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Safety management system template

Safety management system template

Document policies, assign responsibilities, and track actions with this template. It supports you in reducing risks across your operations.

Use this template
or download pdf
Safety management system template

Document policies, assign responsibilities, and track actions with this template. It supports you in reducing risks across your operations.

Use this template
or download pdf

About the Safety management system template

This safety management system template helps you standardize safety practices, responsibilities, and reporting across your organization. Whether you’re conducting internal audits, preparing for inspections, or standardizing protocols across multiple locations, this template keeps everyone aligned and accountable. With predefined sections on policy, responsibilities, incident reporting, and more, it becomes much easier to spot what’s missing and drive continuous improvement, all while keeping everything in one place.

Why you should use a safety management system template

A safety management system template helps you save time and stay consistent. Instead of building your documentation from scratch or relying on scattered notes, you get an easy-to-use structure that covers key areas like training and hazard identification.

You can use this safety management system template to streamline your internal safety processes across teams, departments, or locations. This way, everyone follows the same rules and uses the same language when it comes to safety. This not only improves communication but also reduces confusion during audits or inspections.

The template also provides a clear, repeatable workflow for managing safety tasks. You’ll be able to identify weak spots faster, assign follow-ups more efficiently, and track your safety performance over time.

Key elements of a safety management system template

By making this template part of your regular workflow, you can improve how your team documents, communicates, and follows through on safety protocols. Here are its main elements:

  • Safety policy and goals: This section outlines your company’s commitment to a safe work environment and sets the tone for the rest of the document. You use it to define your safety vision and set measurable objectives.
  • Roles and responsibilities: Clarify who is responsible for what. This helps you avoid confusion and keeps safety tasks from getting neglected, especially in larger teams or multi-site operations.
  • Training and competency tracking: Track what training employees have received and identify gaps. This ensures that every team member has the right knowledge to handle safety responsibilities.
  • Hazard identification and risk assessment: Use this section to record potential hazards, assess risks, and document mitigation strategies. This is a critical step in preventing incidents before they happen.
  • Incident reporting and follow-up: Capture details of incidents, near misses, and the corrective actions taken. This part of the template helps you spot trends and improve processes over time.

Download Lumiform’s safety management system template today

Start building consistency across your operations with a practical template that’s built for real-world safety needs. It provides a clean framework for organizing responsibilities, documenting training, and tracking improvements, and it’s easy to fill out, even across multiple teams. With features like task tracking, logic-based sections, and analytics, it empowers you to make follow-up actions part of your routine.

Related categories

  • Health and safety management templates
  • General templates
  • Safety templates
  • Templates for business processes
Preview of the template
entity_item!!!
Page 1
Safety Policy
Does the organization have a written safety policy that is communicated to all employees?
Does the safety policy include a commitment to providing a safe and healthy work environment?
Does the safety policy include goals and objectives for improving safety performance?
Does the safety policy clearly define the safety responsibilities of management, supervisors, and employees?
Safety Responsibilities
Are safety responsibilities defined for all levels of the organization?
Are safety responsibilities included in job descriptions?
Are employees held accountable for their safety responsibilities?
Safety Training
Is a training needs assessment conducted to identify safety training requirements?
Is a training program in place to provide safety training to all employees?
Are training records maintained to document the safety training provided to employees?
Hazard Identification and Risk Assessment
Is a process in place to identify workplace hazards?
Is a risk assessment process in place to evaluate the risks associated with identified hazards?
Are controls implemented to eliminate or mitigate identified risks?
Incident Reporting and Investigation
Is there a process in place for employees to report incidents, accidents, and near misses?
Are incident investigations conducted to determine the root causes and implement corrective actions?
Are injury and illness records maintained as required by regulatory agencies?
Emergency Preparedness
Has the organization identified potential emergency scenarios and developed emergency response plans?
Are emergency response plans communicated to all employees and regularly tested?
Are emergency equipment and supplies maintained and readily accessible?
Management Review and Continuous Improvement
Does management regularly review the safety management system to assess its effectiveness?
Are safety performance metrics tracked and used to identify areas for improvement?
Are corrective and preventive actions implemented to address identified safety issues?

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

Effective risk assessment: Key steps and best practicesHazard communication program: A guide for workplace safetyWorkplace safety: Best strategies and practices
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Template collections

See comprehensive collections of best practice templates related to this topic.

4 best free safety management system templates5 hazard identification forms for workplace safety10 powerful free health and safety policy templates
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Use cases

Check out how the Lumiform software can be utilized for related use cases.

Health and safety management system softwareWorkplace safety softwareEHS compliance softwareIncident report software
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Other resources

Explore all the additional resources we offer to assist you in mastering this topic.

10 reasons why workplace safety is important4 ways that workplace safety increases worker productivityHow to write a workplace safety policy4 benefits of safety management and how to communicate them

Frequently asked questions

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

A safety program is often a set of initiatives or activities, like training or PPE distribution, that’s designed to improve safety. On the other hand, a safety management system (SMS) is a defined, ongoing framework that ties all your safety efforts together. It includes documentation, accountability, performance tracking, and continuous improvement processes.

Who should be involved in maintaining the safety management system?

Maintenance of the SMS should involve leadership, department heads, team supervisors, and even frontline workers, not only safety officers. By involving different roles, you can identify blind spots and make the system more realistic and easier to follow. Encourage feedback loops from workers on the ground since they often spot hazards others miss.

How do I know if my safety management system is working?

Beyond compliance checks, look for real signs, such as fewer incidents, quicker responses, consistent documentation, and better employee engagement in safety tasks. Periodically review your data. For example, missed inspections, incomplete training, or repeated hazards are red flags. You can also include anonymous employee input to highlight issues you won’t find on paper.


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.
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