Templates
Health and safety management system template

Health and safety management system template

Give your team a systematic way to manage safety across worksites. This template covers risk assessments, roles, emergency planning, and more so you can focus on doing the work.

Use this template
or download pdf
Health and safety management system template

Give your team a systematic way to manage safety across worksites. This template covers risk assessments, roles, emergency planning, and more so you can focus on doing the work.

Use this template
or download pdf

About the Health and safety management system template

A health and safety management system is a core requirement for any business that handles physical operations or manages high-risk environments. This health and safety management system template gives you a ready-made framework to organize responsibilities, standardize procedures, and reduce risks across your operations. It’s a reliable tool for documenting roles and conducting risk assessments, and you’ll be able to build workflows that support safer practices company-wide.

Key elements of a health and safety management system template

A health and safety management system template helps you bring structure and consistency to how your company handles safety, from the warehouse floor to corporate headquarters. Here are its main sections:

  • Defined roles and responsibilities: Clarify who’s accountable for what, from senior management to site supervisors. When you clearly outline roles, it’s easier to spot gaps and act quickly in case of an issue.
  • Risk assessment and hazard identification: Use this section to log potential hazards and rate their severity. You can improve safety workflows by proactively identifying and addressing risks before they escalate.
  • Safe systems of work: This is where you document procedures. From how to operate machinery to guidelines for high-risk tasks, this part lets you establish repeatable, safe ways of working.
  • Emergency preparedness: Every company needs a plan when things don’t happen as planned. Outline response steps, contact persons, and procedures for likely scenarios, then keep it all updated.
  • Incident reporting and investigation: Capture incidents in real time, analyze root causes, and track corrective actions. A strong reporting structure helps you learn from mistakes and prevent repeat problems.

Customizing your health and safety management system template

Our health and safety management system template is fully editable, giving you room to build around your specific operations, workforce, and legal requirements.

Start by adjusting the risk assessment section to match the hazards common in your industry. For example, a construction firm might focus on fall prevention, while a warehouse manager will need to address forklift traffic and material storage.

For roles and responsibilities, match each task to real positions within your org chart. Use job titles your team recognizes and add contact info where needed so there’s no ambiguity.

You can also tweak the emergency response protocols based on your site’s geography and resources. Rural locations might rely more on internal response teams. On the other hand, urban sites might list emergency services contacts with faster access.

Make compliance part of your daily routine

Bring clarity to your safety workflows with a reliable system that’s easy to implement and even easier to adapt. Assign responsibilities, track follow-ups, and document key actions without sorting through scattered notes or outdated procedures. The template includes smart features like logic-driven fields, built-in task assignment, and customizable sections that match your operational flow. Whether you’re running one site or several, you’ll have a consistent method that works across the board.

Related categories

Preview of the template
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Organizational Structure and Responsibilities
Clearly define the organizational structure and reporting lines for health and safety management
Assign specific roles and responsibilities for health and safety management at all levels
Appoint a competent person to oversee the health and safety management system
Risk Assessment and Hazard Identification
Conduct comprehensive risk assessments to identify all potential hazards
Implement effective controls to eliminate or mitigate identified risks
Review and update risk assessments on a regular basis
Safe Systems of Work
Develop and implement safe operating procedures for all work activities
Provide detailed instructions and training for safe work practices
Establish a permit-to-work system for high-risk activities
Emergency Preparedness and Response
Identify and document potential emergency scenarios
Implement comprehensive emergency response plans and procedures
Conduct regular emergency drills and training for all employees
Incident Reporting and Investigation
Establish a robust incident reporting system
Investigate all incidents to identify root causes and implement corrective actions
Maintain detailed records of all incidents and investigations
Health and Safety Training
Provide comprehensive health and safety training for all employees
Ensure training is tailored to specific job roles and responsibilities
Maintain training records and regularly review training needs
Monitoring and Review
Establish key performance indicators to measure the effectiveness of the health and safety management system
Conduct regular audits and inspections to identify areas for improvement
Review the health and safety management system on a regular basis and implement necessary changes

Frequently asked questions

What’s the difference between a safety plan and a health and safety management system?

A safety plan is typically project- or site-specific, outlining what you’ll do to prevent harm in a particular scenario. In comparison, a health and safety management system (HSMS) is broader. It’s a company-wide framework that organizes policies, procedures, responsibilities, and tools for managing safety across the entire operation.

Who is responsible for maintaining a health and safety management system?

Upper management holds overall accountability, but maintaining the system is a shared responsibility. Safety officers might handle daily monitoring, while supervisors and team leads must actively reinforce procedures. It works best when it’s part of leadership routines, like including safety updates in weekly meetings or linking performance reviews to safety outcomes.

How detailed should incident reports be in the system?

Incident reports should be very detailed. A strong report should include not only what happened, but why it happened. Go beyond surface-level causes and include observations, contributing factors, environmental conditions, and witness statements. It’s easy to forget adding photos or diagrams, but these be a huge asset when reviewing patterns later or presenting findings to insurers or regulators.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.