Six pages you can print this morning and put in the front of the site folder — a readiness check, the documents that get asked for, a visit record, a corrective action register, a quick card for whoever is at the gate, and an evidence checklist.
This is a practical site-management tool. It is not legal, engineering or regulatory advice and does not guarantee compliance or a satisfactory inspection outcome. Requirements may vary by jurisdiction, project, contract and circumstances.
| Check | Y | N | N/A |
|---|---|---|---|
| Site access controlled, visitors signed in | |||
| Housekeeping — walkways clear, no trip hazards | |||
| Emergency arrangements displayed and current | |||
| Assembly point signed and reachable | |||
| First aid kit stocked, first aider on site | |||
| Fire extinguishers in place, tagged, unobstructed | |||
| SWMS on site for the high risk work under way | |||
| SWMS matches what the crew is actually doing | |||
| PPE worn and appropriate to the task | |||
| Plant registered, inspected, operators ticketed | |||
| Pre-start records completed today | |||
| Electrical leads tested and tagged, RCDs in use |
| Check | Y | N | N/A |
|---|---|---|---|
| Excavations supported, barricaded, inspected | |||
| Working at heights — edge protection in place | |||
| Penetrations covered, secured and marked | |||
| Scaffold tagged, current, handrails complete | |||
| Lifting gear inspected, exclusion zones set | |||
| Traffic management in place and being followed | |||
| Environmental controls — sediment, dust, noise | |||
| Hazardous substances stored correctly, SDS available | |||
| Amenities clean and adequate for the numbers | |||
| Signage and barriers correct and legible | |||
| Competency records available for the work on site | |||
| Incident records up to date | |||
| Consultation records — toolbox, pre-start, HSR |
| Document | On site | Current | N/A |
|---|---|---|---|
| Safe Work Method Statements | |||
| Site Safety Management Plan | |||
| Emergency Management Plan | |||
| Risk assessments | |||
| Induction records | |||
| Competency and licence records | |||
| Plant inspection records | |||
| Pre-start records | |||
| Permits — hot work, confined space, heights |
| Document | On site | Current | N/A |
|---|---|---|---|
| Inspection and Test Plans | |||
| Inspection records / hold points | |||
| Incident and injury records | |||
| Consultation records | |||
| Toolbox talk records | |||
| Safety Data Sheets | |||
| Electrical test and tag records | |||
| Scaffold inspection records | |||
| Lifting equipment records |
| Date | Time | ||
|---|---|---|---|
| Inspector / agency | |||
| Inspector name | |||
| Reason for visit | |||
| Responsible person | Due date | ||
|---|---|---|---|
| Close-out date | Evidence held | ||
| Management review | |||
| Finding | Risk | Action | Responsible | Due | Closed | Evidence |
|---|---|---|---|---|---|---|
| Name | Date |
|---|
Be cooperative and be accurate. Answer what you are asked. If you do not know, say you do not know and that you will find out — do not guess, and do not fill silence with speculation.
Never obstruct, mislead or interfere with an inspector. Do not remove, alter or backdate anything. It is an offence and it turns a manageable visit into a serious one.
Someone competent escorts them the whole time. Not the newest person on site. They should know the work, the paperwork and where it lives.
Write it down as it happens. What was inspected, what was requested, what was said, what was handed over. Page 3 of this pack is for exactly that.
You may ask for identification, and you may take your own notes and photographs of anything raised.
If a notice is issued, read it properly and act on it. Note the date, what it requires and by when. Tell head office the same day.
| Site manager | Mobile | ||
|---|---|---|---|
| HSE manager | Mobile | ||
| Head office | Phone |
| Evidence | Kept | Where |
|---|---|---|
| Pre-start records | ||
| SWMS briefing sign-on | ||
| Daily and weekly inspections | ||
| Hold points released | ||
| Defects raised | ||
| Rectification completed | ||
| Photographs, dated |
| Evidence | Kept | Where |
|---|---|---|
| Deliveries received | ||
| Plant checks | ||
| Temporary works sign-off | ||
| Environmental controls checked | ||
| Completed work signed off | ||
| Toolbox talks delivered | ||
| Consultation with workers |
1. Can you find it in under five minutes?
2. Does it show when it happened and who did it?
3. Is it the current revision, and can you prove that?