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Farm Safety Policies and Procedures

A policy says what the farm expects. A procedure explains how to do a task safely. Together they let everyone work from the same plan, especially when conditions are stressful.

What is the difference between policies and procedures?

A policy is a short statement of a rule or commitment, such as who may operate certain equipment or when to stop work. A procedure is a step-by-step description of how to do a specific task.

Policies set direction, and procedures turn it into action. Both need to be written in plain language that a new worker can understand. A good test is whether a new worker could follow it on the first day without asking anyone. If not, it needs to be simpler, shorter or accompanied by a demonstration.

Why write them down?

Memory fails, people leave and new helpers arrive. Written policies make sure everyone hears the same thing and give you something to point to when questions come up.

They also help with training, insurance and legal questions. Rules vary by state and by the number and type of workers, so ask OSHA, your state office and the U.S. Department of Labor what applies to your farm. Written policies can also help protect you if someone is hurt, because they show what the farm told workers. They are not a substitute for real practice, though, and a policy that is not enforced can hurt more than it helps.

What topics should be covered?

Start with your highest hazards and the tasks that happen most often. Do not try to write everything at once. Include a policy on stopping work. Everyone, regardless of role, should know that they may stop a job they believe is unsafe and that they will not be penalized for raising the concern in good faith.

• Who may operate which equipment, and what training is required
• Shutting down and securing machinery before servicing
• Working alone and checking in
• Emergency plans, exits, addresses and phone numbers
• Hazard reporting and near-miss follow-up
• Protective equipment expectations
• Chemical storage and handling
• Youth and visitor rules
• Weather and fatigue limits

Where should the technical details come from?

Do not write technical specifics from memory. Equipment manuals, official standards and recognized training organizations set procedures for operating machinery, handling chemicals and working in confined spaces.

Reference those sources in your procedures and attach them. Where specifics are unsettled, write that the worker must stop and ask a named person. Keep a list of the manuals and sources used for each procedure, with dates, so you know when to check for updated versions.

How do I make them work in practice?

Involve the people who do the tasks. They know what is realistic and can spot gaps. Test a draft by having someone new follow it and see where they get confused.

Keep documents short, use headings and bullets and provide them in the languages your workers use. Post key items where they are needed, such as emergency numbers by the phone and shutdown reminders at the shop. Consider a one-page summary of the top rules for each work area, in plain words, posted at the door.

How do I train on them?

Reading a binder is not training. Walk through each procedure, show it being done, let the worker practice with supervision and check understanding. Keep sign-in records.

Retrain after changes, near misses or incidents and when someone takes on a new task. Include seasonal workers and family helpers. Practice emergency procedures with the whole crew, including who calls 911 and how responders will find the farm.

How do I keep them current?

Review policies each year and whenever equipment, crew or operations change. Update after incidents and near misses, and note the date of the latest review.

Keep a master copy and remove outdated versions. Ask an insurance advisor or Extension specialist to read the draft and suggest improvements. Ask workers at the annual review which procedures they actually follow and which they skip, and then fix the ones that are not working. Put the date of the last review on the first page, and name the person who owns each procedure, so questions always have an answer. If a procedure is no longer used, remove it rather than leaving a trap for a new worker, and when you add equipment, write the procedure before the first use rather than after the first close call. Ask crew members to review drafts and mark anything unclear.

Last reviewed: November 12, 2026. Written by the Farm Safety Editorial Team. See our editorial policy.