Workplace Violence Prevention Policy for Small Business
Quick Answer
A workplace violence prevention policy explains that threats and violence won't be tolerated, how to report concerns, how the business will respond and how employees will be protected. OSHA defines workplace violence as any act or threat of physical violence, harassment, intimidation or other threatening disruptive behavior at the work site, and recommends a zero-tolerance policy, a worksite assessment, a written prevention program and training. Risk is higher where employees handle money, work alone or late at night, or serve the public.
Most small business owners don't like to think about violence at work. But threats, aggressive customers, angry former employees and domestic situations that spill into the workplace happen in businesses of every size. The question isn't whether you can make the risk zero. It's whether your team knows what to do when something feels wrong.
A workplace violence prevention policy gives employees clear expectations, a safe way to report concerns and a plan for responding. This guide explains what OSHA says about workplace violence, the risk factors to look for, a free policy template, warning signs, how to respond to threats and how to support your team.
Note: This is general information, not legal or security advice. In an emergency, call 911. State laws may set specific requirements for workplace violence prevention in some industries. Talk with an employment attorney and local law enforcement about your plan.
What Is Workplace Violence?
OSHA defines workplace violence as any act or threat of physical violence, harassment, intimidation or other threatening disruptive behavior that occurs at the work site. It ranges from threats and verbal abuse to physical assaults and even homicide.
| Type | Example |
|---|---|
| From customers or the public | An angry customer threatens a cashier |
| Between coworkers | An employee threatens a coworker after an argument |
| From a former employee | A terminated employee returns and makes threats |
| From someone with a personal relationship | An employee's former partner comes to the workplace |
| From someone with criminal intent | A robbery at a store |
Who Is at Higher Risk?
OSHA identifies factors that may increase the risk of workplace violence, including:
- Exchanging money with the public.
- Working alone or in isolated areas.
- Working late at night or in the early morning.
- Providing services and care.
- Working where alcohol is served.
- Working in areas with high crime rates.
OSHA also lists workers at higher risk, including those who exchange money with the public, delivery drivers, health care and social service workers, customer service agents and public service workers. Many small businesses, such as retail stores, restaurants, home service companies and clinics, have several of these risk factors.
What OSHA Recommends
OSHA says there are currently no specific OSHA standards for workplace violence. But it recommends that employers:
- Establish a zero-tolerance policy toward workplace violence that covers all workers, patients, clients, visitors, contractors and anyone else who may come in contact with employees.
- Conduct a worksite analysis to find hazards.
- Develop a written workplace violence prevention program, combined with engineering and administrative controls and training.
- Train employees to recognize warning signs and respond, and investigate reported incidents promptly.
Step 1: Assess Your Risks
Walk through your workplace and your employees' typical day. Ask:
- Do employees handle cash? How much, and where?
- Does anyone work alone, open or close, or work late?
- Do employees go into customers' homes or job sites?
- Are entrances controlled? Is lighting good inside and outside?
- Have there been threats, angry customers or incidents before?
- Is there an easy way to call for help?
A workplace safety committee can help with this assessment.
Step 2: Reduce the Risks
| Risk | Possible steps |
|---|---|
| Cash handling | Limit cash on hand, use drop safes, post signs that little cash is kept |
| Working alone | Pair employees for opening and closing; check-in calls; panic buttons |
| Late hours | Good lighting, locked doors after hours, cameras |
| Field visits | Share schedules, check-in system, permission to leave unsafe situations |
| Angry customers | Clear service desk layout, de-escalation training, a way to call for help |
| Former employees | Change access codes; tell staff who isn't allowed on site |
Free Workplace Violence Prevention Policy Template
Workplace Violence Prevention Policy
Our commitment: [Company] is committed to a safe workplace. We do not tolerate violence, threats of violence, harassment, intimidation or other threatening behavior by anyone, including employees, customers, vendors, contractors and visitors.
What is prohibited: Physical assault; threats, whether direct, indirect, written, verbal or online; intimidation; stalking; damaging property; and bringing weapons onto company property [except as permitted by law].
Reporting: If you experience, witness or hear about threats or violence, report it right away to [manager], [owner] or [contact]. In an emergency, call 911 first. You may also report concerns about someone outside work who may come to the workplace, such as a person with a protective order against them.
Our response: We will take every report seriously, investigate promptly and take appropriate action, which may include discipline up to termination and contacting law enforcement.
No retaliation: We will not retaliate against anyone who reports a concern in good faith.
Confidentiality: We will keep reports as confidential as possible while investigating and keeping people safe.
Training: Employees will receive training on warning signs, de-escalation and how to respond.
Acknowledgment: I have read and understand this policy.
Signature: [ ] Date: [ ]
Have an employment attorney review the policy, especially the weapons section, since state laws on weapons in the workplace and parking lots vary.
Warning Signs
There's no foolproof way to predict violence, but some behaviors deserve attention:
- Direct or veiled threats.
- Intimidating or aggressive behavior.
- Talking about weapons or violence in a threatening way.
- Sudden, serious changes in behavior.
- Intense anger or holding grudges.
- Unwanted contact or following someone.
- Statements about wanting to hurt themselves or others.
If an employee mentions wanting to hurt themselves, take it seriously and help them connect with support. In the U.S., people can call or text 988 to reach the 988 Suicide and Crisis Lifeline. In an emergency, call 911.
How to Respond to a Threat or Incident
- Safety first. If anyone is in immediate danger, call 911.
- Separate people and move employees away from the threat if possible.
- Don't try to physically confront an aggressive person.
- Document what happened: who, what, when, where and witnesses.
- Investigate promptly and fairly. See the HR investigation template.
