Free hazard / risk observation card

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See the first part of the hazard / risk observation card below. Download the full version above.

What is a hazard / risk observation card?

A hazard observation card (sometimes called a hazard report card or safety observation card) is a short form that allows any worker to quickly capture and report a hazard they have observed in the workplace. Unlike a formal safety inspection, a hazard card is designed to be completed quickly in the field. It takes only a few minutes. The card captures the observer's details, the hazard type, a description, the risk rating (likelihood x consequence), immediate action taken, whether the hazard was fixed on the spot, and any follow-up required. Hazard observation programs are a cornerstone of proactive safety management and are widely used across construction, mining, manufacturing and facilities management in Australia.

Organisations with a strong hazard observation culture consistently report fewer serious incidents. When workers see that their observations lead to real action, they are more likely to report hazards early and often. Aggregated observation data also reveals trends across sites, shifts and activities that formal inspections alone may not capture, enabling management to address systemic risks before they result in harm. Under the WHS Act 2011, Section 28, workers have a duty to take reasonable care for their own health and safety and to cooperate with reasonable safety instructions. A hazard observation card gives workers a structured way to discharge that duty by reporting conditions they observe, rather than relying on informal verbal reports that are easily lost or forgotten.

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Benefits of digitising forms in MapTrack

When you move your reports from paper to MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Automatically get alerts when faults are identified.
• Link every form digitally as a PDF to the relevant asset, location or person.
• Receive a digital PDF copy with every submission to your email.
• Ability to share forms digitally.
• Build conditional logic (show or hide questions based on answers).
• Take pictures or attach photos. Not possible with a paper-based form.
• Electronic signatures.
• Edit forms later without reprinting.
• Restrict permissions (who can view, complete or approve).
• Build forms with AI (describe what you need and MapTrack suggests the form).
• Escalate critical hazards instantly to safety managers via push notification.
• Maintain an auditable safety register that satisfies WHS regulator requests.
• Correlate incident trends across sites with built-in safety analytics.

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What to include in a hazard / risk observation card

This hazard / risk observation card covers 10 key areas:

• Observer details: name, date, time and shift.
• Location/area: specific area where the hazard was observed.
• Hazard type: housekeeping, environmental, behavioural, equipment, PPE, access, chemical, electrical, working at heights, other.
• Hazard description: clear description of the hazard observed.
• Risk rating: likelihood x consequence to determine risk level.
• Immediate action taken: what was done on the spot to control the hazard.
• Can hazard be fixed now: yes/no; if no, who was it reported to.
• Photo area: space for visual evidence.
• Follow-up action required: additional controls or actions needed.
• Supervisor acknowledgement: supervisor sign-off with date.

How often should you complete this report?

A hazard observation card should be completed whenever a worker notices a hazard, unsafe condition or unsafe behaviour, regardless of how minor it may seem. There is no fixed schedule; hazard observations are completed as hazards are identified. Many organisations set targets (for example one observation per worker per week or a minimum number per crew per shift) to encourage a proactive reporting culture. The key principle is: if you see something, say something. Early hazard reporting is one of the most effective ways to prevent workplace injuries. Supervisors should review and acknowledge all observation cards within 24 hours and ensure follow-up actions are tracked to completion.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• WHS Act 2011 - Sections 19 and 28 (duty of care and worker duties)
• WHS Regulations 2011 - Chapter 3, Part 3.1 (managing risks to health and safety)
• Safe Work Australia - Code of Practice: How to Manage Work Health and Safety Risks
• AS/NZS ISO 31000:2018 - Risk management: Guidelines

Related resources

More safety templates and guides:

• Safety incident report form
• Near miss report form
• Take 5 / start work risk assessment
• Safety inspection checklist
• Fire extinguisher inspection checklist
• Risk assessment template
• Compliance & inspections
• Resource centre
• Pricing