How To Write An Environmental Policy

Introduction

An Environmental Policy is a written statement outlining an organisation's mission in relation to managing the environmental effects and aspects of its operations. For organisations intending to obtain certification to the international standard ISO 14001 or registration under EMAS, BS 8555 or the Green Dragon Environmental Standard®, the Environmental Policy is the cornerstone of an environmental management system's (EMS) development and implementation. This Reference Note will help Environmental Managers wishing to implement an EMS in their company to write an Environmental Policy clearly and concisely.

Information

The Environmental Policy should clearly state the aims and principles of an organisation (its mission) with respect to its impact on the environment. All organisations have an effect to some degree and the policy should recognise this. The policy should also allow its management to communicate its aims and objectives to employees and other interested parties, including shareholders, customers and suppliers. In the case of a multi-site operation, there may be a number of group or divisional operating statements, which when combined, represent the view of the holding company.

Why Write an Environmental Policy?

The benefits associated with writing an Environmental Policy include:

• assuring customers of commitment to demonstrable environmental management
• maintaining good public/community relations
• enhancing image and market share
• improving cost control
• reducing incidents that result in liability
• conserving raw materials and energy
• sharing environmental solutions
• improving industry/government relations.
  

What are the Best Format and Style for the Policy?

There is no standard format for writing an Environmental Policy, but the style should reflect your organisation's culture. A good starting point is to collect and review examples of policies written by other organisations and select the format and style most appropriate to your own organisation (see below for sources of examples).

There are a few basic rules to follow to ensure the policy is clearly written and concise:

• keep the statement short - if it's longer than a sheet of A4, then it's probably too long
• the statement is meant for everyone to see, so make sure it's easy to read and understand
• the statement must be realistic, achievable and relevant to your organisation's activities and practices
• demonstrate commitment to making the policy work and get the statement signed, dated and endorsed by the MD, Chief Executive or other senior manager.

What Statements Should the Policy Contain?

There is no standard content for an Environmental Policy, although policies normally contain the same themes, including those listed below.

As a general rule, the policy should contain statements on the following criteria:

• a commitment to continuous improvement
• recognition of compliance with relevant environmental legislation as a minimum level of performance
• the education and training of employees in environmental issues and the environmental effects of their activities
• the monitoring of progress and review of environmental performance on a regular basis (usually annually).

Additional issues relevant to your organisation, and which you may wish to address in your Environmental Policy, could include:

• transport
• recycling of packaging materials
• minimising waste
• efficient use of water and energy
• use of biodegradable chemicals
• minimising use of solvents and lead-based paints
• use of timber from sustainable (managed) forests
• procedures to minimise noise disturbance to neighbours
• phasing out of CFCs and ozone-depleting substances.

If your business is linked closely to key customers through the supply chain, obtain a copy of their Environmental Policy, so that your statements can reflect their requirements and needs.

Can I Follow a Checklist of Statements to Help Me Draft the Policy?

The checklist below may help you to draft a policy appropriate to your business. Choose examples of the statements that would apply to your business and make the statements as specific as possible for your operations:

• comply with the requirements of environmental legislation and approved codes of practice
• assess the environmental impact of all historic, current and likely future operations
• continuously seek to improve environmental performance
• reduce pollution, emissions and waste
• reduce the use of all raw materials, energy and supplies
• raise awareness, encourage participation and train employees in environmental matters
• expect similar environmental standards from all suppliers and contractors
• assist customers to use products and services in an environmentally-sensitive way
• liaise with the local community
• participate in discussions about environmental issues.
  

Do I Need to Review the Policy and If So, How Often?

To check that your organisation's current activities comply with the Environmental Policy, a review needs to be undertaken regularly - usually on an annual basis, or in the first six months initially. If your organisation's business activities or operations change significantly, the policy may need to be amended.

Legislation

Writing an Environmental Policy is undertaken on a voluntary basis in the UK and the structure and content are, therefore, not regulated specifically by UK legislation. For organisations intending to obtain certification to ISO 14001 or registration under EMAS, BS 8555 or the Green Dragon Environmental Standard®, refer to the guidance notes to help you prepare an appropriate Environmental Policy.

Source :http://www.envirowise.gov.uk/Ref012#q1