Workplace Safety in Winter: Space Heaters and Candles in the Office

Winter brings shorter days, colder temperatures and the allure of creating a warm and cozy atmosphere in the office. While space heaters and candles are popular choices to combat the chill and add ambiance, they can introduce significant safety hazards if not used correctly, including fire, electrical overload, burns and injuries, and indoor air quality concerns.

At Axcet HR Solutions, our risk management team is committed to helping businesses create safe workplaces year-round. Let’s explore the Occupational Safety and Health Administration (OSHA) regulations and how to use these winter comforts responsibly without compromising safety.

Candles and Space Heaters in the Workplace: OSHA Guidelines

OSHA does not have specific regulations prohibiting the use of portable electric space heaters or candles in the workplace. However, employers are obligated under the General Duty Clause to maintain a work environment free from recognized hazards that could cause death or serious harm.

Space Heaters: Safety Guidelines

Approval and Certification

OSHA mandates that all electrical equipment, including space heaters, must be approved by a Nationally Recognized Testing Laboratory (NRTL) and used according to the manufacturer's specifications. 

Proper Use

Space heaters should be plugged directly into a wall outlet; using extension cords or power strips can lead to overheating and potential fire hazards. 

Placement

Maintain a safe distance of at least three feet between space heaters and combustible materials such as paper, curtains or office furniture to prevent fire risks. 

Monitor Usage

Turn off heaters when leaving the room or at the end of the day.

Essential Safety Features in Space Heaters

• Tip-Over Protection

  Automatically shuts off the heater if it’s knocked over preventing fires or burns.

• Overheat Protection

Detects if the heater reaches unsafe temperatures and turns it off automatically.

• Cool-Touch Exterior

Reduces the risk of burns when touched or bumped.

• UL or ETL Certification 

Indicates the heater has been tested and certified by recognized safety organizations.

• Thermostatic Control

Allows the heater to maintain a consistent temperature rather than running constantly, improving safety and energy efficiency.

• Restricted Air Intake Design 

Ensures that dust and debris don’t clog the heater, which can lead to overheating or electrical malfunctions.

Candles: Safety Guidelines

While OSHA does not provide specific regulations regarding the use of candles in the workplace, the general requirement to maintain a hazard-free environment applies. Open flames, such as those from candles, are not ideal for offices and can pose fire risks, especially when placed near flammable materials or left unattended.

In addition to fire hazards, scented candles can create challenges for employees with fragrance sensitivity. Strong fragrances may trigger headaches, respiratory issues or other health concerns, especially in shared spaces. Employers should consider the potential impact of fragrance sensitivity in the workplace when deciding whether to allow scented products.

Here are some safer alternatives to open-flame candles. Keep in mind that unscented or lightly scented options are better for shared workspaces to minimize potential issues with fragrance sensitivity in the workplace:

Candle Warmers

These devices gently warm candles without an open flame, reducing fire risks while still releasing pleasant scents. Employers should ensure that only UL-certified warmers are used and unplugged when unattended. 

Wax Melts and Electric Wax Warmers

These plug-in devices use a small bulb or heating element to melt scented wax, offering the same fragrant appeal as candles without flames. 

Essential Oil Diffusers

Provide a customizable aromatic experience with no fire risk. To ensure inclusivity, use subtle scents and avoid overpowering oils that could affect employees with sensitivities.

LED Candles with Scents

Combine ambiance and fragrance, mimicking real candles. 

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Recommendations for Employers

Develop Clear Policies

Establish and communicate policies regarding using personal heating devices and open flames in the workplace.

Ensure Compliance

Regularly inspect and ensure that any permitted devices meet safety standards and are used appropriately.

Provide Alternatives

Consider safer options, such as flameless candles or approved electric heaters with safety features like tip-over and overheat protection.

By adhering to OSHA's general safety requirements and implementing comprehensive workplace policies, employers can help mitigate the risks associated with space heaters and candles, ensuring a safer environment for all employees.

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Sample: Candles and Space Heaters in the Workplace Policy

Purpose

To ensure employee comfort during colder months while maintaining a safe and hazard-free workplace.

Scope

This candles and space heaters in the workplace policy applies to all employees, contractors, and visitors.

Space Heater Guidelines

• Only space heaters with the following safety features are permitted: tip-over protection, overheat protection, cool-touch exterior, and UL or ETL certification.
  
  
• Heaters must be plugged directly into a wall outlet (no power strips or extension cords).
  
  
• Keep heaters at least three feet away from flammable materials such as paper, curtains or office furniture.
  
  
• Heaters must be turned off when leaving the room or at the end of the workday.
  
  
• Employees must seek supervisor approval before bringing a personal space heater to the office.

Candle and Fragrance Guidelines

• Open-flame candles are prohibited in the workplace.
  
  
• Alternatives such as candle warmers, wax melts, or essential oil diffusers are permitted but must be UL-certified and used responsibly.
  
  
• Employees must ensure all fragrance devices are unplugged or turned off at the end of the workday.
  
  
• Supervisors reserve the right to address any concerns related to air quality or employee sensitivities regarding scents.

Enforcement

Failure to comply with this policy may result in the removal of non-compliant items or other corrective actions to maintain workplace safety.

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The Axcet Advantage

Axcet HR Solutions understands that workplace safety policies need to be clear, practical and effective. Our risk management team helps employers identify potential hazards, develop tailored safety policies and ensure compliance with safety standards. As Kansas City’s local certified PEO, we bring a personal touch to workplace safety.

Stay warm this winter—safely. Schedule a consultation today to learn more about our comprehensive PEO services, including risk management and safety solutions for small to mid-sized businesses.