Working in Extreme Heat

Over the last few years, the UK has experienced a shift in what we’d call a “typical weather pattern”.

Seasonal extreme heat is a growing concern that raises many health and safety questions for employers, such as:

• Is there a maximum working temperature?
• Where do I do stand if an employee downs tools and refuses to work saying it’s too hot?
• Am I expected to do anything more for employees who are pregnant, disabled or older?
• What is recommended for trying to keep the workplace comfortable in the heat?
• What can I do if my employee’s school is closed and they’re unable to come into work?

These are all valid questions. Which is why we’ve got helpful advisors on hand to support you with any help and advice you need in adverse weather.

Call 01455 858 132 to speak to an advisor.

The legal framework

In the UK there is currently no maximum workplace temperature in place, however the law states that: “During working hours, the temperature in all workplaces inside buildings shall be reasonable.”

This means that employers must make reasonable adjustments to achieve a temperature as close as possible to a comfortable room temperature. Obviously, this can vary on individual preference, which is why the term “comfortable room temperature” is important here.

Under the Health and Safety at Work etc. Act 1974 (HSWA), employers have a duty to ensure, so far as is reasonably practicable, the health, safety and welfare of employees. This includes managing risks from environmental conditions such as heat.

The Management of Health and Safety at Work Regulations 1999 go further, requiring employers to assess workplace risks—including thermal stress—and implement suitable control measures.

Additionally, the Workplace (Health, Safety and Welfare) Regulations 1992 state that workplaces must maintain a “reasonable” temperature. While UK law does not specify a maximum working temperature, the Health and Safety Executive (HSE) provide guidance: when conditions become uncomfortable or unsafe, employers must act.

Employers in the UK are expected to take reasonable steps to protect staff. Measures recommended by the HSE include:

• Carrying out a risk assessment, particularly during heatwaves.
• Introducing flexible working patterns, such as earlier start times to avoid peak heat.
• Ensuring regular breaks in shaded or cooler areas.
• Providing cold drinking water.
• Installing fans, ventilation or air conditioning where feasible.
• Supplying lightweight uniforms or PPE that allow heat to dissipate.

Employers should also have emergency arrangements in place to recognise and respond to signs of heat exhaustion or heatstroke.

Your HR questions answered

Is there a maximum working temperature?

There’s currently no legal maximum working temperature in the UK. Regulations require employers to maintain a “reasonable” working temperature, but the only specifics around this are minimum thresholds of 16 °C, or 13 °C for strenuous work.

Where do I do stand if an employee downs tools and refuses to work saying it’s too hot?

In certain circumstances, employees have the right to refuse work if they believe the conditions pose an immediate and serious risk to their health and safety. This is outlined in the Employment Rights Act 1996. However, employees should still follow the usual steps when raising concerns:

1. Raise the issue with your employer first and attempt to resolve it informally.
2. If necessary, follow your company's formal grievance procedure.
3. Seek advice from your trade union or external agency, such as the Health and Safety Executive if the issue remains unresolved

Am I expected to do anything more for employees who are pregnant, disabled or older?

Hot weather can make employees feel tired and less energetic, especially those who are: pregnant, disabled, on medications affected by the heat, or going through the menopause.

Where this is the case, reasonable adjustments should be made to support them. This might include arranging for them to temporarily work from home, take longer or more frequent rest breaks, reduced normal duties or moving them to cooler areas in the workplace.

The Management of Health and Safety at Work Regulations 1999 requires employers to assess risks to pregnant women from extremes of heat as they tolerate heat less well.

A person’s physical characteristics should always be borne in mind when considering their thermal comfort, as factors such as their size and weight, age, fitness level and sex can all have an impact on how they feel, even if other factors such as air temperature, humidity and air velocity are all constant.

What is recommended for trying to keep the workplace comfortable in the heat?

Employers can implement the following strategies to ensure a safe and healthy working environment during high heat.

Ensure your workplace is properly ventilated:  You can help keep your indoor spaces cool by using fans, opening windows and adding portable cooling units.

Encourage staff to stay hydrated: Place water stations around the workplace and encourage frequent drinking to prevent dehydration.

Adjust work routines: Where possible, you can offer flexible hours to avoid the hottest times of the day.

Relax dress codes: Encourage light, breathable clothing and explore alternative PPE for manual workers.

Educate your employees: Raise awareness about the signs of heat stress and what to do if affected.

What can I do if my employee’s school is closed and they’re unable to come into work?

Working parents have the right to take time off for dependents, which is designed to be used in emergency situations such as where childcare has fallen through. As emergency leave, it is not to be used to provide ongoing care, but to give the employee enough time to deal with the immediate situation and make more suitable arrangements. Typically, it is for a maximum of a day or two at a time, but this can vary depending on the circumstances.

You should explore ways for time to be covered with your employee, especially if schools are closed for longer than a couple of a days. You could, if possible, agree that the employees work from home, take annual leave or some other arrangement which means that their pay is unaffected.

Speak to a Health and Safety specialist

You can speak to one of our Health and Safety specialists today to get a full understanding of how you can support your staff in the high temperatures.

Call 01455 858 132 to speak to an advisor.