DSE Risk Assessment for Small Businesses

What is a DSE risk assessment?

A DSE risk assessment is a legal requirement for small businesses whose employees use computers, laptops or tablets for prolonged periods. Under the Health and Safety (Display Screen Equipment) Regulations 1992, every employer must assess the risks to workers who habitually use display screen equipment as a significant part of their normal work. This applies whether your team works from the office, from home, or a combination of both. The assessment examines workstation setup, screen position, seating, lighting, breaks, and eyesight provision to prevent musculoskeletal disorders, eyestrain, and fatigue.

When does the law apply to your small business?

The Health and Safety (Display Screen Equipment) Regulations 1992 — commonly referred to as the DSE Regulations — apply to any employee or self-employed person who habitually uses display screen equipment for continuous periods of an hour or more on a daily basis. The regulations cover desktop computers, laptops, tablets used with a keyboard or for extended periods, and dual-screen setups. They do not apply to drivers' cabs, equipment on board transport, portable systems not in prolonged use, calculators, cash registers, or equipment where the display is incidental to the main work activity.

If you are a sole trader working alone with no employees, you have duties to yourself under the Management of Health and Safety at Work Regulations 1999, but the specific DSE Regulations obligations do not apply. However, if you employ even one person who uses a computer daily, you are legally required to conduct DSE risk assessments.

What must a DSE risk assessment cover?

Under Regulation 2 of the DSE Regulations, a workstation comprises the display screen equipment, any optional accessories (keyboard, mouse, document holder), the desk or work surface, the chair, the immediate work environment (lighting, noise, heat), and the interface between the computer and the user (software ergonomics). Your DSE risk assessment must evaluate all these elements. Specific areas to assess include:

• Screen position — top of the screen at or just below eye level, arm's length away, no glare or reflections from windows or lights
• Seating — adjustable height, adequate lumbar support, stable base, footrest provided if feet do not rest flat on the floor
• Keyboard and mouse — positioned to allow forearms horizontal, wrists straight, adequate space in front of keyboard to rest hands when not typing
• Desk space — sufficient depth to position screen at correct distance, enough surface area for documents and phone, no clutter forcing awkward postures
• Lighting — adequate general lighting, no bright lights or windows directly behind or in front of screen, use of blinds where necessary
• Software and task design — software appropriate to the task, adequate training provided, regular breaks or changes of activity

The legal standard is set out in the Schedule to the DSE Regulations, which lists minimum requirements for workstations. This Schedule has the force of law — it is not guidance.

Legal duties of small business employers under the DSE Regulations

Analyse workstations and assess risks (Regulation 2)

You must perform a suitable and sufficient analysis of each workstation used by your employees. This analysis must assess the health and safety risks, reduce risks identified to the lowest extent reasonably practicable, and be reviewed if there is reason to suspect it is no longer valid or there has been a significant change. For a small business with five employees all using laptops, this typically means five separate assessments unless the workstations are truly identical in every respect.

Ensure workstations meet minimum requirements (Regulation 3)

Every workstation must meet the requirements set out in the Schedule to the DSE Regulations. These include adequate lighting, adequate contrast and no glare or reflections, adjustable screens, sufficient desk space, and suitable seating. A laptop used on a kitchen table with no external keyboard or adjustable chair does not meet the minimum requirements if the work is prolonged.

Plan work to include breaks or changes of activity (Regulation 4)

You must plan the activities of DSE users so that their daily work is periodically interrupted by breaks or changes of activity that reduce their workload at the equipment. There is no legally prescribed break interval, but HSE guidance suggests short, frequent breaks are more effective than occasional long ones. A five-minute break or change of task every hour is typical good practice.

Provide eye and eyesight tests on request (Regulation 5)

You must provide an appropriate eye and eyesight test, carried out by a competent person (an optometrist or doctor), on request by any employee who is a DSE user. This test must be provided before an employee starts DSE work, at regular intervals thereafter, and whenever an employee experiences visual difficulties that may be related to DSE work. If the test shows that special corrective appliances (glasses) are necessary specifically for DSE work, you must provide those at your own cost. This does not mean you pay for general prescription glasses — only for glasses specifically required for the distance at which the screen is viewed.

Provide training and information (Regulation 6)

You must provide adequate health and safety training to all DSE users. Training must cover the risks identified by the risk assessment, the measures taken to reduce those risks, how to adjust their chair and screen, how to arrange their desk, when to take breaks, and how to request an eyesight test. This training must be provided when someone becomes a DSE user, and whenever the workstation is substantially modified.

DSE risk assessment for home workers

The shift to home working following COVID-19 has created widespread confusion among small businesses about DSE obligations for remote workers. The legal position is clear: if an employee habitually works from home using display screen equipment, the DSE Regulations apply in full. You cannot avoid your legal duties simply because the workstation is located in the employee's home rather than your office premises.

