Workplace Safety Signage: Best Practices for Effective Use and Compliance

Key Takeaways

• Safety signage are essential tools designed to prevent accidental injury and protect lives by clearly communicating hazards.

• Proper sign design and strategic placement are key; a safety sign must be noticeable and easy to understand to be effective.

• Outdated, damaged, or poorly maintained signs can lead to confusion and reduce workplace safety.

• Employees need training to recognize, understand, and respond appropriately to safety signs for them to serve their purpose effectively.

 

What Is the Purpose of Safety Signs?

Workplace safety signs have one clear goal: to communicate safety quickly and effectively. This means that when people see these signs, they should be able to process the message in a split second. It’s not enough for employees to simply recognize that a hazard exists, they also need to understand exactly what the hazard is and why it’s dangerous. 

Take a common example: a No Smoking sign. Simply stating that smoking is prohibited in a particular area isn’t enough. To make the message complete, the safety instruction sign should include information about the specific danger, such as “Explosion Hazard,” “Smoking Sparks Flames,” or “Risk of Battery Explosion,” rather than vague terms like “Vapor Ignition.”

Working in the field, I remember a good example of this. A team was working in a permit-required space. They were working next to a pipe that stated, “WARNING: ARGON PURGE.” The warning was specific enough as to what the hazard was but it failed to display the consequences of it.

Argon is an inert gas itself and isn’t harmful on its own. However, too much argon in an enclosed space will displace all of the oxygen in this area. There is no guarantee that every employee who looks at the sign will immediately realize the risk of oxygen deprivation that the sign implies. This visual communication gap may seem small but can become tragic. That hazard ended up taking someone’s life.

In the following sections, I’ll share practical guidance and expert insights on best practices for using workplace safety signs as outlined in the Occupational Safety and Health Administration (OSHA) standards.

 

Ensure Proper Workplace Safety Sign Wording, Graphics, and Colors

Designing effective OSHA safety signs requires careful attention to visual elements and content placement. This includes using appropriate wording, and strategic use of color to grab attention and communicate their message clearly. How information is arranged on a safety signage also directly impacts how quickly and effectively it’s understood. 

There is a preferred order for displaying multiple pieces of information on a safety signage. We’ve been conditioned since we were kids to read from top to bottom, from left to right. That is the orientation to prioritize. By following this layout, you reduce the cognitive load and make it easier for people to grasp the message at a glance. Now, let’s take a closer look at how color and wording enhance the effectiveness of safety signs:

Color

Bright, bold colors like red, yellow, and green are universally recognized and immediately associated with specific types of hazards or safety instructions. For instance:

• • Red: Indicates danger from immediate hazard or prohibitions

  • Yellow: Communicates caution or potentially hazardous conditions

  • Green: Points to safety equipment or safe areas

Reflective materials can make a big difference in enhancing visibility, especially in dimly lit or busy environments. Reflective signs ensure that critical warnings are visible even under low-light conditions, such as in machine shops or outdoor work sites during nighttime operations. Additionally, contrasting backgrounds—like white letters on a bright red background—help the message stand out, preventing it from blending into the surroundings.

It’s also equally important to consider the environment where the workplace safety sign is posted. For instance, a sign’s color should contrast sharply with its background, whether that’s a wall or other surroundings, to remain effective. In areas with visual “noise,” such as colorful machinery or cluttered walls, positioning the machine safety signs strategically can help it avoid being overlooked. Placement should always prioritize readability and ensure the message remains easily understandable. In poorly lit spaces, supplementary lighting or reflective materials may be necessary.

Wording

When there are multiple lines, it is recommended to justify them. Centering or right-justifying the text is not recommended. Following this standard pattern makes it easier to interpret the sign:

1. Place the signal word first. This is often something like, “Danger,” or “Warning.”

2. Once the reader’s attention is grabbed, inform them of the actions they need to take or avoid. Then describe the hazard.

3. Finally, follow up with the consequences of not following the sign; include a description of the illnesses or accidental injuries that are likely to occur if the warning is not heeded.

4. Where appropriate, emergency contact information may be a good addition.

Carefully consider how easy a sign is to read and how quickly the message is understood. When there are several parts to the sign, this becomes even more important. The header needs to be in all uppercase letters. After that, using a mix of upper and lower case is the rule to follow. A key to clarity is to keep important clusters of words together on the same line so that misinterpretation can be avoided.

One of the few exceptions could be the standard “NO SMOKING” sign. With only one message spread across two words, the sign can get away with splitting the words up into two lines. As long as the “NO” is obvious on the top line and the “SMOKING” is immediately under it to keep it clear that they are linked, then the message can still be cohesive. One perfect example of this is the image above. If the warning to not smoke was part of a larger sentence, then separating the “no” and the “smoking” onto different lines would not be acceptable.

