A workplace health and safety checklist is a valuable, practical tool for identifying workplace hazards, unsafe acts, and unsafe conditions before they result in incidents. A comprehensive, well-designed checklist helps ensure workplace inspections are consistent, thorough, and properly documented.
One of the functions of Health and Safety Representatives (also known as SHE Reps) is to perform regular workplace inspections. These can be performed on a quarterly or monthly basis using a health and safety checklist containing the items listed below.
Health and Safety Representatives are required to record and present the findings of health and safety inspections to the Health and Safety Committee for review at quarterly meetings. Health and Safety Checklists should be kept on file for a minimum of three years.
Health and safety checklists should as a minimum include the following sections and items:
1. Administrative inspection details
Every checklist should begin with essential administrative information to ensure traceability and compliance.
- Frequency of inspection (for example: Monthly)
- Date completed
- Time of inspection (if required)
- Location/department/work area inspected
- Name of Health and Safety Representative
- Name of Health and Safety Supervisor or manager
- Inspection reference number (if applicable)
- Signatures of:
- Health and Safety Representative
- Health and Safety Supervisor (if required)
- Date of signature
2. Buildings
The physical structure of the workplace must be safe and properly maintained.
- Building clean and in a good state of repair
- No broken windows, doors, or openings
- Walls, ceilings, and structures free from visible damage
- No exposed hazards (sharp edges, loose fixtures, etc.)
3. Floors
Slips, trips, and falls are one of the most common workplace hazards. Always check the state of flooring, tiling, paving, etc.
- Floors clean and free from slippery substances
- No oil, water, or chemical spills
- No tripping hazards or obstructions
- Free from holes, cracks, uneven surfaces, or structural damage
- Walkways clearly marked where required
4. Ventilation
Adequate ventilation is essential for employee health and comfort.
- Sufficient natural or mechanical ventilation
- All extraction systems and fans in working order
- No accumulation of dangerous gases, dust, smoke, or fumes
- Airflow not obstructed
- Filters and ventilation systems maintained in good order
5. Lighting
Poor lighting increases the risk of accidents and eye strain.
- Sufficient natural or artificial lighting in all work areas
- All lights in working order
- No excessive glare or harsh contrasts
- No dark or shadowy areas that could create hazards
- Emergency lighting operational (where applicable)
6. Hygiene and facilities
Employee facilities must be clean, functional, and accessible.
- Toilets and urinals clean and hygienic
- Change rooms clean and well maintained
- Kitchens and eating areas clean and hygienic
- Handwashing facilities supplied with soap and drying materials
- Eating restricted to designated areas only
7. Housekeeping and storage
Good housekeeping reduces fire risks, injuries, and operational inefficiencies.
- Work areas clean and tidy
- Yard and external areas clean
- No redundant or unused materials cluttering the area
- Adequate and safe storage space available
- Stacking of materials stable and secure
- Aisles and emergency routes free of obstructions
- Cupboards and shelving tidy and not overloaded
8. Refuse and waste management
Effective waste management supports both safety and environmental compliance.
- Adequate refuse bins provided
- Waste removal system functioning properly
- Bins emptied regularly
- Separate bins for specific materials (for example: hazardous waste, recyclables) as prescribed
- Waste stored safely without creating hazards
9. Emergency preparedness
Emergency preparedness is crucial and must be assessed during every inspection.
- First aid boxes present and clearly demarcated
- First aid boxes sealed
- First aid box contents complete and within expiry dates
- Sufficient trained First Aiders with valid certificates
- Emergency procedures displayed and understood by employees
- Alarm system functioning properly
- Fire extinguishers present, serviced, and accessible
- Emergency exits clearly marked and unobstructed
- Emergency evacuation floor plans available and displayed
10. Worker involvement
An important aspect of carrying out a workplace health and safety inspection is engaging with employees and workers on the floor.
- Do workers have any complaints or concerns concerning health and safety?
- Have there been any incidents, injuries, or near-misses?
- Do workers have any suggestions for improvements or corrective actions?
11. Findings and corrective actions
A health and safety checklist should include a section for recommended improvements and corrective actions for any hazards identified.
Recommendations section
- Description of hazards identified
- Area in which each hazard was identified
- Recommended corrective action
12. Comments and general observations
Include space for:
- Any trends observed (for example: recurring housekeeping issues)
- Positive observations and good practices noted
13. Health and Safety Representative Signature
The checklist should conclude with:
- Signature of Health and Safety Representative
- Signature of Health and Safety Supervisor (if required)
- Date signed
Health and Safety Representatives play a vital role in workplace health and safety.
Performing regular workplace inspections using a health and safety checklist is just one important function of a Health and Safety Representative. Other responsibilities include representing the workforce’s health and safety interests, assisting with incident investigations, liaising with Department of Employment and Labour inspectors, attending Health and Safety Committee meetings, assisting with emergency evacuations and drills, assessing and reviewing the effectiveness of health and safety measures in the workplace, and more.
Ensure that your Health and Safety Representatives understand and are equipped to fulfil their functions by sending them on accredited OHS training. We offer one-day online training for Health and Safety Representatives, allowing your Reps to take the course from home or the office, anywhere in South Africa. Alternatively, we also offer in-person training at our training centres in Gauteng, Cape Town, Durban, and Gqeberha.