Upcoming changes and current regulations: How to prepare your business for hot weather?

Changes to regulations regarding working in high temperatures are approaching, and they will have a real impact on many companies. The Ministry of Family, Labour, and Social Policy is working on an amendment to the regulation. This amendment will introduce maximum temperature thresholds, above which work will be temporarily suspended. It is worth familiarizing yourself with both the current obligations and the planned changes now to properly prepare your company for hot weather.

Prohibition on working above certain temperatures?

The most important change introduced by the amendment is a ban on work when temperatures exceed certain values. According to the third version of the draft regulation (we wrote about the previous one here), which is currently under consultation, work will be temporarily suspended when thermometers indicate:

• 35°C for indoor work
• 32°C for heavy work performed outdoors

It is worth emphasizing that cessation of work will only be possible when these values are actually exceeded and not based on weather forecasts.

Additionally, once threshold temperatures are reached (28°C for light and office work, 25°C for heavy work indoors, and 25°C for all outdoor work), employers will be required to take measures to limit heat load. These may be technical solutions (e.g. ventilation, thermal shields) or organizational solutions (e.g. changing working hours, additional breaks, remote working). New solutions are to be determined after consultation with employees within the Occupational Health and Safety Committee, and in the absence thereof, pursuant to Article 237 [11a] of the Labour Code, after consulting a physician responsible for preventive health care.

More time to prepare and the consequences of regulatory violations

The good news for employers is the extension of the vacatio legis. Employers have time to comply with the new guidelines by January 2027. This is the ministry’s response to the expectations of companies to allow sufficient time to prepare and invest in solutions to reduce the temperature in the workplace.

It is important to remember, however, that the ministry has also proposed specific penalties for violating the new regulations. Employers who violate the new regulations may be fined between PLN 1,000 and PLN 30,000. In extreme cases, allowing employees to work under unacceptable conditions may result in up to three years in prison.

Who will not be affected by the new regulations?

The Ministry has also developed a list of exceptions to which the new regulations will not apply. These include:

• Work listed in Article 151 (10) points 1–2, 5–8 and 9 letter c-h of the Act of 26 June 1974 – the Labour Code (including work in the event of a need to conduct a rescue operation, in continuous operation, in transport and communication);
• Employees of childcare institutions for children under 3 years of age;
• Officers of uniformed services (including the Police, Internal Security Agency, Central Anti-Corruption Bureau, Border Guard, State Fire Service);
• Soldiers within the meaning of the Homeland Defence Act.

Current obligations of employers during hot weather – what should you remember?

Although the new regulations will not come into force until 2027, employers already have a number of obligations under the Labour Code and current occupational health and safety regulations aimed at ensuring occupational health and safety in high-temperature conditions. Read also: 55,000 National Labour Inspection (PIP) inspections in 2025. In which industries and entities? How to prepare?

Providing access to beverages

This is a basic requirement. Employees must have access to drinking water or other beverages when:

• work in open spaces at temperatures above 25°C;
• work in closed rooms with temperatures above 28°C;
• they operate in hot microclimate conditions (thermal load index WBGT above 25°C).

What is important is that you cannotpay compensation for the lack of beverages. Furthermore, employers who fail to comply with this obligation face a fine ranging from PLN 1,000 to PLN 30,000. The quantity, type, and temperature of beverages should be adapted to the working conditions and physiological needs of employees.

Additional meals and work organization

In the event of severe thermal conditions, employees are entitled to free meals appropriate to the prevailing conditions. Employers are also obligated to:

• organize work in a way that ensures safe and hygienic conditions, e.g. by providing air-conditioned rest areas;
• provide additional work breaks;
• introduce protection against sunlight;
• in special cases, consider releasing employees from the obligation to work.

Air conditioning and ventilation

If the temperature in rooms where technological processes cause temperatures to be consistently higher than 30°C, employers are obligated to provide air-conditioned relaxation areas. It is also essential to ensure the efficient and safe operation of the air conditioning and ventilation systems through regular inspections and servicing. Air conditioning should not excessively cool rooms or cause drafts, and ventilation should not be disruptive (noise, vibration).

Outdoor work

Employees working outdoors should be protected from hazardous weather conditions, such as high temperatures, strong winds, and precipitation. Employers are responsible for providing appropriate clothing and headgear, among other things.

Protection of pregnant women and young workers

There are also specific regulations regarding:

• Pregnant and breastfeeding women cannot perform work that may adversely affect their health, pregnancy or breastfeeding, including work in a hot microclimate or in an environment with large fluctuations in microclimate parameters.
• Young workers (15-18 years old) cannot be employed in rooms where the air temperature exceeds 30°C and the relative air humidity exceeds 65%, as well as in conditions of direct exposure to an open radiation source.

Preparing for the upcoming changes and reliably fulfilling current duties is the key to ensuring the safety and comfort of the team’s work, as well as avoiding serious legal and financial consequences.