Exit signs are some of the most common signs and the most important to get right. Experts have chimed in countless times on this subject because it is so fundamental to so many emergency situations. Inadequate signage in an emergency is inexcusable, but by the time that happens, it’s too late.

 

Where Should Workplace Safety Signs Be Placed?

Think of it like this: safety signs should always be placed where they’ll do the most good. That means high-traffic areas, near safety equipment, and directly in the line of sight of potential hazards. For example:

• • Near machinery: Use caution and danger signs to highlight pinch points, moving parts, or areas requiring PPE.

  • Near safety equipment: Place signs near fire extinguishers, first aid kits, eyewash stations, and other safety equipment to help employees locate them quickly in an emergency.

  • Around exits: Emergency egress signs are lifesavers during fire drills—or the real thing.

  • Key entry points: Safety instruction signs like “Authorized Personnel Only” at restricted zones prevent accidents before they happen.

And if you’re wondering, what signs are you required to display in your work area in plain view, OSHA has a list, but think beyond compliance. Anything that protects your team is worth posting. 

A common mistake when placing “Exit” signs is mounting them on back walls in supermarkets, warehouses, or large industrial spaces. While the placement may seem logical during installation since the observer is typically standing directly in front of it, visibility often becomes an issue when viewed from other angles.

If they go even a few feet to the side, the sign will now be difficult to see. This problem isn’t limited to exit signs; fire extinguishers are often similarly mishandled. They are frequently positioned where visibility is obstructed by racks or shelving, or they’re placed in recessed areas, making them harder to locate during emergencies.

To address these issues, exit signs should be installed in overhead positions or on highly visible surfaces where they can be easily seen from multiple angles. In larger spaces, supplementary directional signs can help guide people toward exits more effectively. For fire extinguishers, placing clear signage above or around extinguishers can make them easier to locate quickly during emergencies.

Non-exit doors also need to be identified. Signs such as “NOT AN EXIT”, “SUPPLY CLOSET,” or “BOILER ROOM,” are important in this case. Evacuees need to know where to avoid false exits and hazardous spaces during an emergency. Using signs, arrows, and strips can guide people out of a building, even under a smokescreen. Remember, if the door could be mistaken for an exit, it most definitely needs to be marked. 

When placing safety signage on doors, it’s most effective to use duplicate signs. Adding a second sign above the door makes it easy to identify even when the door is open. If a door is left at an angle, the sign is easily obstructed and might not be in someone’s line of sight until they already pass it. Doors that open more than 90 degrees can obfuscate a single sign completely. The problem is worse if the door is opened towards the observer, with the sign now completely behind the door.

 

Select Appropriate Safety Signs for a Particular Hazard

If your safety signs address the wrong hazards, they fail to be effective. Conducting a risk assessment helps identify these hazards by evaluating the tasks employees perform, the equipment they use, and the environment they work in. By analyzing these factors, you can identify which hazardous operations require attention and determine the most effective way to communicate them through safety signage.

Safety signs are divided into five categories: Danger, Warning, Caution, Notice, and Safety First. Each category is designed to convey the specific nature and hazard level. Selecting the appropriate type of sign is essential to avoid confusion and to communicate the right level of urgency.

In workplaces where storage areas or other spaces are repurposed, it’s common for safety signs to be overlooked during the transition. I experienced this firsthand when a new hire in our company searched for cleaning supplies in a storage room with a “NOTICE: Cleaning Supplies” sign. Unaware the room now stored flammable chemicals, they were alarmed by strong chemical fumes and the hidden fire hazard. After this close call, we replaced the danger sign with “DANGER: Flammable Materials” and reviewed all signage to prevent similar issues.

 

Consider Using Multilingual Safety Signs

Workplaces with diverse teams often include employees who may not have full proficiency in the primary language used at the site. For instance, a Spanish-speaking worker might not immediately understand an English-only warning sign of chemical hazards or emergency exits. If the sign is unclear or misinterpreted, it increases the likelihood of accidents or delays in response during emergencies.

Best Practices for Multilingual Signage

1. Identify Common Languages: Conduct an assessment of your workforce to determine which languages are most commonly spoken. Include these languages on key safety signs, especially those in high-risk areas.

2. Prioritize Simplicity: Keep messages concise and easy to understand across all languages. Avoid overly complex or technical language that might confuse readers.

3. Incorporate Symbols: Universally recognized symbols can supplement multilingual text, making the message clear even if someone doesn’t fully understand the language.

Using multilingual safety signs demonstrates a commitment to inclusivity and respect for all employees. It shows that the organization values the well-being of everyone, regardless of language proficiency.