- Take action, which may include discipline, banning a customer or contacting police.
- Follow up with affected employees.
- Review what happened and update your plan.
De-Escalation Basics
Many tense situations, especially with customers, can be calmed before they become dangerous. Train employees to:
- Stay calm and speak slowly and quietly.
- Listen and acknowledge the person's frustration.
- Keep a safe distance and an exit route.
- Avoid arguing, blaming or sudden movements.
- Offer options when possible.
- Know when to stop and get help.
Employees should never be required to stay in an unsafe situation. Make it clear they can walk away and call for help.
Supporting Employees After an Incident
- Check on everyone involved and witnesses.
- Allow time off or schedule changes if needed.
- Offer access to an employee assistance program or counseling resources if you have them.
- Keep employees informed about steps taken to improve safety.
- Watch for signs of ongoing stress.
Common Workplace Violence Policy Mistakes
- No written policy or reporting process.
- Ignoring threats or treating them as jokes.
- No plan for employees who work alone or late.
- Not covering customers and visitors in the policy.
- Not training managers on how to respond.
- Failing to change access after a termination.
- Retaliating against people who report.
- Never reviewing the plan after an incident.
Workplace Violence Prevention Checklist
| Step | Done? |
|---|---|
| Assess workplace risks | |
| Write a zero-tolerance policy covering everyone | |
| Set up reporting options | |
| Reduce risks for cash handling, working alone and late hours | |
| Train employees on warning signs and de-escalation | |
| Plan how to respond to threats and incidents | |
| Check state requirements and weapons laws | |
| Review the plan at least once a year |
Domestic Violence and the Workplace
Sometimes the risk comes from outside: an employee's current or former partner who shows up at work. Employees may be reluctant to share this, so make it safe to ask for help:
- Invite employees to tell a manager if they're worried someone may come to the workplace.
- Keep that information confidential and share only what's needed for safety.
- Consider practical steps such as changing schedules, parking closer to the entrance, screening calls or alerting coworkers who need to know.
- If there's a protective order, ask for a copy so you know who isn't allowed on site.
Some state and local laws provide leave or other protections for employees affected by domestic violence. Check your state's rules.
Handling Terminations Safely
Terminations can be tense. To reduce risk:
- Plan the meeting in a private room with a clear exit for everyone.
- Have a second person present.
- Be respectful, brief and clear.
- Collect keys, badges and company property, and change access codes the same day.
- Tell staff who need to know that the person isn't allowed back on site, if appropriate.
- Contact law enforcement if there have been threats.
See when to fire an employee for more on the termination process.
Training Your Team
OSHA recommends training employees to recognize warning signs and respond. For small businesses, a practical training session might cover:
- Your policy and how to report concerns.
- Warning signs to watch for.
- De-escalation basics for angry customers.
- What to do during a robbery or threat: comply, stay calm and get to safety.
- Emergency procedures and exits.
- How to check in when working alone.
Run the training at onboarding and refresh it once a year. Practice drills, like where to go and who to call, help people react calmly in a real situation.
Example: Reducing Risk in a Small Retail Store
A convenience store with eight employees has had two incidents with angry customers late at night. The owner adds two-person closing shifts, limits cash in the register with a drop safe, improves outdoor lighting and installs a panic button connected to the alarm company. Every employee gets a short de-escalation training, and the policy is posted in the break room.
Six months later, employees say they feel safer closing, and there have been no new incidents. Managers also report that de-escalation training helped them calm down several tense situations before they escalated.
Working Alone Safely
Many small businesses have employees who open, close or work shifts alone, or who visit customers' homes. A simple working-alone plan can make a big difference:
| Step | Example |
|---|---|
| Check-in schedule | Text the manager at the start, middle and end of a solo shift |
| Missed check-in plan | Manager calls; if no answer in 15 minutes, a second person checks |
| Field visits | Share the address and expected time; check in on arrival and departure |
| Permission to leave | Employees can leave any situation that feels unsafe, no questions asked |
| Emergency contact | Panic button, phone shortcut or alarm service |
Write the plan down and practice it. Make sure every employee knows that leaving an unsafe situation will never get them in trouble.
Reviewing Your Plan
Review your workplace violence prevention plan at least once a year, after any incident or close call, and whenever you open a new location, change hours or add services. Ask employees what makes them feel unsafe; they often see risks managers miss. Update the policy, training and risk-reduction steps based on what you learn, and share the changes with the whole team.
Working With Local Law Enforcement
Local police departments can be a helpful resource. Many will review your location for security risks, give advice on lighting and cash handling, or talk with your team about what to do during a robbery. Build a relationship before there's a problem: introduce yourself, share your business hours and ask for their recommendations. Keep the non-emergency number posted, and make sure every employee knows to call 911 in an emergency.
If you have a security or alarm company, review their response procedures with your team as well.
Questions Employees Often Ask
"What if I'm worried about a coworker but nothing has happened yet?" Report it. Concerns are easier to address early.
"Will the person know I reported them?" The business will keep reports as confidential as possible while keeping everyone safe.
"What if a customer threatens me?" Get to safety, call for help and report it right away. You don't have to keep serving a threatening customer.
"Can I leave if I feel unsafe?" Yes. Your safety comes first.
Post the policy and emergency numbers where everyone can see them, and remind the team about reporting options in regular meetings. Visible, repeated messages help people act quickly when it matters.
A prepared, informed and supported team is one of the very best protections any small business can have.
Support a Safe Workplace With Updoot
Updoot's scheduling makes it easy to avoid scheduling employees alone for opening and closing shifts. SOP management keeps your violence prevention policy and emergency procedures easy to find, and the company intranet helps you share updates quickly with the whole team.