No Smoking Policy UK: Workplace Rules & Duties

What this document is

A no smoking policy is an internal workplace document that explains how a business complies with the smoke-free rules introduced by the Health Act 2006 and the regulations made under it. It confirms that smoking is not permitted in enclosed or substantially enclosed parts of the workplace, sets out any designated outdoor areas the employer has chosen to provide, and describes how the rules apply to company vehicles used by more than one person.

A good policy goes further than a legal notice on the wall. It usually covers who the rules apply to (staff, agency workers, contractors, visitors and clients), how signage will be displayed, what happens if someone breaches the policy, and how the employer will handle related matters such as vaping, e-cigarettes and support for employees who want to stop smoking.

Because the policy touches on discipline, health and safety, and equality considerations, most employers treat it as part of their wider staff handbook rather than a standalone memo.

How to use this document

1. Confirm where the smoke-free rules apply in your workplace. Walk through your premises and identify every enclosed and substantially enclosed area, including corridors, stairwells, shared entrances, canteens and meeting rooms. Note any vehicles used for work by more than one person. This mapping exercise tells you exactly where smoking must be prohibited before you start drafting anything. 2. Decide your position on designated outdoor smoking areas. The law does not require you to provide one, and many employers choose not to. If you do, think about distance from doorways and windows, shelter, litter bins, and whether the area is visible to clients. Write down the rules so there is no ambiguity about when and where breaks can be taken. 3. Draft the written policy and set out the detail. Cover the purpose of the policy, who it applies to, the prohibited areas, any permitted areas, rules on vaping and e-cigarettes, disciplinary consequences of a breach, and support available to staff who want to stop. Keep the language plain so that a new starter can understand it on day one. 4. Install compliant no smoking signage. At least one clearly visible no smoking sign must be displayed at every entrance to smoke-free premises, and signs are also expected in smoke-free vehicles. Check the current signage requirements on gov.uk before you order, and make sure signs are not obscured by notices, posters or seasonal decorations. 5. Communicate, train and review. Share the policy with every employee, include it in induction for new starters, and brief managers on how to handle breaches consistently. Review the policy at regular intervals, particularly if you move premises, change your vehicle fleet, or update your approach to vaping, so that it stays aligned with how the business actually operates.

Common questions