How to write an environmental policy
What is an environmental policy?
An environmental policy is an agreed documented statement of a company or establishment’s
stance towards the environment in which it operates.
The policy is the cornerstone of its intent to reduce its carbon footprint, improve recycling,
reduce reliance on packaging, minimising waste, and improve efficiencies on finite natural
resources in all of the company's operations and departments.
All environmental commitments should be an integral part of the day-to-day activities, clearly
communicated to all employees and may form part of an environmental management system
such as application for ISO 14001 certification or registration under the European EcoManagement and Audit (EMAS) scheme.
Why develop an environmental policy?
An environmental policy is a road map for improving your organisation’s environmental
performance. Developing a policy will help you obtain a better understanding of how your
organisation’s activities impact on the environment and how to reduce those impacts.
Improving your organisation’s environmental performance has numerous benefits including
creating a healthier, safer workplace, improving your bottom line and enhancing your corporate
image in the community.
What is the best structure?
Any internal or external communication should be compact and easily understood by the
audience it is intended for and the environmental policy is no different. Ideally it should be like
a company mission statement in that it is set on one sheet of A4 paper and contains the key
commitments that the policy undertakes. All goals should be SMART: specific, measurable,
achievable, realistic and time-bound.
It is the communication of your policy within your organisation and externally to your customers
and suppliers, thus it should be written for an audience of employees, suppliers, customers and
the general public. It must be signed by a senior executive to demonstrate that it is a Company
Policy and reviewed at regular intervals.
What should a policy contain?
Although there are no legal requirements or standard frameworks for an environmental policy
there are key areas that such a policy should contain. It should say what the key objectives are
that the company is following, who is accountable and how these are going to be achieved. A
variety of issues that might affect your business, or which your business might have an impact
on, can be included, such as:
• transportation
• stationery and supplies
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improve efficiency
improve recycling/ minimise waste
dealing with other like-minded companies or organisations
continuous improvement.
Many policies state the general actions or guiding principles that will be used to implement this
commitment. The following could be included:
• commitment to protect the environment (preferably through pollution prevention)
• commitment to comply with existing legislation
• commitment to communicate the policy to all employees
• commitment to continuous improvement
• a framework for setting and reviewing environmental goals
• identification of the person responsible for implementing and updating the policy.
Getting started
Understanding how your operations impact on the environment is the first step to developing
an environmental policy and this can be done through an eco-audit. Once you know how your
activities can potentially affect the environment you can develop a policy to minimise these
impacts.
Consider how issues such as the following relate to your operations and what steps your
organisation can take to reduce these impacts:
• water usage – water conservation
• energy usage – energy efficiency
• waste generated (hazardous, non-hazardous, liquid effluent, air emissions) – waste
reduction
• products and supplies used (chemicals, paper products, packing and shipping materials)
– green procurement
• biodiversity
• continuous monitoring to ensure effective management
• raw materials used, and
• direct impacts on the environment such as land disturbance, watercourse alterations,
vegetation management or removal.
Communicating your policy
The key to making sure that the policy works in your organisation is to ensure that everyone is
aware of it. Once a policy has been developed it should be communicated to all employees of
the organisation. You may also wish to communicate the policy to your customers/clients. Some
ideas for doing this are posting the policy in a front office or behind a sales counter, or
including all or parts of it in corporate communication such as brochures and business cards.
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A final note
An environmental policy should not be a static document. It should be reviewed and updated
periodically to ensure that it remains relevant as the business grows and changes over the years.
However it is good to have it publicly displayed, so that everybody knows what the policy is and
what is expected from them.
Good luck with compiling your own environmental policy.
Samples of environmental policy
statements
Below are a few examples to give you some ideas for your own policy. Remember to adapt it to
suit your needs and ensure that your senior management team signs it. It is also advisable that
it is publicly displayed.
ECO LIVING CENTRE
The Eco Living Centre is committed to leading the environmental awareness through practical
implementation of activities, as well as minimising the impact of the centre on the environment.
