.webp?width=1200&height=800&name=space-heaters-in-the-workplace-policy%20(1).webp)
As colder months approach, a clearly defined space heaters in the workplace policy becomes essential, as space heater use in offices typically rises—often without much coordination or oversight.
Employees bring personal heaters to address uneven temperatures, managers grant informal permissions, and facilities teams may not even be aware that devices are in use. Without a clearly defined policy, this inconsistency can quickly turn into confusion, employee frustration, and unnecessary liability.
A well-written space heaters in the workplace policy establishes fairness and clarifies authority. It also helps organizations manage space heater requests in a consistent, documented way. Here’s how to create, implement, and enforce a clear administrative policy for space heaters so your workplace stays safe and your employees can remain as comfortable as possible.
RELATED: Workplace Safety in Winter - Space Heaters and Candles in the Office >>
Office environments rarely maintain a uniform temperature, and factors like the age of the building, where the HVAC vents are located, workstation location and individual comfort preferences can lead employees to seek out more personalized solutions to stay warm at work.
Without a formal space heaters in the workplace policy, use tends to evolve informally, where some employees are allowed devices, others are denied and enforcement varies by department.
This inconsistency creates several challenges. From an employee relations standpoint, uneven permissions could lead to morale issues or claims of unfair treatment. From an operational standpoint, undocumented approvals make it difficult for facilities and HR teams to track what equipment is being used and where.
Most importantly, employers have an obligation to manage known conditions in the company's workplace. A formal office space heater policy helps establish clear expectations, rather than reacting to individual requests or complaints, to help ensure fairness.
Having and enforcing a strong policy on space heaters can also reduce your chances of an OSHA violation in your workplace.
RELATED: Working in Extreme Cold - How to Prevent Hypothermia >>
An office space heater policy should be developed with compliance and documentation in mind, not just convenience. Local fire codes and building regulations may influence how heaters are permitted, including restrictions related to placement or electrical use, and a written policy provides a centralized way to align internal practices with those external requirements.
Documentation is another key consideration. Written acknowledgment of the policy, maintaining approval records and documenting removal of unauthorized devices can all help demonstrate due diligence.
Your HR and safety leadership teams should be clearly designated within the policy as having the authority to approve, deny, or revoke heater use as conditions change.
RELATED: Inclement Weather Pay - A Payroll Compliance Guide for Snow Days >>
A strong office space heater policy goes beyond a simple "allowed" or "not allowed" statement. It provides structure, accountability, and clarity across the organization. Make sure you put these core elements in any policy you create for space heaters in your workplace.
The space heaters in the workplace policy should clearly define who may request a space heater and where. This includes specifying eligible roles, departments or workstations, as well as distinguishing between individual work areas and shared or common spaces.
Every policy should outline a standardized request process. This typically includes a formal request form, supervisor review, and final approval by facilities, safety or HR. The policy should also specify whether there is a limit on the number of approved heaters per department or floor.
Rather than listing safety features, the policy should set administrative parameters such as approved heater categories, maximum wattage, outlet requirements and general placement rules.
Policies should address when heaters may be used (such as during business hours only), daily shut-off expectations, and end-of-day unplugging procedures, to establish routine accountability.
The office space heater policy should define how often approved heaters are reviewed, like seasonally or quarterly, and which department is responsible for inspections. Documentation of inspections, approvals and removals helps maintain a clear audit trail.
Finally, the policy should outline a graduated response to noncompliance. This can include verbal reminders, removal of unauthorized heaters, and administrative or disciplinary action for repeated violations.
Even the best-written policy is ineffective without proper communication. You'll want to roll out your space heaters in the workplace policy through a clear announcement that explains why the policy exists and how your employees can request approval.
Your managers should understand essential talking points so they can answer questions consistently and direct employees to the proper process rather than making informal exceptions. Written acknowledgment, whether through an employee handbook update or digital policy platform, helps confirm understanding and seasonal reminders are also important.
To establish a consistent process for requesting, approving and using personal space heaters in the workplace.
This policy applies to all employees working in company-controlled facilities.
Any portable electric heater intended to warm an individual workstation.
Common areas such as conference rooms, break rooms, and reception areas.
Employees must submit a written request for a space heater. Supervisor approval is required, followed by final review from Facilities or Safety.
Approved heaters may only be used at designated workstations during business hours and must be turned off and unplugged at the end of each day.
Heaters must meet company-defined wattage limits and be plugged directly into a wall outlet. Placement must follow facilities guidelines.
Unauthorized heaters may be removed without notice. Repeated violations may result in administrative action.
This policy will be reviewed annually or as building conditions change.
To support employee comfort while maintaining consistency, you can also offer alternatives to personal heaters. These can include options such as:
Some organizations also establish temperature range guidelines to set expectations and reduce individual requests. These measures can help reinforce your policy while demonstrating responsiveness to employee needs.
Creating and enforcing an office space heater policy is just one piece of a larger risk management strategy. As Kansas City's local certified PEO, we partner with employers to develop practical, compliant workplace policies that actually work in day-to-day operations. With a dedicated safety and HR team, not a 1-800 number, we help organizations assess risk, communicate expectations and build strong policy foundations.
If your company needs support reviewing or implementing workplace policies, Axcet is here to help you protect your people and your business with confidence. Schedule a consultation with us today, and let's talk about what we can do for your business.
Only if the policy permits and the device has been formally approved through the established request process.
Temperature concerns should be escalated through facilities or management rather than addressed informally with unapproved devices.
The policy should clearly assign final authority, often involving both HR and Facilities or Safety.
HR or Safety approval should supersede informal manager permissions.
At least annually, or when building conditions or regulations change.
Remote employees are generally excluded unless working in company-controlled locations.
.png){kind=logo}
.webp)
Let us know what you think...