Manual Handling Concern Letter: Free Template and What to Include

If you need to report excessive or unsafe manual handling requirements to your employer, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong manual handling concern should include.

What this letter needs to cover

• Identify the specific manual handling task and the risk involved
• Reference the Manual Handling Operations Regulations 1992 requiring employers to avoid hazardous manual handling where reasonably practicable and to assess and reduce risk where it cannot be avoided
• Request a manual handling risk assessment and suitable measures including training or lifting aids

Your employer's duty around manual handling

Under the Manual Handling Operations Regulations 1992, employers must avoid hazardous manual handling where reasonably possible, and where it can't be avoided, must assess and reduce the risk — this includes proper training, appropriate equipment, and not requiring loads that are excessive for the individual or task.

What to include before you send it

• The specific manual handling task you're concerned about
• Why you believe it's excessive or unsafe — weight, frequency, awkward positioning, or lack of equipment
• Any injury or strain you've already experienced as a result, if applicable
• A request for a proper risk assessment and appropriate control measures

What proper controls actually look like

This isn't just about training on lifting technique — proper controls can include mechanical aids, breaking loads into smaller amounts, team lifting, or redesigning the task entirely to reduce risk. If your employer's only response is "lift with your knees," that's not a genuine risk assessment.

Frequently Asked Questions

What if I've already been injured from manual handling?
Report this formally and seek medical attention — this may also form the basis of a workplace injury claim if your employer failed in their duty to properly assess and control the risk.

Can I refuse a manual handling task I believe is unsafe?
Yes, if you reasonably believe it presents serious risk of injury — raise this clearly and request an alternative approach or proper assessment first.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Recipient]
[Job Title, e.g. Health and Safety Officer / Line Manager]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name],

Subject: Manual handling safety concern

I am raising a health and safety concern about a manual handling task at work.

• The task: [e.g. lifting stock boxes of about 25kg from the delivery van]
• Where: [e.g. the warehouse loading bay]
• How often: [e.g. every Tuesday morning for two hours]
• The risk: [e.g. back injury - I have already had back pain after this task / the boxes are carried down a slope]

Under the Manual Handling Operations Regulations 1992 [Northern Ireland: the Manual Handling Operations Regulations (Northern Ireland) 1992], employers must avoid hazardous manual handling so far as is reasonably practicable. Where it cannot be avoided, they must assess it and reduce the risk of injury as far as reasonably practicable.

Please carry out a manual handling risk assessment for this task, and put suitable measures in place, such as lifting aids, smaller loads, more people or training.

Please reply within [e.g. 7] working days with what you will do.

Yours sincerely,

[Your Signature]
[Your Printed Name]