Every small office in London must provide adequate first aid equipment, facilities, and trained people, and the HSE says a low-risk office with fewer than 25 staff needs at least one appointed person and a stocked first aid kit.
Do you manage a small office in London? Then you need to understand the HSE first aid requirements for small offices. The law is simple, but many managers misread it. This 2026 guide explains your duties in plain English, so you can protect your team and stay compliant.
What Does the Law Say About Workplace First Aid?
The Health and Safety (First-Aid) Regulations 1981 apply to every UK employer. This includes small offices in Westminster, Shoreditch, Croydon, and every other London borough.
The law requires you to provide:
- Adequate equipment (a first aid kit)
- Adequate facilities (a clean place to treat people, if needed)
- Adequate people (an appointed person or trained first aider)
The word “adequate” matters here. The law does not give one fixed list for every business. Instead, you must decide what your workplace needs.
Quick note for 2026: The core regulations have not changed. Always check the HSE website for the latest guidance before you finalise your plan.
Step 1: Complete a First Aid Needs Assessment
A first aid needs assessment is the foundation of your whole plan. The HSE expects every employer to do one. It does not need to be complicated.
Your assessment should look at:
- Workplace hazards: Offices are usually low risk, but check for kitchens, machinery, or heavy lifting.
- Number of employees: More people means more chances of an incident.
- Staff with special needs: Think about health conditions, disabilities, or pregnancy.
- Working patterns: Consider shifts, early starts, late finishes, and lone working.
- Distance from medical help: London has fast ambulance services, but upper floors and large buildings can delay access.
- Visitors and the public: You must also consider clients and delivery drivers.
Write your findings down. A written record is not legally required for small businesses, but it proves you took the duty seriously.
How Many First Aiders Does a Small Office Need?
This is the question managers ask most. The HSE gives clear guidance for low-hazard workplaces, which includes most offices.
HSE Guidance for Low-Risk Offices
| Number of Employees | Minimum Requirement |
|---|---|
| Fewer than 25 | At least one appointed person |
| 25 to 50 | At least one first aider trained in Emergency First Aid at Work (EFAW) |
| More than 50 | At least one first aider trained in First Aid at Work (FAW) for every 100 employees |
These numbers are a minimum. Your needs assessment may show that you need more.
What Is an Appointed Person?
An appointed person is not a trained first aider. They take charge when someone is injured or falls ill.
Their main duties are:
- Call 999 for an ambulance
- Look after the first aid kit and supplies
- Stay calm and manage the situation until help arrives
The HSE does not require an appointed person to hold a certificate. However, basic training gives them far more confidence in a real emergency.
Appointed Person vs First Aider: Which Do You Need?
Many small offices choose to train a first aider even when the law does not require it. Here is why.
An appointed person cannot give first aid treatment beyond basic help. A trained first aider can treat choking, bleeding, burns, and cardiac arrest.
Consider training a first aider if:
- Your office has 20 or more employees
- You have staff with known health conditions
- You often have visitors on site
- Your team works in a large or multi-floor building
Training costs little compared with the risk. One trained person can save a life.
First Aid Training: EFAW vs FAW
If you need a first aider, you must choose the right course. Here are the two main options.
Emergency First Aid at Work (EFAW)
- Lasts one day (6 hours)
- Suits most small, low-risk offices
- Covers CPR, choking, bleeding, shock, and unconscious casualties
- Gives a certificate valid for three years
First Aid at Work (FAW)
- Lasts three days (18 hours)
- Suits larger or higher-risk workplaces
- Covers everything in EFAW plus injuries, burns, fractures, and medical conditions
- Gives a certificate valid for three years
For most small London offices, EFAW is the right choice. It is quick, practical, and meets HSE expectations.
Keep Skills Fresh
The HSE recommends annual refresher training, even though certificates last three years. Skills fade fast, and a short yearly refresh keeps your first aider confident.
Set a reminder before each certificate expires. A first aider with an expired certificate no longer counts as qualified.
What Must Your First Aid Kit Contain?
The law does not give an official list of items. The HSE says your kit must match your needs assessment. For a small office, a standard kit usually includes:
- A leaflet with basic first aid guidance
- Individually wrapped sterile plasters in assorted sizes
- Sterile eye pads
- Triangular bandages
- Safety pins
- Medium and large sterile unmedicated dressings
- Disposable gloves
- Face shield or resuscitation aid (recommended)
Many UK employers buy kits that meet the BS 8599-1 standard. This is not a legal duty, but it makes choosing a kit easy.
Important Kit Rules
- Do not store tablets or medicines. First aiders must not give them out.