 

Perform Regular Maintenance and Inspection

I’ve seen too many faded, cracked, or downright missing signs to let this one slide. I always emphasize that safety signs are only effective if they are visible, legible, and relevant. Regular maintenance and inspection are essential to keep these safety signage functional and up-to-date. This process involves three key steps: conducting regular inspections, replacing damaged or outdated signs promptly, and keeping signs clean and well-maintained.

Fading, cracks, peeling, or other damage can make safety signage difficult to read. Any sign that is damaged, missing, or no longer relevant should be replaced immediately. For example, if a fire extinguisher is relocated, its corresponding sign must also be moved to ensure consistency and clear communication. Likewise, leaving a sign in place that no longer applies—such as in the storage room incident I mentioned earlier—can create unnecessary confusion and diminish trust in the signage system.

It’s important to note that safety signs must meet specific requirements for durability to effectively communicate hazards. OSHA standard 29 CFR 1910.145 emphasizes that safety signs must be made from materials capable of withstanding environmental conditions without losing their readability or effectiveness. The image above serves as a clear example of what OSHA-compliant safety signs should not look like.

 

Create Signs for Evacuation Plans

Evacuation floor plans come with their own set of rules. The important thing to keep in mind is keeping the diagram neat, clear, and organized. The reader needs simple symbols with contrasting colors to show important points like exits, extinguishers, and manual alarms. One of the most important symbols to get right is the “YOU ARE HERE” designation. They need to quickly know exactly where they are so that they can get to their desired destination in time.

Evacuation plans need to be thought out ahead of time. They should be mounted in the correct orientation so that the reader can read their position and go off it without translation to the existing structure. This is one of the easiest details to miss, but in an emergency, it’s one of the most important things to get right.

Floor plans and safety signs are an essential part of any safety program. However, even if every sign is perfectly designed, printed, and posted, it still isn’t a substitute for employee knowledge or other safety equipment like extinguishers, lockout tagout, and manual alarm signs. That’s why proper safety training is critical. An evacuation plan that has been practiced is the one that will succeed.

 

Employee Training for Safety Sign

Now, let’s be clear: no matter how well the previous practices are implemented, safety signage become ineffective if employees don’t understand their purpose or know how to respond to them. Training is key to helping employees recognize, interpret, and act on safety signs in their workplace. This training should cover:

1. Recognizing Safety Signs: Employees should become familiar with the types of safety signs and their associated colors, symbols, and messages.

2. Understanding Sign Locations: Workers should know why specific signs are placed in certain areas and what actions are expected when they encounter them.

3. Scenario-Based Exercises: Hands-on scenarios or drills can reinforce how to respond to signage during emergencies, such as fire drills or equipment malfunctions. 

4. Feedback and Questions: Encourage employees to ask questions about unclear signage or suggest improvements based on their observations. This open communication ensures signs remain relevant and effective for the entire team.

Training should be conducted during onboarding for new hires and periodically refreshed for existing staff to account for changes in signage, new hazards, or updated regulations.

 

When to Use Tags as Safety Signs?

Tags are temporary safety indicators designed for situations where permanent signage is not practical or necessary. They are commonly used during maintenance, repairs, or in other short-term circumstances where specific hazards need to be highlighted. Unlike permanent signs, tags are portable and can be quickly attached to equipment, machinery, or specific areas to communicate an identified hazard or restriction.

For example, a safety tag that reads “DANGER DO NOT OPERATE – EQUIPMENT LOCKED OUT” is often attached to a machine undergoing maintenance or repair to clearly indicate its current status. These lockout tagout tags are typically used alongside lockout/tagout devices, which physically prevent the equipment from being operated.

 

Safety Signage FAQs

What are the 4 types of safety signs?

The four main types of safety signs are prohibition, warning, mandatory, and emergency signs. Each type serves a distinct purpose, such as forbidding unsafe actions, warning of hazards, indicating required actions, or directing to safety equipment and exits.

What signs are you required to display in your work area in plain view?

Employers are required to display signs that address specific hazards, emergency routes, and OSHA-mandated notices, such as caution, exit, and danger signs. The exact requirements depend on the workplace environment and applicable regulations.

What is the importance of signs and symbols?

Signs and symbols communicate critical safety information quickly and universally, reducing the risk of accidents and confusion. They are especially effective in diverse workplaces where language barriers might exist.

Which OSHA regulation requires employers to use color-coded signs to communicate safety information?

OSHA regulation 29 CFR 1910.145 outlines specifications for safety signs and color codes to communicate hazards and safety information effectively. This standard applies to general industry workplaces.

What color is most often used for safety signs, such as first-aid stations?

Green is the color most commonly associated with safety signs, including those indicating first-aid stations and emergency equipment. It represents safety and guides individuals to protective resources.