Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a hazard register is
A hazard register gathers the hazards found through risk assessments, inspections, near misses and worker reports into one place, so the workplace has a live picture of what could cause harm and how it is controlled.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their register records and how it is kept current.
Purpose
- Hold a single, current list of known hazards.
- Show the control measures that manage each hazard.
- Highlight hazards that still need action or review.
- Support risk assessment, induction and safe systems of work.
Who maintains it
- A safety lead, manager or competent person keeps it up to date.
- Entries come from assessments, inspections and worker reports.
- Reviewed within the organisation’s own safety process.
- The employer decides who owns and maintains the register.
When it is used
- When a new hazard is identified from any source.
- When controls change or a hazard is eliminated.
- During inductions and safe-work planning.
- On the employer’s review cycle.
Typical fields
- Hazard reference, description and location or activity.
- Who could be harmed and how.
- Existing controls and any further action needed.
- A simple risk judgement and review date.
- Owner and status.
- Example columns only — adapt to your workplace and the applicable law.
Common mistakes
- Listing hazards but not the controls that manage them.
- Letting the register go stale after controls or processes change.
- Duplicating the risk assessment instead of summarising and linking to it.
- Recording hazards with no owner or review date.
Document workflow
The hazard register draws on the risk assessment and feeds it back: hazards identified during assessment or a near miss are logged here, controls are recorded, and anything outstanding becomes a corrective or safety action register entry. The register also informs induction and instruction.
See the related documents below for what is commonly used with and completed after a hazard register entry.
Retention (high level)
A hazard register is generally kept for as long as it is relevant and reviewed regularly, with superseded versions retained for a period in line with the employer’s obligations. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Hazard registers are often maintained in a spreadsheet or system and exported to PDF for review or sharing. Exporting to PDF supports the record; it does not make it official or prove compliance.
Employer checklist
- Capture hazards from assessments, inspections, near misses and reports.
- Record the actual controls and keep them current.
- Give each open item an owner and a review date.
- Use the register to inform induction and safe systems of work.
Worker notes
- Report hazards you notice so they can be added and controlled.
- Follow the controls listed for the hazards in your area.
- Tell your supervisor if a control is missing or not working.
Country considerations
How hazards must be identified, recorded and controlled varies by country and sector, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for identifying hazards, ensuring they are controlled and for compliance. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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