You must conduct a DSE risk assessment of the home workstation. This can be done remotely using a self-assessment questionnaire combined with photographs, or by a video call where the employee demonstrates their setup. The assessment must cover the same elements as an office-based workstation: screen position, seating, desk space, lighting, and breaks. If the assessment identifies deficiencies, you must take steps to rectify them. This may include providing equipment such as an external monitor, keyboard, mouse, adjustable chair, or desk lamp.

A common situation for small businesses is the employee who works on a laptop at a dining table or on a sofa. This setup does not meet the requirements of the Schedule to the DSE Regulations if the work is prolonged. The screen cannot be adjusted independently of the keyboard, leading to neck flexion or raised shoulders. The lack of lower back support causes postural strain. You must either provide equipment to make the setup compliant (laptop stand, external keyboard and mouse, adjustable chair) or make alternative working arrangements.

You are not required to pay for structural changes to an employee's home, such as installing a dedicated office, but you must provide the equipment necessary for the workstation to meet minimum requirements. Many small businesses provide a home working equipment allowance to cover this.

Homeworking DSE checklist for small businesses

• Conduct a DSE self-assessment for each home worker using a structured questionnaire
• Review photographs or arrange a video call to verify setup
• Provide external monitor, keyboard and mouse for prolonged laptop use
• Provide an adjustable chair or reimburse the cost if the employee's existing seating is inadequate
• Ensure adequate lighting — advise on positioning of desk to avoid glare from windows
• Provide information on taking breaks and avoiding prolonged static postures
• Ensure employee knows how to request an eyesight test

Common DSE problems in small businesses and how to fix them

Laptop use without external equipment

Laptops are designed for portability, not prolonged use. The integrated screen and keyboard force users into a compromised posture — if the screen is at the correct height, the keyboard is too high; if the keyboard is in the correct position, the screen is too low. For prolonged use, you must provide a laptop stand or external monitor to raise the screen to eye level, plus an external keyboard and mouse. This equipment is inexpensive and eliminates the most common source of neck and shoulder pain among laptop users.

Inadequate seating

Many small businesses, particularly start-ups, furnish offices with cheap or domestic seating that lacks adjustability or lumbar support. The Schedule to the DSE Regulations paragraph 1(c) requires that the seat shall be adjustable in height, and the seat back adjustable in height and tilt. A dining chair or a static office chair does not meet this requirement. Adjustable task chairs are available from £100 and are a legally required business expense.

Screen glare and reflections

Desks positioned facing a bright window or with an uncovered window directly behind the screen cause glare and eyestrain. The Schedule paragraph 1(b) requires that lighting shall be such as to prevent glare and reflections, and that windows shall be fitted with adjustable coverings. If your office has large windows, you must provide blinds or relocate workstations so that the screen is perpendicular to the window.

No breaks or change of activity

Small business employees often work intensively without breaks, particularly when under deadline pressure. This increases the risk of musculoskeletal disorders and eyestrain. Under Regulation 4, you must plan work to include breaks or changes of activity. This does not mean employees must stop work, but they must stop using the screen — they can take a phone call, review a printed document, or speak to a colleague. Build this into work planning and make clear that taking breaks is a health and safety requirement, not a sign of laziness.

Do I need to provide eyesight tests for my staff?

Yes. Under Regulation 5 of the DSE Regulations, you must provide an appropriate eye and eyesight test, by a competent person, to any employee who is a DSE user and who requests one. The test must be provided before the employee begins DSE work, at regular intervals thereafter, and whenever the employee experiences visual difficulties that may reasonably be considered to be caused by DSE work. There is no fixed legal interval for regular tests, but offering them every two years is common practice.

The test must be carried out by an optometrist or medical practitioner with expertise in eyesight testing. A sight test voucher from a high-street optician is sufficient. You must pay for the test. If the test shows that corrective appliances (glasses or contact lenses) are necessary for the employee to work safely with DSE, and normal corrective appliances cannot be used, you must pay for the special corrective appliances. In practice, this usually means paying for computer glasses where the employee needs a specific prescription for screen distance. You are not required to pay for general prescription glasses that the employee would need in any event.

What is a suitable and sufficient DSE risk assessment?

A suitable and sufficient DSE risk assessment under the DSE Regulations must identify the risks present in the way the workstation is set up and used, evaluate those risks, and specify the control measures required. It is not sufficient to complete a generic checklist that could apply to any workstation. The assessment must reflect the actual equipment, furniture, and working practices in use.