The key points of its strategy to achieve this are:
• Minimise waste by evaluating operations and ensuring they are as efficient as possible.
• Minimise toxic emissions through the selection and use of our fleet and the source of
our power requirement.
• Actively promote recycling both internally and amongst our customers and suppliers.
• Source and promote a product range to minimise the environmental impact of both
production and distribution.
• Meet or exceed all the environmental legislation that relates to the Company.
• Use an accredited programme to offset the greenhouse gas emissions generated by our
activities.
NEWLY-ENLIGHTENED COMPANY
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The Newly-Enlightened Co (the Company) accepts responsibility for the harmful effects
its operations have on both the local and global environment and is committed to
reducing them.
The Company will measure its impact on the environment and set targets for on-going
improvement.
The Company will comply with all relevant environmental legislation.
The Company will implement a training programme for its staff to raise awareness of
environmental issues and enlist their support in improving the Company’s performance.
The Company will encourage the adoption of similar principles by its suppliers.
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MOUSE HOUSE
Mission Statement
Mouse House recognises that it has a responsibility to the environment beyond legal and
regulatory requirements. We are committed to reducing our environmental impact and
continually improving our environmental performance as an integral part of our business
strategy and operating methods, with regular review points. We will encourage customers,
suppliers and other stakeholders to do the same.
Policy Aims
We endeavour to:
• Comply with and exceed all relevant regulatory requirements.
• Continually improve and monitor environmental performance.
• Continually improve and reduce environmental impacts.
• Incorporate environmental factors into business decisions.
• Increase employee awareness and training.
Paper
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We will minimise the use of paper in the office.
We will reduce packaging as much as possible.
We will seek to buy recycled and recyclable paper products.
We will reuse and recycle all paper where possible.
Energy and Water
• We will seek to reduce the amount of energy used as much as possible.
• Lights and electrical equipment will be switched off when not in use.
• Heating will be adjusted with energy consumption in mind.
• The energy consumption and efficiency of new products will be taken into account
when purchasing.
Office Supplies
• We will evaluate if the need can be met in another way.
• We will evaluate if renting/sharing is an option before purchasing equipment.
• We will evaluate the environmental impact of any new products we intend to purchase.
• We will seek to buy more environmentally friendly and efficient products.
• We will reuse and recycle everything we are able to.
Transportation
• We will reduce the need to travel, restricting to necessity trips only.
• We will promote the use of travel alternatives such as e-mail or video/phone
conferencing.
• We will make additional efforts to accommodate the needs of those using public
transport or bicycles.
• We will use the 'green' vehicles and maintain them rigorously.
Maintenance and Cleaning
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Comply with and exceed all relevant regulatory requirements.
Continually improve and monitor environmental performance.
Continually improve and reduce environmental impacts.
Incorporate environmental factors into business decisions.
Increase employee awareness and training.
Monitoring and Improvement
• Cleaning materials will be as environmentally friendly as possible.
• Materials used in office refurbishment will be as environmentally friendly as possible.
• We will only use licensed and appropriate organisations to dispose of waste.
Culture
• We will involve staff in the implementation of this policy, for greater commitment and
improved performance.
• We will update this policy at least annually in consultation with staff and other
stakeholders where necessary.
• We will provide staff with relevant environmental training.
• We will work with suppliers, contractors and sub-contractors to improve their
environmental performance.
• We will use local labour and materials where available to reduce CO2 footprint and help
the community.
PRIVATE BLUE
Private Blue recognises environmental protection as one of our guiding principles and a key
component of sound business performance. We are committed to providing a quality
_______________ (product, service etc.) in a manner that ensures a safe and healthy workplace
for our employees and minimises our potential impact on the environment.
We will operate in compliance with all relevant provincial and municipal environmental
legislation and we will strive to use pollution prevention and environmental best practices in all
we do.
