As summer temperatures rise, so do expectations on employers to create working environments that are safe and comfortable. While warm weather is often welcomed outdoors, it can present significant challenges in the workplace, from physical discomfort and reduced productivity to genuine health risks.
There is no legal maximum working temperature in the UK, but that doesn’t mean employers are off the hook. Hot weather brings unique challenges for every team, whether they work indoors, outdoors, or remotely. These challenges often fall under both HR and health and safety responsibilities.
So, what are your responsibilities as an employer when the heat is on?
Understanding the legal framework
The Health and Safety at Work Act (1974) says employers must provide a working environment that is safe and, as far as possible, free from health risks. The Workplace (Health, Safety and Welfare) Regulations 1992 also require that temperatures in indoor workplaces are “reasonable.”
While the law does not specify an upper temperature limit, guidance from the Health and Safety Executive (HSE) advises employers to take action if heat causes discomfort or affects health, safety, or performance.
From an HR perspective, this relates to your broader duty of care. It also connects with policies on flexible working, sick leave, and equality, especially when supporting staff whose health conditions are made worse by heat.
Employers should regularly review their health and safety policies during warmer months to ensure they remain fit for purpose. This includes updating risk assessments, reviewing health and safety management plans, and checking that contracts of employment and HR policies reflect flexibility where needed. For businesses using HR support services or HR outsourcing, now is the time to check that your provider is offering practical advice on heat-related challenges. Partnering with the right health and safety consultants can also help you stay compliant and avoid costly oversights.
Common issues in hot weather
Hot weather can affect people in different ways. Some of the most common issues include:
- Fatigue, dehydration, and headaches
- Difficulty concentrating and more frequent mistakes
- Heat stress or heatstroke, especially in physical jobs or areas with poor ventilation
- Irritability, mood changes, or conflict
Some people are more vulnerable to heat, such as those who are pregnant, going through menopause, have existing health conditions, or take medication that affects how their body handles temperature.
Making reasonable adjustments
The key is to anticipate and respond to the impact of heat proactively. Reasonable adjustments might include:
- Flexible working hours to avoid travel or peak heat times
- Relaxed dress codes where safe and appropriate
- Access to fans, cooling systems or shaded areas
- Increased breaks and hydration reminders
- Allowing remote working if suitable
In environments where employees work outdoors or in high-heat areas (e.g. kitchens, warehouses), extra care is needed to ensure rotas, PPE, and workload are adjusted accordingly.
Communication is key
One of the most effective ways to manage hot weather in the workplace is through open communication with your team.
- Ask how they’re coping and invite feedback on working conditions.
- Share guidance on staying safe in hot weather – include tips on hydration, breaks, and identifying signs of heat exhaustion.
- Remind staff of your wellbeing resources, EAP, or policies on adjustments.
By communicating openly with your team, you can prevent issues before they arise and show employees they are supported.
Remote workers are not exempt
If your team works remotely or in a hybrid setup, don’t assume they’re unaffected – many home environments lack proper ventilation or air conditioning.
Encourage remote workers to:
- Open windows and take screen breaks
- Adjust working hours if needed
- Get in touch if they’re struggling with their set-up or wellbeing
You still have a duty of care to remote employees, and including them in summer wellbeing planning is essential.
Supporting long-term change
Hot weather isn’t just a seasonal inconvenience; it’s a reminder to build more resilient, people-focused workplaces. From reviewing job descriptions and creating practical employment packs to introducing long-term HR management strategies, these small changes make a big difference. Businesses that adopt proactive health and safety support and responsive HR services will be better equipped to handle future heatwaves, keep employees safe, and maintain productivity throughout the year.
Final thoughts
Employers who plan ahead, communicate with their teams, and respond with flexibility are more likely to stay compliant and build a stronger, more engaged workforce.
When you understand your responsibilities and prioritise your people, you can help make summer a season your team enjoys, rather than one they struggle through.