LTB 120/25 – Sun Safety and Severe Weather Risk Assessment Process RMG

No: 120/25

20th June 2025

Dear Colleague,

Sun Safety and Severe Weather Risk Assessment Process RMG

The purpose of this LTB is to provide Branches and our Safety Reps, in particular, with the necessary communication materials and reaffirm the application of the Royal Mail Group Severe Weather Risk Assessment process as temperatures increase during the summer months.

We have seen over the years an ongoing rise in both average temperatures alongside some of the highest recorded daily temperatures in the UK.  This increase in temperature, intense sunlight and exposure to high UV ray levels bring with them real dangers and equally the need to be alert and aware of the risk to health.

‘Mandatory’ Severe Weather Risk Assessment process:

In line with previous years’ advice issued by RMG, managers must complete a Severe Weather Risk Assessment when temperatures reach the “high 20s” to record the controls that have been implemented.  This includes additional advice and support for managing the operation in the hot weather.

Under the Severe Weather Risk Assessment (SWRA) managers must:

  • Carry out a SWRA daily and consult/involve the ASR.
  • Suspend deliveries and collections if appropriate to do so.
  • Communicate the SWRA results to all staff.
  • Must not manipulate the SWRA to justify sending out deliveries or collections where it is clearly unsafe to do so.
  • Managers must take whatever action is necessary to safeguard employees by removing risks and reducing risks to a tolerable level.

To assist, please find attached Severe Weather Risk Assessment extracts for actions in the case of a MET Office Weather ‘Yellow Warning’, ‘Amber Warning’ and ‘Red Warning’.

As we progress through summer, we expect RMG to issue further additional SHE Huddles and communications via their relevant platforms, which we will share, alongside other advice and communications from the Postal Department to support our Branches, Safety Reps and members and as temperatures continue to rise.

In the meantime, please find attached the following: –

  • Royal Mail Group/CWU/IOSH poster.
  • RMG/CWU ‘Stay Safe in the Sun’ pocket z-card/leaflet.

These former communications remain relevant, provide key messages and should still be available on the RMG ‘SharePoint’ site for downloading and printing and be displayed within all workplaces.

Important advice to all CWU Members working outside:

It is important to:

  • Cover Up – wear loose clothing, minimise skin exposure, avoid sunburn.
  • Protect Your Head – wear a hat with a broad rim, wear sunglasses.
  • Take Regular Breaks – preferably in the shade.
  • Use Sunscreen/Sunblock – with a minimum SPF 30 and reapply frequently.
  • Be Skin Safe – report any mole changes or any other skin concerns to your GP.
  • Stay Hydrated – drink plenty of fluids and plan refills.

Sunburn – is painful and hurts you in more ways than one.  The danger goes far beyond any short-term pain, redness and discomfort because after the sunburn fades, lasting damage remains.  Sunburn accelerates skin ageing and is a leading cause in the majority of skin cancer cases.  A suntan is not a sign of good health; it’s a sign of serious skin damage.

Heatstroke – can quickly damage the brain, heart, kidneys and muscles.

Skin cancer – is the most common form of cancer in the UK and rates continue to rise with 100,000 new cases diagnosed each year and 2,500 deaths.  The main cause of skin cancer is exposure to the sun’s harmful ultraviolet (UV) rays.

Dehydration – can cause organ damage and failure, seizures, fainting, heatstroke and shock.

Important advice for CWU Members with underlying health conditions and pregnant colleagues:

Individual members who have pre-existing and underlying health conditions, who take medication, and colleagues who are pregnant face an increased risk when working in extreme heat.  It is therefore advisable that these members approach their relevant manager to discuss any concerns they currently have.  These discussions should cover any current concerns and what individual support or duty adjustments might be needed in the event of a MET Office weather ‘Amber Warning’ (or higher warning) for heat.

Discussion on needed duty adjustments must be made with the individual’s agreement and be confidential.  Additionally, any agreed adjustment should be recorded on the Severe Weather Duty Adjustments Form.

For members who require these measures, it is vitally important that they also seek CWU support and assistance.

Area Safety Reps (ASRs) and Workplace Safety Reps Actions:

Area and Workplace Safety Representatives are requested to: –

  • Work with Operational Managers and SHE Team Management to raise awareness about Sun Safety amongst all members who work outdoor across Royal Mail Group.
  • Ensure that Severe Weather Risk Assessments are carried out in hot, heatwave weather conditions. This should start now, if not already underway, with all managers/PiCs (Person in Charge) familiarising themselves with the Severe Weather Risk Assessment process in order to ensure that they are prepared for high summer temperatures.
  • Ensure that individuals with pre-existing and underlying health conditions, who take medication, and colleagues who are pregnant are aware that new or further duty adjustments may be needed to support them in the event of a MET Office ‘Amber Warning’ (or higher warning) for heat. These duty adjustments need to be made with the individual’s agreement and recorded on the Severe Weather Duty Adjustments Form.

Any failures and non-compliance should be reported to senior management, recorded on health and safety inspections, raised at health and safety committees, and, as necessary, escalated through the SHE Disputes Resolution process.

Any enquiries in relation to this LTB should be referred to the DGS(P) Department.

Yours sincerely,

Martin Walsh

Deputy General Secretary (Postal)     

LTB 120/25 – Sun Safety and Severe Weather Risk Assessment Process RMG
SWRA Yellow Warning
SWRA Yellow Warning Actions
SWRA Red Warning
SWRA Red Warning Actions
SWRA Amber Warning
SWRA Amber Warning Actions
RMGCWUPoster
RMG CWU Stay-Safe-in-the-Sun-zcard leaflet