We aim to:
• integrate the consideration of environmental concerns and impacts into all of our
decision-making and activities;
• promote employees and encourage them to work in an environmentally responsible
manner;
• train, educate and inform our employees about environmental issues that may affect
their work;
• reduce waste through re-use and recycling and by purchasing recycled, recyclable or refurbished products and materials where these alternatives are available, economical and
suitable;
• promote efficient use of materials and resources throughout our facility including water,
electricity, raw materials and other resources, particularly those that are non-renewable;
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avoid unnecessary use of hazardous materials and products, seek substitutions when
feasible, and take all reasonable steps to protect human health and the environment
when such materials must be used, stored and disposed of;
purchase and use environmentally responsible products that have been selected based
on criteria including low toxicity or environmental hazard, durability, use of recycled
materials, reduced energy and/or water consumption, reduced packaging and ability to
be recycled, refilled or refurbished at end of life;
where required by legislation or where significant health, safety or environmental
hazards exist, develop and maintain appropriate emergency and spill response
programmes;
regularly communicate our environmental programme to our clients, customers and the
public and encourage them to support it; and
strive to continually improve our environmental performance by periodically reviewing
our environmental policy in light of our current and planned future activities.
RE-FOCUS
We aim to:
• minimise the use of natural resources and lessen the impact on the environment;
• meet or exceed all applicable regulations to the environment at all locations;
• purchase non-polluting and energy-efficient technologies wherever possible;
• set our own standards and targets if there are no relevant Government regulations;
• establish an action plan with a regular review of progress;
• measure progress against set targets for resource efficiency and pollution reduction;
• assist suppliers and customers to promote greener products and services; and
• fully report the environmental performance of the organisation to stakeholders and
communities in a clear and concise annual report.
McDONALD’s
McDonald’s (UK) mission is to be the UK’s best family restaurant and we believe that this
involves protecting the environment at the local and global level. We strive to ensure that our
operations today do not have a negative impact on the lives of future generations.
Our goal is to achieve continuous environmental improvement. We will comply with all current
legislation and, where possible, act in anticipation of future environmental legislation. We base
our environmental programme around the hierarchy of ‘Reduce, Reuse, Recycle’ and are
committed to continuous review, evaluation and improvement of our programme. This will
include setting targets, and monitoring and reporting on progress towards meeting them.
Our business impacts on the environment through:
• sourcing agricultural products and other materials to serve and build our restaurants;
and
• the operation of our restaurants and administrative functions.
We aim to address these impacts by:
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Restaurant Operations - focusing on restaurant processes to:
• improve energy efficiency;
• minimise impacts associated with odour, noise, effluent and emissions to the
atmosphere;
• reduce the amount of solid waste;
• increase the value recovered from solid waste before its responsible disposal;
• maintain a litter free environment around our restaurants by conducting regular litter
patrols.
Purchasing - focusing on procurement to:
• work in partnership with environmentally responsible suppliers to minimise the resource
use and pollution associated with our products and operations.
New Restaurants - focusing on the development of new restaurants to:
• minimise the impact on the environment of local communities;
• minimise the environmental impact of construction itself;
• reduce the environmental impact of building materials and increase the energy
efficiency of the restaurant design.
Our Employees - focusing on training, and communicating with our employees to:
• increase the environmental awareness and relevant skills of all who work for
McDonald’s.
Communication - focusing on communicating our environmental policy and procedures to:
• increase the environmental awareness of our suppliers and our customers;
• improve liaison with local communities and their representatives.
Administration - focusing on our office-based activities to:
• improve energy efficiency and office recycling schemes and to reduce the impacts
associated with business travel and travel to work.
Our policy is endorsed by the Executive Group and is communicated to all our employees and
suppliers. Copies of the policy are available from our Head Office. The policy is reviewed
annually and updated where necessary. It forms the basis for setting environmental
improvement objectives that influence the way we do business.