- Check the kit every month. Replace used or expired items straight away.
- Keep it easy to find. Put it in a clear, well-lit, signed location.
- Add a second kit if your office spans several floors.
Use the green and white first aid sign so everyone can spot your kit quickly.
Do Small Offices Need a First Aid Room?
No. The HSE does not require a dedicated first aid room for low-risk offices. However, you must provide a suitable space where someone can receive treatment.
A quiet meeting room or private office usually works well. It should have:
- Access to a sink and running water
- A chair or couch
- Good lighting and ventilation
- Easy access for paramedics
Make sure every employee knows where this space is.
First Aid for London-Specific Office Situations
London offices face some unique challenges. Think about these points when you plan.
Shared and Serviced Offices
Many small London businesses rent space in a shared building. Check your lease and ask the landlord or building manager what first aid cover they provide.
Do not assume the building covers your team. Your legal duty as an employer stays with you. Confirm any shared arrangement in writing.
Hybrid and Remote Workers
Your duty applies to people working in your premises. Home workers fall under general health and safety rules, but the HSE does not expect you to provide first aid kits at home.
Still, you should:
- Share basic emergency guidance with remote staff
- Keep emergency contact details up to date
- Remind them to call 999 in an emergency
Lone Workers
Do any of your staff work alone, early, or late? Your needs assessment must cover them. Make sure lone workers can reach help quickly, and consider a check-in system.
Cover for Absences
Your first aider will take holidays and fall ill. Plan for this. Many managers train two people so someone is always available.
Do You Need a Defibrillator in Your Office?
No law requires a defibrillator (AED) in a small office. However, the HSE says you should consider one when you complete your needs assessment.
A defibrillator can save a life during sudden cardiac arrest. Survival chances drop sharply with every minute that passes. London has many public defibrillators, so check whether one is near your building.
If you buy one, make sure your first aiders know how to use it. Most EFAW courses cover this skill.
What About Mental Health First Aid?
The law does not require mental health first aiders. However, the HSE encourages employers to think about mental health in their wider workplace planning.
Many London employers now train mental health first aiders voluntarily. It shows care for your team and supports a healthy workplace culture. Treat it as a valuable extra, not a replacement for physical first aid.
Record-Keeping and Reporting Duties
Good records protect your staff and your business. You must keep track of workplace injuries and illnesses.
The Accident Book
- Every employer with 10 or more employees must keep an accident book
- Smaller offices should keep one as good practice
- Record the date, time, person involved, injury, and treatment given
- Store records securely to comply with GDPR
RIDDOR Reporting
Some serious incidents need a report to the HSE under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations). Report incidents such as:
- Deaths and specified serious injuries
- Injuries that keep a worker off work for more than seven days
- Injuries to members of the public that need hospital treatment
- Certain work-related diseases and dangerous occurrences
Report these through the HSE website. Failure to report can lead to penalties.
Tell Your Staff About Your First Aid Plan
You must inform all employees about your first aid arrangements. Do not hide this information in a policy folder.
Share these details clearly:
- Who your first aider or appointed person is
- Where the first aid kit is located
- Where the first aid space is
- What to do in an emergency
Put a notice on your wall and mention it in staff inductions. New starters should know this information on day one.
Your 2026 First Aid Compliance Checklist
Use this quick checklist to review your office today.
- ☐ Complete and record a first aid needs assessment
- ☐ Appoint at least one appointed person or trained first aider
- ☐ Book EFAW training if you have 25 or more employees
- ☐ Buy and stock a suitable first aid kit
- ☐ Check your kit monthly and replace used items
- ☐ Display first aid notices with names and locations
- ☐ Keep an accident book and store it securely
- ☐ Understand your RIDDOR reporting duties
- ☐ Plan cover for holidays and absences
- ☐ Review your arrangements at least once a year
Common Mistakes Small Offices Make
Avoid these frequent errors.
- Assuming “low risk” means “no action.” Every workplace needs a plan.
- Letting certificates expire. An expired first aider does not count.
- Forgetting visitors. Your duty covers anyone on your premises.
- Ignoring part-time and shift staff. Cover all working hours.
- Stocking medicines in the kit. First aid kits must not contain tablets or creams.
Conclusion: Stay Compliant and Stay Safe
HSE first aid requirements for small offices in London come down to three actions: assess your risks, provide the right equipment, and train the right people. Even a team of five needs a plan. A clear, simple setup protects your staff and keeps your business within the law.
Do not wait for an accident to find the gaps in your preparation. Review your needs assessment today and make sure your first aid arrangements fit your team in 2026.
Book an Emergency First Aid at Work course in London today and get fully certified.
