Free checklist template · Word

Safety Compliance Checklist

The safety compliance checklist tracks the paperwork side of safety: licences, approvals, statutory tests and certificates, committees, registers and display notices. It is used by plant HR, admin and EHS heads to see at a glance whether every document is current, who owns it and when it next expires.

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[Company Logo][Company Name]

SAFETY COMPLIANCE CHECKLIST

Establishment:: [Company Name], [Work Location]
Review Date:: [DD/MM/YYYY]
Reviewed by:: [EHS / Admin Head]

Licences and Approvals

Item	Applicable	Number	Valid Until	Owner	Status
Factory licence / registration under OSH Code	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Fire NOC	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Pollution control consent	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Shops & Establishments registration (offices)	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]
Contract labour licences (principal employer and contractors)	[Yes / No]	[Number]	[DD/MM/YYYY]	[Owner Name]	[OK / Due / Missing]

Statutory Tests and Certificates

Lifts and hoists tested by competent person – due [DD/MM/YYYY]
Lifting machines, chains, slings tested – due [DD/MM/YYYY]
Pressure vessels and air receivers tested – due [DD/MM/YYYY]
Boiler certificate (if any) – due [DD/MM/YYYY]
Electrical installation inspection – due [DD/MM/YYYY]
Fire extinguishers and hydrant system serviced – due [DD/MM/YYYY]
Work environment monitoring (noise, dust, lux) – due [DD/MM/YYYY]

Organisation and Policy

Written safety policy approved and displayed
Safety committee constituted (if applicable) and meeting regularly
Safety officer / medical officer appointed (if applicable)
Emergency response plan and on-site emergency plan (hazardous units)
Trained first-aiders as per headcount

Records and Registers

Accident and dangerous occurrence register
Medical examination / health records of exposed workers
PPE issue register
Safety training records
Permit-to-work records
Inspection and audit reports with action closure

Display Notices

Abstract of applicable law and rules in English and local language
Safety policy and emergency contacts
Evacuation plan per floor
Hazard and PPE signage at relevant areas
Names of safety committee members

Summary of Gaps

Gap	Action	Owner	Target Date
[Gap]	[Action]	[Owner Name]	[DD/MM/YYYY]
[Gap]	[Action]	[Owner Name]	[DD/MM/YYYY]
[Gap]	[Action]	[Owner Name]	[DD/MM/YYYY]

Prepared by
[EHS / Admin Head]
Date: [Date]

Reviewed by
[Site Head]
Date: [Date]

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What this template includes

Licences and approvals with validity dates
Statutory testing of lifts, pressure vessels, lifting tackles
Safety committee and safety officer requirements
Registers and records list
Display notices and abstracts
Owner and next due date for each item

When to use it

Quarterly review of safety licences and certificates
Before an inspection by the factory, fire or pollution authority
Taking over as EHS or admin head at a new site
Client vendor-audit preparation

How to customise this template

1Mark items not applicable to your establishment (e.g., no boiler)
2Add state-specific items your consultant recommends
3Enter licence numbers and expiry dates
4Assign one owner per item
5Sync due dates into your compliance calendar

HR tips

Start renewal well before expiry; approvals take time
Keep scanned copies of every certificate in one shared folder
Verify contractors' licences, not just your own
Recheck the list after the Labour Code rules are notified in your state

Safety compliance requirements now flow largely from the OSH Code, 2020 (in force from 21 November 2025, with central and state rules being notified) plus fire, building and environmental laws; verify current requirements for your state and industry with a consultant or legal adviser.

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Frequently asked questions

What documents are needed for factory safety compliance?+

Typically the factory licence or registration, approved plans, fire NOC, statutory test certificates for lifts and pressure equipment, safety policy, registers and display notices. Exact requirements depend on state rules and processes.

How often should this checklist be reviewed?+

Review it at least quarterly and whenever a licence is renewed or a law or rule changes.

