What is the best format for the policy?

There is no standard format for writing an environmental policy, but the style should reflect your company's culture, like a company mission statement. There are a few basic rules to follow to ensure the policy is clearly written and concise:-

- Keep the statement short -  an A4 sheet should be enough

- Make sure it's easy to read and understandable by everybody

- The statement must be realistic, achievable and relevant to your company's activities and practices

- It should say what the key objectives that the company is following, who is accountable and how these are going to be achieved and by whom.  All goals should be measurable, achievable, realistic and timebound (ie: we will do x by y date).

- Demonstrate commitment to making the policy work and get the statement signed, dated and endorsed by the owner, managing director or other senior manager

What statements should the policy contain?

There is no standard content/statement for an environmental policy. 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 business, and which you may wish to address in your environmental policy, could include:-

- Transport:  Consider the types of transport used, the frequency and length of journeys. Could any of this travel reasonably be avoided or combined; could public transport  be used or web / telephone conferencing instead of meetings? 

- Rescourcing,  Recycling, reusing of packaging materials :  Think about all of the things that come into your office or premises. Are they ethically produced and procured? Do your suppliers operate environmental policies? 
Reuse as many items as possible  such as scrap paper, postal packaging, boxes and packing cases;  Donate computers and furniture to be reused; Use rechargeable batteries; Use refillable products such as printer cartridges:  Avoid disposable items such as plastic cups and using mugs and glasses instead; Buy products made from recycled materials such as paper.  Find out more from  European Eco-Label Scheme - visit http://www.defra.gov.uk/environment/consumerprod/ecolabel/

- Minimising waste :  What kind of waste do you produce? How is it dealt with? There are restrictions on the ways that businesses get rid of some types of refuse, to find out more:  http://www.netregs.gov.uk .
Some simple ways of reducing waste include  avoiding packaging by buying in bulk and using bulk storage where possible;  reducing unwanted mail by signing up to the Mailing Preference Service;  Avoiding unnecessary printing costs by only printing documents when necessary and printing double-sided; Avoiding excess manufacturing costs by using raw materials as efficiently as possible in the manufacturing process; using solar powered items such as calculators to reduce battery waste

- Efficient use of water and energy : How are your gas and electricity supplied? Renewably resourced energy is more environmentally friendly than carbon offsetting. Almost all companies offer "green" utilities, contact your existing supplier for a quote first. For companies trying to be more sustainable, the other areas of an energy company's policy may be of concerns, so look for companies with sustainable policies.

Take a walk around the office and check:-

Heating:  Are thermostats working and set to the lowest comfortable temperature? Are there any cold draughts from windows or doors? Are windows and doors open when heating or air conditioning is on?

Lighting:  Are you still using traditional tungsten light bulbs? Are lamps, fittings and rooflights clean? Are lights switched off if there's sufficient daylight or rooms are not in use? Do you have any old large diameter fluorescent tube lights?

Electricity:  Are computers, printers or lights left on overnight/weekends? Are monitors switched off when not in use, such as during lunch breaks?     For more information call The Carbon Trust 0800 085 2005 www.carbontrust.co.uk/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

For Example:

In all its activities [Company] will:

- Ensure environmental legislation is complied with, and fulfil our statutory environmental responsibilities.

- Reduce the use of natural resources including energy and water in its own buildings, vehicles and in all Company activities.

- Avoid waste and encourage the conservation, reuse and recycling of resources.

- Prevent environmental pollution from all its activities and influence others to do the same.

- Use biodegradable chemicals wherever possible.

- Use timber from sustainable (managed) forests

- Minimise use of solvents and lead-based paints.

- Ensure that procedures are in place to minimise noise disturbance to neighbours.

- Phase out CFCs and ozone-depleting substances.

- Reduce the need for the movement of both people and goods. Where movement is necessary, encourage the use of public transport, cycling and walking.

- Procure goods and services in a socially and environmentally responsible manner.

- Promote understanding and participation in environmental issues through education, information and consultation.

- Provide appropriate resources and the necessary training for staff to ensure that they are able to fulfil the commitment given in this policy.

Reviewing your policy

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

A list of the current environmental legislation can be found on the government's NetRegs website - http://www.netregs.gov.uk/

A helpful carbon calculator can be found at http://www.carbontrust.co.uk/publicsites/CFCalculator/CO2Calculator.aspx