Display screen equipment (DSE) compliance: what UK employers need to know

The legal framework for DSE in the UK

DSE duties are primarily set out in the Health and Safety (Display Screen Equipment) Regulations 1992, supported by the Management of Health and Safety at Work Regulations 1999.

Together, these require employers to:

• Identify DSE “users”
• Carry out suitable and sufficient workstation risk assessments
• Reduce risks so far as is reasonably practicable
• Plan work routines to include breaks or changes of activity
• Provide training and information
• Offer eye and eyesight tests where required
• Review assessments when circumstances change

These duties apply wherever work is carried out, including home and hybrid working arrangements.

Who counts as a DSE “user”?

One of the most common areas of confusion is who the DSE Regulations apply to.

A DSE “user” is generally someone who:

• Uses DSE daily or near-daily
• Uses it for continuous or near-continuous periods of an hour or more
• Has little discretion over whether to use DSE

This definition means that many roles outside traditional offices are captured, including:

• Control room and monitoring roles
• Call centre and customer service staff
• Designers, analysts and administrators
• Mobile and field-based workers using laptops or tablets

• Hybrid and home-based workers

Employers should avoid overly narrow interpretations of “user” status, as this can leave gaps in compliance.

Why DSE assessments are not a “one-off” exercise

There is no fixed review period for DSE assessments in UK law. Instead, assessments must remain suitable and sufficient.

This means they must be reviewed whenever there is a relevant change, including:

• A change in role or responsibilities
• New or replacement equipment
• Increased screen time or workload
• A change in working location
• Reports of discomfort, pain or visual fatigue

Relying on historic or generic assessments is a common compliance failure, particularly where working patterns have evolved.

Risk assessment and review

DSE risk assessment should form the foundation of compliance. In most organisations, this is best achieved through a structured self-assessment process, supported by targeted follow-up where risks are identified.

Assessments should not be treated as static documents. They should be reviewed whenever circumstances change, such as:

• A change in role or duties
• New or replacement equipment
• Increased screen time
• A move to home or hybrid working
• Reports of discomfort or pain

A short review or updated assessment is often sufficient, provided it is documented and acted upon. This approach ensures assessments remain suitable and sufficient without creating unnecessary administrative burden.

Ergonomic workstation setup

The objective of ergonomic workstation design is to support a neutral, well-supported posture and minimise strain during prolonged screen use.

As a minimum, employers should aim to ensure that:

• Feet are flat on the floor or supported by a footrest
• The lower back is adequately supported
• Forearms are approximately level with the keyboard
• Wrists are kept straight and relaxed
• The top of the screen is at or just below eye level

Where laptops are used for prolonged periods, they should be supported with separate keyboards, mice and appropriate screen height. For mobile or hybrid workers, consideration should also be given to manual handling risks associated with transporting equipment.

Managing work routines and breaks

Good DSE management is not just about equipment — how work is organised matters just as much.

Employers should encourage:

• Short, frequent micro-breaks (for example, 30–60 seconds every 20–30 minutes)
• Regular changes of activity away from screens
• Full rest breaks taken away from workstations

These practices help reduce fatigue, eye strain and musculoskeletal discomfort, and are particularly important in roles involving high levels of screen concentration.

Training and awareness

DSE training should be a core part of employee induction and refreshed when circumstances change.

Effective training should cover:

• How to set up a workstation correctly
• How to adjust chairs, screens and input devices
• The importance of breaks and movement
• Early signs and symptoms of DSE-related discomfort

• How and when to report concerns

Well-informed employees are far more likely to identify issues early, allowing employers to intervene before problems escalate.

Clear reporting routes

Employees must know how to raise DSE-related concerns and feel confident doing so.

Clear reporting arrangements should:

• Be simple and accessible
• Identify who concerns should be reported to
• Encourage early reporting without fear of criticism
• Trigger prompt review and follow-up

Early reporting is one of the most effective controls for preventing minor discomfort developing into long-term injury.

Record keeping

Robust record keeping underpins a defensible DSE compliance framework.

Employers should retain evidence of:

• Completed DSE assessments and reviews
• Training and guidance provided
• Equipment issued or adjustments made
• Actions taken in response to reported discomfort

Clear documentation demonstrates compliance, supports consistency, and is critical if issues are later challenged by regulators, insurers or tribunals.

Providing clear homeworking DSE guidance

Employers should issue clear, practical guidance to help employees set up a safe and suitable workstation at home. This guidance should cover:

• Choosing an appropriate work surface and chair
• Screen height and viewing distance
• Keyboard and mouse positioning
• Lighting, glare and environmental factors
• The importance of breaks and movement

Guidance should be easy to access, written in plain language and updated where working arrangements change.

Using structured self-assessments

For home and hybrid workers, DSE self-assessments are the most effective and proportionate control.

Self-assessments should:

• Prompt employees to review their workstation setup
• Encourage identification of discomfort or risk factors
• Trigger follow-up where issues are identified
• Be reviewed when working arrangements or equipment change

Employers should ensure completed assessments are reviewed and that appropriate action is taken where concerns are raised.

Supplying or reimbursing essential equipment

Where a DSE assessment identifies a need, employers should consider supplying or reimbursing essential ergonomic equipment, such as:

• Separate keyboards and mice
• Laptop risers or docking stations
• Suitable chairs or back supports

The requirement is not to replicate a full office setup at home, but to ensure that reasonably practicable steps are taken to reduce foreseeable risk.

Limiting prolonged laptop-only working

Prolonged laptop-only working on unsuitable surfaces (such as kitchen tables, sofas or beds) significantly increases the risk of musculoskeletal discomfort.

Employers should:

• Actively discourage long-term laptop-only use
• Encourage the use of peripherals for regular DSE work
• Reinforce the importance of suitable work surfaces
• Address manual handling risks associated with transporting equipment

Clear guidance and early intervention are key to preventing long-term issues.

Evidencing compliance for home and hybrid work

Homeworking DSE management should always be proportionate but evidenced. Employers should retain records of:

• Guidance issued
• Completed self-assessments
• Equipment provided or adjustments made
• Actions taken in response to reported issues

This documentation is critical if concerns escalate into grievances, claims or regulatory scrutiny.