Sun Safety RMG Communication Issued 23rd June
Further to LTB 120/25 issued to Branches on 20th June, which sought to provide Branches and our Safety Reps with the necessary communication materials and reaffirm the application of the Royal Mail Group Severe Weather Risk Assessment process as temperatures increase during the summer months.
This week, the Royal Mail Group SHE (Safety, Health and Environment) Team issued a WTLL Briefing on Sun Safety, attached, which highlights the following key messages:
- Cover Up – The most effective barrier
- Protect your head – Wear a wide brimmed hat
- Use sunscreen – Factor 30 or higher and reapply
- Seek shade – Take breaks in the shade
- Stay hydrated – Drink regularly and avoid caffeine
- Skin safe – Check for any changes
Additionally, this SHE (Safety, Health and Environment) WTLL has referred to the Health Passport, which was launched in November 2024, and as part of this Sun Safety communication, Royal Mail has highlighted the particular need to support individuals with health conditions and who may be at increased risk when working in extreme heat.
Importantly, the SHE WTLL Briefing invites members to approach their managers to highlight any such concerns linked to individual health conditions: ‘This is so you can plan for any duty adjustments required in the event of a severe weather warning for heat.’
Details on the Business Recovery, Transformation and Growth Agreement – Workplace Adjustments and Health Passport are set out in LTB 352/24, issued on the 6th November with supplementary information set out in LTB 025/25, issued on the 5th February.
The Briefing also confirms that water bottles and the RM Unisex Explorer Hat (RP08 wide brimmed hat) are available for members on outdoor duties via the Uniform Ordering Portal under Summer Accessories. Alongside this, RMG have also confirmed that a Sun Safety App Message has been issued, the details of which are also attached.
ERRATA of details in LTB 120/25:
Following the issuing of LTB 120/25, Royal Mail has written to CWU Headquarters to advise that the Royal Mail Group Severe Weather Risk Assessment (SWRA) has been changed, in particular, those details set out in the extracts for actions in the case of a MET Office Weather ‘Yellow Warning’, ‘Amber Warning’ and ‘Red Warning’.
Attached is a copy of the current version of Royal Mail Group SWRA (which can also be downloaded from Royal Mail’s SHE SharePoint site):
To confirm, in the case of an ‘Amber Warning’ and ‘Red Warning’, managers/PiCs (Person in Charge) must: ‘You must complete the severe weather assessment and confirm which duty adjustments (and any other controls) you have implemented for the warning duration.’
In the case of a ‘Yellow Warning’, the managers/PiCs must: ‘If you have any individual who are at increased risk in extreme heat, you must make duty adjustments if appropriate i.e. following discussion of OHS advice (for warning duration) and complete the severe weather assessment.’
However, from a CWU perspective, we hold the very clear view that Severe Weather Risk Assessment should be undertaken in the case of a MET Office Weather ‘Yellow Warning’, noting that Royal Mail has listed this as ‘optional’ in the Severe Weather Risk Assessment process. This, alongside some other points of difference between RMG and the CWU on the application of the SWRA, are now subject to further national level representation.
In outlining the above, it is relevant to summarise the following advice: –
- Ensure that individuals who may be at increased risk in extreme heat due to age, underlying health conditions or certain medications, speak to their manager to discuss whether any duty adjustments are required in the event of a MET Office ‘Yellow Warning’ (and before an ‘Amber Warning’ as previously communicated in LTB 120/25). These duty adjustments need to be made with the individual’s agreement and recorded on the Health Passport or Severe Weather Duty Adjustment Form.
- For individuals covered under the Equality Act and with a known disability, a required duty adjustment needs to be undertaken in line with and recorded on the Disability Risk Assessment Form.
- Colleagues who are pregnant also face an increased risk when working in extreme heat and should equally approach their manager. There is a separate Risk Assessment for these individuals.
- The use of the Health Passport should supplement and accompany the need to also undertake the relevant Risk Assessment. The use of the Health Passport does not replace the direct need to also undertake specific individual Risk Assessments.
- For members who require these measures, it is vitally important that they also seek CWU support and assistance.
Area Safety Reps (ASRs) and Workplace Safety Reps Actions:
Area and Workplace Safety Representatives are again reminded to: –
- Work with Operational Managers and SHE Team Management to raise awareness about Sun Safety amongst all members who work outdoor across Royal Mail Group.
- Ensure that Severe Weather Risk Assessments are carried out. This should start now, if not already underway, with all managers/PiCs (Person in Charge) familiarising themselves with the Severe Weather Risk Assessment process in order to ensure that they are prepared for high summer temperatures.
- Ensure that individuals who may be at increased risk in extreme heat due to age, underlying health conditions or certain medications and colleagues who are pregnant are aware that new or further duty adjustments may be needed to support them and that this should happen in the event of a MET Office ‘Yellow Warning’ (or higher warning) for heat. These duty adjustments need to be made with the individual’s agreement and recorded on the Health Passport and relevant Risk Assessment Form.
Where, despite representation made in the first instance, there remain failures and non-compliance in terms of this, these should be reported to senior management, recorded on health and safety inspections, raised at health and safety committees, and, as necessary, escalated through the SHE Disputes Resolution process.
Where Branches and Safety Reps require any additional information on the above, or for any other enquiries in relation to this LTB, these should be referred to the DGS(P) Department.
Yours sincerely,
Martin Walsh
Deputy General Secretary (Postal)
LTB 125-25 – Sun Safety RMG Communication – Issued 23rd June
Attachment 1 – SHE WTLL FY25 010 – Sun Safety
Attachment 2 – RM Sun Safety App Message
CWU Eastern No5 Branch 
Leave a comment