For a small business, a suitable DSE risk assessment typically includes: a description of the workstation (equipment, furniture, location), identification of the DSE user(s), answers to a structured set of questions covering each element in the Schedule (screen, keyboard, desk, chair, lighting, software), a risk rating for any deficiencies identified, and an action plan specifying who will provide or install the required equipment or make the necessary changes, with a target date.

The assessment must be recorded in writing if you have five or more employees, under Regulation 3(6) of the Management of Health and Safety at Work Regulations 1999. Best practice is to record all DSE assessments regardless of employee headcount. The assessment must be signed by the assessor and reviewed whenever there is reason to believe it is no longer valid — for example, if the employee moves to a new workstation, new equipment is introduced, or the employee reports discomfort.

Who can carry out a DSE risk assessment?

The DSE Regulations do not specify qualifications for the person conducting the assessment, but they must be competent. Competence means having sufficient training, knowledge and experience to recognise the risks and understand the requirements of the Schedule. For small businesses, common approaches include training a manager or HR person to conduct DSE assessments using HSE guidance and a structured assessment tool, using an external health and safety consultant, or using employee self-assessment reviewed by a competent person.

Self-assessment by the DSE user is permitted and is particularly useful for home workers. The employee completes a structured questionnaire, often with photographs of their workstation, and a competent person reviews the responses to identify risks and specify actions. This approach works well for small businesses where workstations are relatively straightforward and employees are engaged in the process.

Legal penalties for failing to conduct DSE assessments

Failing to conduct DSE risk assessments or failing to implement their findings is a criminal offence under the Health and Safety at Work Act 1974. The HSE can issue an improvement notice requiring compliance within a specified period, or in cases of serious risk, a prohibition notice. Prosecution can result in an unlimited fine. Small businesses are not exempt — the £100,000+ fines seen in large corporate cases are rare, but fines of several thousand pounds plus costs are routinely imposed on small employers who fail to comply with DSE duties.

Beyond criminal penalties, an employer who fails to provide a suitable workstation may face civil claims from employees who develop musculoskeletal disorders. Upper limb disorders such as carpal tunnel syndrome, tendonitis, and neck and shoulder pain are recognised occupational conditions linked to poor DSE setup. Awards in civil claims can be significant if the employer is shown to have ignored warnings or failed to conduct any assessment.

Practical steps to comply with DSE regulations in a small business

1. Identify your DSE users — list all employees (including part-time and home workers) who use computers, laptops or tablets for an hour or more daily
2. Conduct individual workstation assessments — use a structured DSE assessment checklist (HSE provides a free template) for each workstation
3. Provide necessary equipment — purchase adjustable chairs, external monitors, keyboards, mice, laptop stands, footrests, desk lamps or monitor arms as identified by the assessments
4. Set up an eyesight test scheme — make arrangements with a local optician or provide vouchers for employees to arrange their own tests; communicate the policy clearly
5. Provide DSE training — train all DSE users on correct workstation setup, the importance of breaks, and how to report discomfort
6. Plan work to include breaks — build in task variety or rest breaks; use software reminders if helpful
7. Review assessments annually — or whenever there is a change in workstation, equipment, or employee circumstances

For a small business with limited time and budget, the quickest route to compliance is to use a structured self-assessment tool for employees to complete, combined with a budget for purchasing the equipment identified. Anyrisks can generate a compliant DSE risk assessment in under two minutes by describing your specific workstation setup, saving you the time required to navigate HSE guidance and write the assessment from scratch.

DSE and reasonable adjustments for disabled workers

If you employ a disabled worker, you may be required to make reasonable adjustments under the Equality Act 2010 that go beyond the baseline DSE requirements. For example, a worker with a visual impairment may need screen magnification software, a larger monitor, or adjustments to screen contrast and font size. A worker with a physical disability affecting their hands may need adapted input devices such as ergonomic keyboards, trackballs instead of mice, or voice recognition software.

The duty to make reasonable adjustments is separate from and additional to the DSE Regulations. What is reasonable depends on the size and resources of your business, but small businesses are not exempt. If an adjustment is inexpensive and effective, it is likely to be considered reasonable even for a very small employer. The Access to Work scheme provides grants to help employers pay for practical support for disabled employees, which can cover specialist DSE equipment.

Further reading and resources

The authoritative source for DSE obligations is the HSE guidance document L26 — Work with display screen equipment, which provides detailed interpretation of the DSE Regulations and practical advice on compliance. It is available free from the HSE website. The Schedule to the DSE Regulations sets out the legally binding minimum requirements for workstations and is worth reading in full — it is only two pages. For businesses with home workers, HSE guidance on homeworking includes specific advice on conducting remote DSE assessments.

Also see: The ultimate guide to risk assessment · Do I need a risk assessment? · Risk assessment legal requirements · Risk assessment generator