Internal and External Communication for ISO 45001

ISO 45001 Clause 7.4

If people on site don't know what's happening, things go wrong. That's the heart of this clause.

ISO 45001 Clause 7.4 - Communication, Internal and External

OH&S communication isn't just newsletters and toolbox talks. ISO 45001 Clause 7.4 expects you to plan it - what gets communicated, when, with whom, and how. The standard splits this into general arrangements (7.4.1), internal communication (7.4.2) and external communication (7.4.3), and it specifically calls out that diversity factors like language, literacy, disability and culture must be considered.

The clause applies to UK organisations and global ones in the same way - the principle is that workers, contractors, visitors and outside parties get the OH&S information they need, in a form they can act on, at the time they need it.

What Clause 7.4 Asks For

7.4.1 General - establish, implement and maintain processes for the internal and external communications that are relevant to the OH&S management system. You determine what to communicate, when, with whom (workers at all levels, contractors, visitors, other interested parties), and how. Diversity considerations are a named requirement, not a nice-to-have. Incoming communications relevant to OH&S need a response, and you keep documented information as evidence where appropriate.

7.4.2 Internal communication - communicate relevant OH&S information across the different levels and functions of the organisation, including changes to the management system. The process must let workers contribute to continual improvement.

7.4.3 External communication - communicate externally as established by your processes, taking legal and other requirements into account. In the UK that includes things like RIDDOR reportable injuries to the HSE within statutory timeframes, communications with enforcing authorities, and notifications to insurers or principal contractors.

Practical Compliance Guidance

alphaZ document	How to use it
ISO 45001 Toolkit	Complete document set for an ISO 45001 management system. Contains the communications planner, communications policy and supporting templates referenced below.
F-Q76 Communications Planner	A single table that captures what is communicated, to whom, how often, by whom and the method. Fill it in once for your organisation and review annually or when arrangements change.
P-17 Communications Policy	Sets the organisation's high-level approach to communication. Issue alongside the planner so workers and contractors understand the framework as well as the practical arrangements.

For more on these documents see the ISO 45001 Toolkit.

Most organisations meet 7.4 by maintaining a single communications planner that lists every regular OH&S communication - safety meetings, toolbox talks, contractor inductions, notice board updates, monthly reports - with the audience, frequency, method and owner. It's quick to keep current, and it gives auditors a clear picture in one document. The planner doubles as the evidence the clause asks for, so you do not end up running two parallel systems.

Communication failures sit behind a huge number of incidents. Someone wasn't told the lifting plan changed. The new starter didn't get the asbestos register. The visitor didn't know about the alarm.

I look for evidence that contractors and visitors are part of your communications plan, not just employees. The other thing I check is what happens with incoming communications - if a worker raises a hazard concern, can you show me the response and where it was logged? If you have legal duties to communicate externally, like RIDDOR reports, I'll want to see those records too.

Diversity and Accessibility

Clause 7.4.1 explicitly requires that diversity aspects - language, literacy, disability, cultural differences - are considered when determining communication needs. In practice that might mean translating safety briefings, using pictograms on signage, providing information in larger fonts or audio formats, or running inductions in a worker's first language where reasonably practicable. Auditors will ask how you have addressed this for your actual workforce, not in the abstract.

Worker Participation in Communication

Clause 7.4.2 ties directly into Clause 5.4 on consultation and participation. Your communication arrangements must allow workers to contribute to continual improvement - so two-way channels matter. A noticeboard alone is not enough. Examples include safety committees, near-miss reporting forms, suggestion boxes, anonymous feedback routes, and standing items in team meetings.

Frequently Asked Questions

Does 7.4 require a written communications policy?

The clause requires the process to be established, implemented and maintained, and documented information to be retained as evidence. Most organisations meet this through a written communications policy and a communications planner, but the standard does not mandate a specific document name or format.

What counts as external communication?

Anything OH&S-related that leaves the organisation. RIDDOR reports to the HSE, communications with enforcement officers, contractor briefings, public-facing safety notices, supplier requirements, and stakeholder updates all count. Legal reporting deadlines apply to several of these.

How often should the communications planner be reviewed?

At least annually as part of management review, and whenever significant changes occur - new sites, new contractors, new hazards, organisational restructures, or changes to legal reporting requirements. Many organisations review it after any incident investigation that flags a communication failure.

Do we need to record every communication?

No - the clause says retain documented information as evidence of communications "as appropriate". Records of formal communications like toolbox talks, safety briefings, RIDDOR reports and contractor inductions are typical. Day-to-day verbal communication does not need to be logged.

UK Legislation

UK organisations have specific statutory communication duties on top of the standard.

Further Resources