Do Labour Codes change safety compliance?+

Yes. The OSH Code, 2020 consolidates earlier laws such as the Factories Act. Rules are being notified, so update your checklist as your state's rules come into force.

All 50 posh, workplace safety & compliance →

[Company Logo][Company Name]
HEALTH & SAFETY CHECKLIST
Premises:
[Work Location]
Checked by:
[Employee Name], [Designation]
Date:
[DD/MM/YYYY]
Period:
[Month / Week]
Fire Safety
- Fire extinguishers in place, pressure gauge in green, refill date valid
- Emergency exits unlocked, unobstructed and signed
- Fire alarm / smoke detectors tested this month
- Evacuation plan displayed on each floor
- No storage of combustible material near electrical panels
Electrical Safety
- No loose wires, damaged plugs or exposed cables
- No overloaded multi-plug sockets or daisy-chained extensions
- Electrical panels closed, labelled, with clear access
- UPS / battery room ventilated and dry
First Aid
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Health & Safety Checklist
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[Company Logo][Company Name]

HEALTH & SAFETY AUDIT CHECKLIST

Site:: [Company Name], [Work Location]
Audit Date(s):: [DD/MM/YYYY]
Lead Auditor:: [Auditor Name]
Audit Team:: [Names]
Scoring:: 0 = Not in place, 1 = Partly in place, 2 = Fully in place with evidence

A. Leadership and Policy

Question	Score (0-2)	Evidence Seen
Signed safety policy reviewed in the last 12 months?		[Evidence]
Safety objectives and targets set and tracked?		[Evidence]
Management safety walks recorded?		[Evidence]

B. Hazard Identification and Risk Control

Question	Score (0-2)	Evidence Seen
Risk assessments exist for all major activities?		[Evidence]
Permit-to-work system used for high-risk work?		[Evidence]
Change management reviews safety before process changes?		[Evidence]

C. Training and Competence

Checklist · Word

Health & Safety Audit Checklist

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[Company Logo][Company Name]
HR COMPLIANCE CHECKLIST
Company:
[Company Name]
Headcount (Employees / Contract):
[Number] / [Number]
States of Operation:
[State Names]
Reviewed by:
[HR Name]
Date:
[DD/MM/YYYY]
1. Registrations (Founder / HR)
- Shops & Establishments registration for each office
- PF registration (when applicable) and establishment code
- ESI registration (when applicable)
- Professional tax registration in applicable states
- Labour welfare fund registration where applicable
- TAN for TDS on salaries
2. Hiring and Onboarding (HR)
- Standard offer letter and appointment letter with CTC break-up
- Background / reference verification process
- Joining forms: personal details, nominations, bank, PAN, masked Aadhaar
- UAN generation or linking for PF members
- ESI registration of eligible employees
- Confidentiality / IP agreement where relevant
- Personnel file created for each employee
3. Payroll and Statutory Deductions (Payroll)
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HR Compliance Checklist
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[Company Logo][Company Name]

LABOUR LAW COMPLIANCE CHECKLIST

Establishment:: [Company Name], [Work Location]
State:: [State Name]
Headcount (Employees / Contract):: [Number] / [Number]
Review Date:: [DD/MM/YYYY]
Reviewed by:: [HR Name] / [Legal Adviser]

A. Code on Wages, 2019

Item	Status (Yes / No / NA)	Evidence / Remarks
Wages not below applicable minimum / floor wage		[Remarks]
Salary structure reviewed against the Code's definition of wages		[Remarks]
Wages paid on time as per wage period		[Remarks]
Deductions only as permitted		[Remarks]
Equal remuneration for same or similar work regardless of gender		[Remarks]
Bonus computed and paid where applicable		[Remarks]

