Purpose and Scope
This policy sets standards to set up, assess, and modify computer workstations, reducing musculoskeletal discomfort and injury risks.
It applies to all employees who spend a significant portion of their workday at a computer, including office staff, front-desk and point-of-sale operators, and remote workers. It also applies to line managers responding to workstation issues.
[Role] owns this policy, manages workstation self-assessments, and controls the dedicated ergonomic equipment budget.
Working through related paperwork at the same time? See also our Accident & Incident Reporting Procedure Template, NY Retail Worker Safety Act Policy Template and OSHA Injury Reporting & Recordkeeping Procedure Template.
Policy Statement
[Organisation Name] provides adjustable workstations fitted to each user, trains staff on proper adjustments, and responds immediately to early reports of physical discomfort.
Employees must complete a workstation self-assessment upon hire, after any desk move, and at [Frequency]. [Role] responds to and follows up on reported issues within [Number] days.
Workstation Setup Standard
Adjust workstations in this order:
- Chair: Adjust seat height so feet rest flat on the floor or on a footrest, keeping thighs parallel to the ground. Set the backrest to support the natural lumbar curve. Position armrests so shoulders stay relaxed without forcing elbows out or up.
- Keyboard and Mouse: Place input devices directly in front of the body. Set their height so elbows stay close to the torso at roughly a 90-degree angle. Keep wrists straight while typing and navigating.
- Monitor: Set the screen about an arm’s length away, placing the top of the display at or slightly below eye level. Center the main monitor when using dual screens, or arrange them symmetrically if used equally.
- Desk Clearance: Clear space under the desk for knees and thighs. Store frequently used items within easy reach to prevent repetitive overreaching.
- Laptop Computers: For sustained work, place the laptop on a stand or riser and use an external keyboard and mouse to achieve proper screen height and typing posture.
- Lighting and Glare: Position screens to avoid reflections from windows and overhead lights. Match screen brightness to ambient room light.
Breaks and Task Variation
Shift positions and move throughout the day to avoid static posture fatigue:
- Take short posture breaks to stand, move, or stretch at
[Interval]. - Rest eyes regularly by focusing on distant objects off-screen.
- Vary daily tasks. Stand during phone calls or hold walking one-on-one meetings where practical.
- Take scheduled meal breaks away from the workstation.
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Reporting Discomfort
Report early symptoms of physical discomfort (such as aching, tingling, numbness, or stiffness in the hands, wrists, arms, shoulders, neck, or back) tied to computer work directly to [Role/System].
Once reported, follow this response procedure:
[Role]reviews the employee’s workstation self-assessment within[Number]days.[Role]observes the employee at their workstation to evaluate posture and setup.[Role]makes immediate workstation adjustments (such as seat height, screen position, or mouse placement).[Role]issues required equipment from the approved inventory at[System/Location].- If discomfort continues after adjustments,
[Role]refers the employee to[Occupational Health Provider/Healthcare]. - Log any recordable work-related musculoskeletal disorder per the organisation’s incident reporting procedures.
Remote and Home Workstations
The workstation setup standard applies to all approved remote work locations.
- Remote employees must complete a self-assessment for their home setup.
[Organisation Name]supplies equipment or allowances ([Equipment/Allowance]) so remote workstations meet established ergonomic standards.- Managers check remote setups at
[Frequency]and route discomfort reports through standard reporting procedures.
Records and Policy Review
Store completed self-assessments, discomfort reports, corrective actions, and equipment logs in [System/Location] for [Period].
Review this policy at [Frequency], after any recordable musculoskeletal incident, or when workstation equipment or work setups change significantly.
- Policy Owner:
[Role] - Next Review Date:
[Date]
FAQs on a workstation ergonomics policy
What is a workstation ergonomics policy?
A workstation ergonomics policy sets standards to set up, assess, and modify computer workstations, reducing musculoskeletal discomfort and injury risks.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a workstation ergonomics policy include?
This template covers workstation setup standard, breaks and task variation, reporting discomfort and remote and home workstations.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a workstation ergonomics policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.