How to Write a Workplace Alcohol and Drug Policy That Actually Works

This is general guidance, not legal advice. Have an HR or labour law professional review your polices.

Buying breathalysers is the easy part. Making testing fair, consistent and defensible is harder, and that depends on the document behind it: your alcohol and other drugs (AOD) policy. Without one, even the best equipment leaves you open to disputes, inconsistency and unhappy staff.

Here’s a practical, step-by-step way to build a policy that suits a South African workplace. It’s based on guidelines RunRite Electronics has refined over more than 20 years of helping local companies set up alcohol testing.

Step 1: Start with why

Your policy should open by stating its purpose: a safe and productive workplace. Alcohol and drugs impair judgement, and that matters most in high-risk work.

Do a risk assessment

Not every role carries the same risk. Identify the jobs where impairment could cause serious harm, such as:

• Driving vehicles, including trucks, forklifts and cranes
• Operating heavy machinery
• Handling firearms or explosives
• Precision work, such as electrical work

This assessment will shape your tolerance levels and your testing plan, so don’t skip it.

Step 2: Bring people on board early

A policy imposed from above tends to meet resistance. Involving employee representatives in drafting it builds cooperation and acceptance (confirm any consultation requirements with unions or worker forums under your collective agreements). Managers need to back the policy visibly and be tested under the same rules as everyone else.

Step 3: Communicate it clearly

Everyone should understand that the policy exists to protect them, not to punish them. Give every employee a copy, cover it in induction and training sessions, and give people a chance to ask questions. If someone is surprised by a test, the communication has failed.

Step 4: Set your tolerance levels

This is where you decide what counts as a fail. According to the RunRite guide, many organisations use:

• Zero tolerance (0.000% BrAC) for high-risk work
• A small allowance, up to 0.02% BrAC, for lower-risk tasks

Ask yourself: would you be comfortable if the person doing this job had been drinking? If the answer is no, zero tolerance is probably right for that role.

Be aware that a zero-tolerance rule needs to be justified by the nature of the work, and recent case law shows a single breath reading may not be enough to discipline on its own [CHECK: link to our Samancor post and confirm with legal advice].

Step 5: Define your testing procedure

Consistency is everything. Your policy should set out which instruments are used, who tests, when and how.

Choose the right instruments

Pick equipment that suits the setting. That could be handheld units for supervisors and security, or fixed wall-mounted stations at entry points. The Alcolizer HH4 is a popular handheld choice, that has features like bluetooth for connecting to printers or the AlcoConnect testing app. For gates with heavy traffic, the Alcolizer Centurion Quantum handles high-volume testing.

Key testing principles

• Random selection: select people randomly, for example through clock-in software or at set intervals, so no one feels targeted.
• Witnessed and recorded: every test should be witnessed and the result recorded. The HH4 paired with the Alcolizer Bluetooth Printer gives you a printed record on the spot.
• Retest after 15 minutes: after a positive result, wait 15 minutes and test again. This lets any residual mouth alcohol, from mouthwash or medication for example, clear first.

A two-stage example

1. Screening: a quick pass/fail “passive” test with a certified device, such as the Alcolizer HH3 or HH4. Using a passive cup can improve accuracy and hygiene.
2. Confirmation: if the screen fails, wait 15 minutes, then do a quantitative test on a fully calibrated instrument with a fresh mouthpiece. We suggest the Alcolizer LE5 or HH4 for this step.
3. Outcome: a confirmed positive is handled under your disciplinary code.

Step 6: Spell out the consequences

Set clear penalties and include them in the published policy. Link them to your existing disciplinary code and HR procedures, and apply them the same way every time. Inconsistent enforcement is one of the quickest ways to lose a dispute.

A fair rule of thumb from the guide: start disciplinary procedures only after a failed second test. This protects against false positives.

Step 7: Keep records and protect confidentiality

Record every test result and the related paperwork accurately, and keep it confidential. Good records show you’re transparent, and confidentiality respects employees’ dignity. Note that alcohol testing as well as drug testing falls under standard competency checks for Fit for Duty actions by the employer. Double check your employment contracts have a stipulation for these events.

Step 8: Make sure it’s legally compliant

Your policy has to sit within South African health and safety law. As RunRite’s guide points out, the Occupational Health and Safety Act 85 of 1993 allows employers to remove from the workplace any employee suspected of being under the influence of an intoxicating substance. Using certified, calibrated breathalysers helps make your testing defensible.

What about drugs?

Your policy should cover drugs as well as alcohol. Oral fluid (saliva) testing is quick, non-invasive and hard to tamper with, which makes it a practical choice for the workplace. Read more in our guide to the benefits of oral fluid drug testing in the workplace.

Putting it into practice

A clear policy plus reliable equipment gives you a testing programme employees can trust and that you can defend. Start with the risk assessment, involve your people, and choose instruments that support each step.

Get equipped

Writing or updating your AOD policy? Request a quote from BuyBreathalyser for the breathalysers, printers and consumables to put it into practice.