Heatwaves at work: A guide for employers

Practical steps employers should take to protect their people.

With extreme temperatures becoming a more regular feature of the UK summer, employers need to think carefully about how hot weather affects their people, their operations and their legal responsibilities.

There is no legal maximum working temperature in the UK. However, that does not mean employers can ignore uncomfortable or unsafe conditions. Employers still have a duty of care to provide a reasonable working environment and to manage health and safety risks, including the risks created by heat, poor ventilation, dehydration and heat stress.

Handled well, a heatwave is an opportunity to show practical, people-first leadership. Handled badly, it can quickly lead to complaints, grievances, sickness absence, reduced productivity and, in some cases, potential discrimination or health and safety issues.

Why employers should take hot weather seriously

Hot weather affects people differently. Some employees may feel uncomfortable but able to continue working with minor adjustments. Others may be at higher risk because of pregnancy, disability, medication, an underlying health condition, menopause symptoms, age, the type of work they do, or whether they work outdoors, in uniform, near heat-producing equipment or in a poorly ventilated space.

Employers should also remember that the impact of heat is not limited to the workplace itself. Employees may be dealing with disrupted sleep, difficult commutes, childcare changes, caring responsibilities, overheated homeworking spaces or concerns about pets and family members. These pressures can affect concentration, wellbeing and performance.

The legal position: no maximum temperature, but clear responsibilities

In the UK, there is no set temperature at which employees automatically have the right to stop working. What matters is whether the working temperature is reasonable for the environment, the work being carried out and the risks involved.

Employers are expected to assess risks and put appropriate controls in place. That may include temporary or seasonal measures during periods of extreme heat. If an employee raises concerns and the employer does not take them seriously, the issue could escalate into a formal grievance, particularly where the employee believes their health, safety or individual circumstances have been overlooked.

There is also a specific risk around reasonable adjustments. Where an employee has a disability or health condition that is affected by heat, employers should discuss their needs and consider reasonable adjustments. A failure to do so could increase the risk of discrimination claims, as well as grievances and employee relations issues.

Pregnant employees, new mothers and breastfeeding employees may also need particular consideration. Employers should assess relevant risks and take steps to remove or reduce them. Where risks cannot be avoided, further action may be needed, which could include alternative work or suspension on full pay while the risk remains.

Practical steps employers can take during hot weather

A sensible starting point is to review your workplace arrangements before temperatures peak. The aim is not to promise every request can be met, but to show that risks have been considered and proportionate steps have been taken.

• Carry out a hot weather risk assessment for indoor, outdoor and hybrid workers.
• Check whether certain roles, locations or tasks create greater heat-related risks.
• Provide suitable drinking water and encourage regular hydration.
• Allow additional short breaks where needed, especially for physical or outdoor work.
• Improve ventilation by using fans, air conditioning, open windows, blinds or reflective coverings where appropriate.
• Move workstations away from direct sunlight or heat-producing equipment where possible.
• Review dress codes and uniforms, while still maintaining any necessary PPE requirements.
• Consider temporary changes to start and finish times, shift patterns or duties.
• Use job rotation to reduce exposure to heat where practical.
• Make sure managers know how to spot signs of heat stress, dehydration and fatigue.

Think carefully about vulnerable employees

A blanket approach will not work for everyone. Employers should be prepared to have individual conversations with employees who may be more affected by extreme heat. This might include people who are pregnant, disabled, taking medication, managing a long-term health condition, experiencing menopause symptoms, working outdoors or carrying out physically demanding work.

Practical adjustments might include moving someone to a cooler area, allowing more frequent breaks, temporarily changing duties, providing additional cooling equipment, adjusting hours, allowing homeworking if the home environment is safer and suitable, or enabling office working if the workplace is cooler than home.

The key is to listen, assess the risk and document what has been agreed. If a request cannot be accommodated, explain why and consider alternatives. Silence, inconsistency or a dismissive response is often what turns a manageable concern into a formal grievance.

Working from home is not a complete answer

It can be tempting to assume that homeworking solves the issue, but employers should be careful. Duty of care still matters where employees are working from home. Some homes may be hotter, less ventilated or less suitable than the workplace.

Where hybrid working is available, it may be helpful to give employees options. For some, coming into an air-conditioned office may be the safest and most comfortable choice. For others, avoiding a difficult commute may make homeworking more appropriate. Flexibility should be guided by the role, the working environment and the individual circumstances.

How to reduce the risk of grievances

Grievances often arise when employees feel their concerns have been ignored, minimised or handled inconsistently. During hot weather, employers can reduce that risk by being proactive, transparent and fair.

• Communicate early about the steps being taken during hot weather.
• Give managers clear guidance so decisions are consistent.
• Invite employees to raise concerns before they become formal complaints.
• Record risk assessments and any agreed adjustments.
• Review arrangements if temperatures rise further or circumstances change.
• Make sure requests linked to disability, pregnancy or health conditions are treated carefully and individually.
• Avoid dismissive comments such as “everyone is hot” or “just get on with it”.

A people-first approach is also a risk management approach

Extreme heat can be operationally challenging, but it is also a chance for employers to demonstrate trust, empathy and thoughtful leadership. Small changes can make a significant difference to employee wellbeing and morale.

Employers do not need to have all the answers immediately, but they do need to show that they are listening, assessing risk and taking reasonable steps. That approach helps protect people, supports productivity and reduces the likelihood of avoidable grievances or legal issues.

If you are unsure whether your current arrangements are enough, now is the time to review your plans, risk assessments and manager guidance.