B. Code on Social Security, 2020

Item	Status (Yes / No / NA)	Evidence / Remarks
PF registration and monthly contributions		[Remarks]
ESI registration and contributions for eligible employees		[Remarks]
Gratuity paid on eligible exits; provision or insurance in place		[Remarks]
Maternity benefit and creche facility where applicable		[Remarks]
Employee compensation coverage for non-ESI employees		[Remarks]

C. Industrial Relations Code, 2020

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Labour Law Compliance Checklist

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[Company Logo][Company Name]
POSH INQUIRY CHECKLIST
Complaint Ref. No.:
[Reference Number]
Date of Receipt:
[DD/MM/YYYY]
Presiding Officer:
[Presiding Officer Name]
Target Completion:
[DD/MM/YYYY]
Phase 1 – Intake (Presiding Officer)
- Complaint received in writing and logged in POSH register
- Acknowledgement issued to complainant with reference number
- Required copies and supporting documents received
- Each member has declared no conflict of interest, or recused
- Quorum for this case confirmed, including external member
- Case file opened and stored securely
Phase 2 – Conciliation (Committee)
- Complainant informed of option of conciliation
- Complainant's written choice recorded
- If conciliation: settlement recorded without any monetary element
- Copies of settlement given to both parties and employer
- If no conciliation or it fails: inquiry initiated
Phase 3 – Notice and Reply (Committee)
Checklist · Word
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[Company Logo][Company Name]
WORKPLACE SAFETY POLICY
Policy No.:
[Reference Number]
Effective Date:
[DD/MM/YYYY]
Version:
[Number]
Owner:
[Safety Officer / Admin Head]
1. Purpose
[Company Name] is committed to providing a safe and healthy workplace and to preventing injuries, ill health and damage to property. This policy sets out the minimum safety standards that apply at all our premises and work activities.
2. Scope
This policy applies to all employees, trainees, contract workers, vendors and visitors at [Work Location] and any other premises, sites or vehicles operated by the company, including client sites where our staff are deployed.
3. Definitions
Policy · Word
Workplace Safety Policy
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[Company Logo][Company Name]
WORKPLACE SAFETY INCIDENT REPORT
Incident No.:
[Reference Number]
Date of Report:
[Date]
Reported by:
[Employee Name], [Designation]
Part 1 – Incident Details
Date of incident [DD/MM/YYYY]
Time
Shift
Location / area / machine
Department
- Fire / smoke / explosion
- Electrical incident
- Chemical / gas / oil leak or spill
- Equipment, vehicle or machine failure
- Structural failure / falling object
- Injury to person (attach injury report)
- Property damage only
- Other: [Details]
Description: what happened, in sequence
Persons involved (name, ID, employee / contractor / visitor)
Witnesses (name, contact)
Part 2 – Immediate Action
Form · Word
Workplace Safety Incident Form
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[Company Logo][Company Name]
SAFETY TRAINING ATTENDANCE SHEET
Site / Plant:
[Work Location]
Date:
[DD/MM/YYYY]
Time / Duration:
[Time] / [Number] minutes
Trainer:
[Trainer Name], [Designation]
Language:
[Hindi / English / Regional]
Training Type
- Toolbox talk
- Safety induction (new joiner / contractor)
- PPE use and care
- Machine-specific / LOTO
- Forklift / material handling
- Chemical handling
- Work at height
- Electrical safety
- Other: [Details]
Topic and Key Points
Topic
Key point 1
Key point 2
Key point 3
Questions raised by workers
Attendance
Register · Word
Safety Training Attendance
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Date of incident [DD/MM/YYYY]
Time
Shift
Location / area / machine
Department

Description: what happened, in sequence
Persons involved (name, ID, employee / contractor / visitor)
Witnesses (name, contact)

Topic
Key point 1
Key point 2
Key point 3
Questions raised by workers

Safety Compliance Checklist

Preview of the checklist

Licences and Approvals

Statutory Tests and Certificates

Organisation and Policy

Records and Registers

Display Notices

Summary of Gaps

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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