CLUB HOUSE ENVIRONMENTAL POLICY
At the Club House we aim to continuously improve our environmental performance based on
the following principles:
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Environment: We respect our natural environment and require that all visitors treat it
with respect.
Energy Efficiency: We encourage energy efficiency through switching off appliances
that are not needed, and the use of appropriate technology.
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Water Conservation: We encourage water conservation through closing taps and
preventing leakage. The surrounding area is left in its natural state with water-wise and
indigenous plants.
Waste Management: We understand the importance of effective waste management
and request that all visiting boats make use of the facilities provided. No litter, waste or
toilet tank water may be emptied into the lagoon, sea or along the coast.
Hazardous Waste: We dispose of all hazardous waste (including oil, batteries and
fluorescent lights) in a responsible manner and request that visitors use the relevant
facilities provided.
Boat Maintenance: We request that any boat maintenance is done in the allocated area
and follow the specified requirements to ensure that there is no negative impact on the
natural environment.
Universal Access: We provide equal opportunity to people with physical disabilities and
comply with universal access requirements where possible.
Monitoring and Reporting: We have an environmental management system (EMS
logbook) in place to assist us with continuous monitoring and improvement.
Coalition for Environmentally Responsible Economies
The Coalition for Environmentally Responsible Economies (CERES) is a non-profit organisation
based in the US, which comprises investors and environmental, religious and public interest
groups. The coalition's purpose is to promote investment policies that are environmentally,
socially and financially sound.
The pledge that CERES signatories make is as follows:
'By adopting these principles, we publicly affirm our belief that corporations and their
shareholders have a direct responsibility for the environment. We believe that corporations must
conduct their business as responsible stewards of the environment and seek profits only in a
manner that leaves the earth healthy and safe. We believe that corporations must not
compromise the ability of future generations to sustain their needs.
'We recognise this to be a long-term commitment to update our practices continually in light of
advances in technology and new understandings in health and environmental science. We
intend to make consistent, measurable progress in implementing these principles and to apply
them wherever we operate throughout the world.
1. Protection of the biosphere: 'We will minimise and strive to eliminate the release of any
pollutant that may cause environmental damage to air, water, or earth or its inhabitants. We
will safeguard habitats in rivers, lakes, wetlands, coastal zones and oceans and will minimise
contributing to the greenhouse effect, depletion of the ozone layer, acid rain or smog.
2. Sustainable use of natural resources: 'We will make sustainable use of renewable natural
resources, such as water, soils and forest. We will conserve non-renewable natural resources
through efficient use and careful planning. We will protect wildlife habitats, open spaces and
wilderness, while preserving biodiversity.
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3. Reduction and disposal of waste: 'We will minimise the creation of waste, especially
hazardous waste, and wherever possible recycle materials. We will dispose of all wastes through
safe and responsible methods.
4. Wise use of energy: 'We will make every effort to use environmentally safe and sustainable
energy sources to meet our needs. We will invest in improved energy efficiency and
conservation in our operations. We will maximise the energy efficiency of products we produce
and sell.
5. Risk reduction: 'We will minimise the environmental health and safety risks to our employees
and the communities in which we operate by employing safe technologies and operating
procedures and by being constantly prepared for emergencies.
6. Marketing safe products and services: 'We will sell products or services that minimise adverse
environmental impacts and that are safe as consumers commonly use them. We will inform
consumers of the environmental impacts of our products or services.
7. Damage compensation: 'We will take responsibility for any harm we cause to the
environment by making every effort to fully restore the environment and to compensate those
persons who are adversely affected.
8. Disclosure: 'We will disclose to our employees and to the public incidents relating to our
operations that cause environmental harm or pose health or safety hazards. We will disclose
potential environmental, health or safety hazards posed by our operations, and we will not take
any action against employees who report any conditions that create a danger to the
environment or pose health or safety hazards.
