH Act.

State OSHA Plans

More than 20 states and territories run their own OSHA programs. These must be as strong as the federal OSHA, or stronger.

NIOSH Help

NIOSH is a research group that offers:

• The Health Hazard Evaluation (HHE) program
• A Small Business Guide
• The FACE program, which studies work-related deaths to help prevent future ones

Other Support

You can also get help from:

• Workers’ comp insurance companies
• Trade associations or unions
• Safety groups like ANSI or NFPA
• Small Business Development Centers (SBDCs)
  

SBREFA Law

The Small Business Regulatory Enforcement Fairness Act (SBREFA):

• Gives small businesses a say in new OSHA rules
• Helps them understand the rules
• May reduce fines for good-faith efforts

Final Word: Safety Is Smart Business

The handbook reminds us: a safe workplace saves lives and money. Using the free help that’s available makes it easier to protect your team and grow your business.

FAQ

1. What is the OSHA Small Business Safety and Health Handbook for?

The handbook helps small business owners keep their workplaces safe and healthy. It includes:

• The benefits of having a safety program
• Checklists to find hazards
• Free tools and resources for safety

It’s a general guide, not a legal document. It won’t check if you’re following OSHA laws, and it doesn’t create new rules.

2. What are the benefits of having a safety and health program?

A safety program does more than meet legal rules. It helps small businesses by:

• Preventing injuries and illness
• Reducing costs like workers’ comp premiums
• Following OSHA laws more easily
• Involving workers in safety
• Building a good reputation
• Improving productivity and operations

The main goal is simple: stop accidents before they cause harm or financial loss.

3. What are the 7 main parts of a good safety and health program?

OSHA recommends a proactive safety program with these seven core elements:

1. Management leadership – Company leaders show safety is a priority.
2. Worker participation – Employees help find and fix hazards.
3. Hazard identification – Spot and evaluate dangers in the workplace.
4. Hazard control – Remove or reduce those hazards.
5. Education and training – Teach workers how to stay safe.
6. Program evaluation – Review and improve the program regularly.
7. Communication and coordination – Make sure contractors, staffing agencies, and host employers all follow the same safety rules.

4. How can small businesses find and control hazards at work?

The best way is to do regular self-inspections with experienced workers. This helps spot both current dangers and potential risks.

After finding hazards, businesses should:

• Fix or control them right away
• Check often to make sure the fixes are working

Small businesses can also use OSHA’s free On-Site Consultation Program. This service is confidential and helps employers identify and control hazards without penalties.

5. What records and reports are required for work injuries and illnesses?

OSHA requires most employers to keep and report certain records:

• Report serious cases:
  • Deaths must be reported to OSHA within 8 hours
  • Hospitalizations, amputations, or eye loss must be reported within 24 hours
• Keep injury logs:
  • Form 300 – log of work-related injuries and illnesses
  • Form 301 – report for each case
  • Form 300A – yearly summary (must be posted and, in some cases, sent to OSHA)
• Recordkeeping rules:
  • Records must be kept at least 5 years
  • Some small businesses and industries are exempt
  • Medical, exposure, and training records must also be saved for set time periods and available for review

6. What resources does OSHA give small businesses?

OSHA provides many free and helpful tools for small businesses, including:

• On-Site Consultation Program – Free, confidential help with hazard checks, compliance advice, worker training, and safety program setup. Good programs may qualify for SHARP, which can delay OSHA inspections.
• Compliance Assistance Specialists – Located in OSHA offices, they give guidance on hazards, standards, and resources.
• OSHA Standards and Rules – Cover General Industry, Construction, Maritime, and Agriculture, plus the General Duty Clause, which requires a workplace free of serious hazards.
• Free Materials – Publications, videos, topic pages, and the QuickTakes email newsletter.
• Training Programs – Offered through OSHA Education Centers and the Outreach Training Program.
• Cooperative Programs – Partnerships, Alliances, and Voluntary Protection Programs (VPP) to recognize businesses with strong safety systems.

7. What protections do workers have under OSHA’s Whistleblower Program?

Under Section 11(c) of the OSH Act, workers are protected from retaliation if they use their safety rights.

This means an employer cannot punish a worker for:

• Reporting injuries or unsafe conditions
• Filing a complaint with OSHA
• Taking part in an OSHA inspection

Retaliation can include being fired, demoted, denied promotions, disciplined, harassed, or losing pay.

Workers who believe they were retaliated against must file a complaint with OSHA within 30 days.

In serious cases, workers also have the right to refuse dangerous work if:

• The hazard could cause death or serious harm
• There isn’t time for OSHA to inspect
• The employer has been told about the danger

8. What is the role of NIOSH and other groups in workplace safety?

NIOSH is part of the CDC and focuses on research and prevention. It helps small businesses by offering:

• The Health Hazard Evaluation (HHE) program – free workplace hazard assessments
• The Small Business Resource Guide – tools for safer workplaces
• The FACE program – studies workplace deaths to prevent future ones

Other organizations that support small business safety include:

• Insurance companies and workers’ comp carriers – often provide safety inspections and advice
• Trade associations and employer groups – share safety information with members
• Unions and worker groups – provide expertise and support on hazards
• Professional associations – groups like the National Safety Council and ASSP share best practices
• Small Business Development Centers (SBDCs) – help with business management and safety issues
• Standards organizations – groups like ANSI and NFPA create widely used safety standards