How to Compile a Safety File: Step-by-Step Guide [2025]

Compiling a safety file can seem overwhelming, but it doesn't have to be. This step-by-step guide will walk you through the process of creating a compliant safety file for your construction business.

Before You Start

Gather the following information:

• Your company registration documents
• COIDA Letter of Good Standing
• List of all work activities you perform
• Details of all your employees
• Details of equipment you use

Step 1: Create Your Health and Safety Policy

Every safety file starts with a Health and Safety Policy. This is a signed statement from the company owner/director committing to workplace safety.

The policy should include:

• Commitment to comply with OHS Act
• Responsibility for providing safe workplace
• Commitment to training and PPE
• Signed and dated by the CEO/Owner

Step 2: Complete Legal Appointments

You need to formally appoint people for safety roles:

• **Construction Supervisor** (if project over R40m)
• **Health and Safety Representative** (if 20+ workers)
• **First Aider** (at least one per 50 workers)
• **Fire Marshal**
• **Incident Investigator**

Each appointment must be in writing and signed by both parties.

Step 3: Conduct Risk Assessments

This is the most important part of your safety file:

• **Baseline Risk Assessment** - Overall project risks
• **Issue-Based Risk Assessments** - For specific tasks (e.g., working at heights, electrical work)
• **Continuous Risk Assessments** - Daily checks

For each risk assessment:

• Identify the hazard
• Assess the risk (likelihood x severity)
• Determine control measures
• Assign responsibility
• Set review dates

Step 4: Write Safe Work Procedures

For each activity, create a safe work procedure that includes:

• Step-by-step instructions
• Required PPE
• Required tools and equipment
• Hazards to watch for
• Emergency procedures

Step 5: Create Emergency Plans

Your emergency plan should cover:

• Emergency contact numbers
• Evacuation procedures
• Assembly points
• First aid procedures
• Fire procedures
• Reporting procedures

Step 6: Set Up Registers

Create blank registers for:

• Daily attendance
• PPE issue
• Equipment inspection
• Toolbox talks
• Incidents/accidents
• Visitor log

Step 7: Compile Training Records

Gather evidence of:

• Induction training (for all new workers)
• Toolbox talks (weekly)
• Specific skills training
• First aid certificates

Step 8: Review and Update

Your safety file isn't "set and forget." You must:

• Review it before each new project
• Update risk assessments when conditions change
• Keep training records current
• Add incident reports as they occur

The Shortcut

If this seems like a lot of work, it is. That's why we created SiteReady.

WhatsApp us your company details and work type, and we'll create a complete, customized safety file for R499 - delivered the same day.