9. Environmental directors and managers: 'We will continue to improve management resources
to implement the CERES principles. This includes monitoring and reporting our implementation
efforts, and sustaining a process to ensure that the board of directors and chief executive officer
are kept informed of and are fully responsible for all environmental matters. We will establish a
committee of the board of directors with responsibility for environmental affairs. At least one
member of the board of directors will be a person qualified to represent environmental interests
to come before the company.
10. Assessment and audit: 'We will conduct and make public an annual self-evaluation of our
progress in implementing these principles and in complying with applicable laws and
regulations throughout our worldwide operations. We will work towards the timely creation of
independent environmental audit procedures which we will complete annually and make
available to the public.'
International Chamber of Commerce
The International Chamber of Commerce (ICC) is a non-governmental organisation serving
world business. Its membership extends to more than 130 countries and includes thousands of
business organisations and enterprises with international interests.
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In response to the World Commission on Environment and Development report, ICC developed
a 'Business Charter for Sustainable Development' which sets out 16 principles for environmental
management, as outlined below.
1. Corporate priority: To recognise environmental management as among the highest
corporate priorities and as a key determinant to sustainable development; to establish policies,
programmes and practices for conducting operations in an environmentally sound manner.
2. Integrated management: To integrate these policies, programmes and practices fully into
each business as an essential element of management in all its functions.
3. Process of improvement: To continue to improve corporate policies, programmes and
environmental performance, taking into account technical developments, scientific
understanding, consumer needs and community expectations, with legal regulations as a
starting point, and to apply the same environmental criteria internationally.
4. Employee education: To educate, train and motivate employees to conduct their activities in
an environmentally responsible manner.
5. Prior assessment: To assess environmental impacts before starting a new activity or project
and before decommissioning a facility or leaving a site.
6. Products and services: To develop and provide products or services that have no undue
environmental impact and are safe in their intended use, that are efficient in their consumption
of energy and natural resources, and that can be recycled, reused, or disposed of safely.
7. Customer advice: To advise and, where relevant, educate customers, distributors and the
public in the safe use, transportation, storage and disposal of products provided, and to apply
similar considerations to the provision of services.
8. Facilities and operations: To develop, design and operate facilities and conduct activities
taking into consideration the efficient use of energy and materials, the sustainable use of
renewable resources, the minimisation of adverse environmental impacts of waste generation,
and the safe and responsible disposal of residual wastes.
9. Research: To conduct or support research on the environmental impacts of raw materials,
products, processes, emissions and wastes associated with the enterprise and on the means of
minimising such adverse impacts.
10. Precautionary approach: To modify the manufacture, marketing or use of products or
services or the conduct of activities, consistent with scientific and technical understanding, to
prevent serious or irreversible environmental degradation.
11. Contractors and suppliers: To promote the adoption of these principles by contractors
acting on behalf of the enterprise, encouraging and, where appropriate, requiring
improvements in their practices to make them consistent with those of the enterprise; and to
encourage the wider adoption of these principles by suppliers.
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12. Emergency preparedness: To develop and maintain, where significant hazards exist,
emergency preparedness plans in conjunction with emergency services, relevant authorities and
the local community, recognising potential trans-boundary impacts
13. Transfer of technology: To contribute to the transfer of environmentally sound technology
and management methods throughout the industrial and public sectors.
14. Contributing to the common effort: To contribute to the development of public policy and
to business, governmental and intergovernmental programmes and educational initiatives that
will enhance environmental awareness and protection.
15. Openness to concerns: To foster openness and dialogue with employees and the public,
anticipating and responding to their concerns about the potential hazards and impact of
operations, products, wastes or services, including those of trans-boundary or global
significance.
16. Compliance and reporting: To measure environmental performance; to conduct regular
environmental audits and assessment of compliance with company requirements, legal
requirements and these principles; and periodically to provide appropriate information to the
board of directors, shareholders, employees, the authorities and the public.
SMART OFFICE TOOLKIT - How to write an environmental policy