Writing an ISO 14001 environmental policy (clause 5.2)

The environmental policy is a mandatory document under ISO 14001 . Clause 5.2 sets specific content requirements. It also requires top management to sign the policy, to communicate it internally, and to make it available to external parties. You can buy the official text of the standard from NEN . On this page you can read what the policy must say exactly, how to keep it concise, and how it connects to your environmental objectives and the requirements of the standard.

What does clause 5.2 require?

The standard sets four content requirements for the environmental policy. The policy must:

1. be appropriate to the purpose, scale and environmental aspects of your organisation
2. include a commitment to protect the environment, including preventing pollution and other relevant environmental commitments
3. include a commitment to meet compliance obligations
4. include a commitment to continual improvement of the environmental management system

These are the minimum content requirements. If you want to include more in your policy, such as specific targets or values, you may do so. The standard does not require it.

Signature by top management

Top management must have approved the environmental policy. In practice, this means a signature from the director, general manager or equivalent. Without a signature, the policy does not technically meet the standard.

The signature shows management commitment. If top management does not want to sign the policy, that signals that management commitment to the environmental management system is insufficient.

Also keep the date of signature. When you renew certification or update the policy, the version history matters.

Communication requirement

Clause 5.2 sets two communication requirements:

• the policy is available as documented information
• the policy is communicated internally to all employees
• the policy is available to external parties (on request or via the website)

Internal communication means more than sending an email. Employees must understand what the policy says and what it means for their work. The auditor asks employees questions about the environmental policy. If they do not know it, that is a finding.

Ways to communicate the policy: display it in the canteen or production hall, include it in the induction programme, discuss it in team meetings, or make it accessible on the intranet or SharePoint.

You do not have to publish the policy externally on your own initiative. However, you must be able to provide it when a customer, client or regulator asks for it. Many companies also publish it on their website.

Relationship with environmental objectives

The environmental policy is the framework for your environmental objectives. Objectives must be consistent with the policy. If your policy says you aim to reduce energy use, an auditor expects you to also have concrete objectives for energy.

This is a logical chain: policy, significant environmental aspects, environmental objectives, actions, monitoring, improvement. The policy is the starting point. The objectives are the measurable translation. See the page on environmental objectives for how to write SMART objectives.

How long can the policy be?

There is no maximum length. In practice, a policy of half a page to one page works best. It must be understandable for a warehouse worker, a project manager and a director at the same time. Do not use legal jargon.

A policy that is too long is not read and not remembered. That causes problems at audit if employees cannot explain what the policy says.

Sample environmental policy

Below is a sample layout for a manufacturing company. Adapt the specific elements to your own organisation.

Environmental policy [Organisation name]

Version: 1.0 | Date: [date] | Approved by: [name of director]

[Organisation name] produces [products] for the [sector]. Our activities affect the environment through energy use, production waste and transport. We take that responsibility seriously.

Our commitments:

We commit to:

• protecting the environment and preventing pollution of air, water and soil
• complying with all applicable environmental laws, permits and compliance obligations
• annual environmental objectives with measurable improvements
• continual improvement of our environmental management system

Our focus for [year]:

• CO2 emissions from transport: -10% compared with [year]
• Residual waste production: -15% compared with [year]
• Energy use per unit of product: -5% compared with [year]

This policy applies to all employees, locations and activities within the scope of our environmental management system. Everyone is responsible for compliance in their own work environment.

[Director’s signature] [Name and position]

Environmental policy checklist

Check your policy before you submit it to the auditor:

Next step

Have you approved your environmental policy? Then the next step is to complete your environmental objectives. Or read how all your documentation fits together in the environmental manual.