Free hazard register template
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Last updated: 2026-04-24 · MapTrack
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What is a hazard register?
A hazard register is a central document used to record and track all identified workplace hazards from the point of identification through to close-out. MapTrack helps safety and operations teams maintain a live digital hazard register that links every entry to the relevant asset location or work area. Unlike a hazard observation card which captures a single point-in-time field observation the hazard register is the ongoing log that tracks each hazard through risk assessment control implementation review and formal closure.
The WHS Act and WHS Regulations require a PCBU to identify hazards and assess and control risks so far as is reasonably practicable. A hazard register provides the documented evidence that this process is being followed systematically. It serves as the single source of truth for all known hazards and their current status across a site or organisation.
Benefits
- Single source of truth: all identified hazards are recorded in one central register making it easy to see what is open in progress or closed
- Legal compliance: a maintained hazard register demonstrates the PCBU has met their WHS Act duty to identify hazards and manage risks
- Risk visibility: recording risk ratings (likelihood x consequence) for every hazard gives management a clear view of the highest-priority items
- Accountability: assigning a responsible person and due date to each hazard ensures ownership and follow-through
- Trend analysis: reviewing the register over time reveals patterns in hazard types locations or work activities that need systemic attention
- Audit readiness: a complete hazard register with dated entries and status updates is immediately available for regulator or insurer audits
Benefits of digitising forms in MapTrack
When you move your log / registers 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.
Book a demo to see digital inspections and forms in MapTrack.
Track hazards digitally from open to closed
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What to include in a hazard register
- Hazard description: a clear and specific description of the hazard including what could go wrong and who could be harmed
- Location and area: the site building floor or work area where the hazard was identified
- Date identified: the date the hazard was first reported or observed
- Source: how the hazard was identified such as inspection near miss report audit or worker observation
- Risk rating: the assessed risk level using a likelihood x consequence matrix before controls are applied
- Controls applied: the specific controls implemented to eliminate or reduce the risk in line with the hierarchy of controls
- Residual risk rating: the risk level remaining after controls have been applied
- Responsible person and due date: the person accountable for implementing controls and the target completion date
- Status and review date: current status (open in progress closed) and the date of the next scheduled review
How to maintain a hazard register
- Record new hazards promptly: add every newly identified hazard to the register within 24 hours of identification including hazards from inspections near miss reports audits and worker observations
- Assess the risk: apply a likelihood x consequence risk matrix to determine the initial risk rating for each hazard and record it in the register
- Define and implement controls: determine appropriate controls using the hierarchy of controls (elimination substitution engineering administrative PPE) and record what was implemented
- Assign responsibility: nominate a responsible person for each hazard and set a due date for control implementation and verification
- Review and update regularly: review the register at least monthly to update status verify controls are effective and escalate overdue items
- Close out completed items: once controls are verified effective update the hazard status to closed record the close-out date and retain the entry for audit purposes
How often should the hazard register be reviewed?
The hazard register should be reviewed at least monthly by the site supervisor or safety manager. High-risk hazards should be reviewed weekly until controls are verified effective. The register should also be reviewed after any incident near miss or significant change to the work environment.
Under the WHS Act and WHS Regulations the PCBU must review risk controls when they are found to be inadequate when a new hazard is identified or when a change to the workplace occurs. A regular review schedule ensures the register remains current and that no hazard falls through the cracks. Many organisations align hazard register reviews with their monthly safety meeting or workplace inspection schedule.
Frequently asked questions
- What is the difference between a hazard register and a hazard observation card?
- A hazard observation card is a point-in-time field card used by workers to report a hazard they have observed. The hazard register is the central log where all identified hazards are tracked from identification through risk assessment, control implementation and close-out. Hazard observation cards feed into the register.
- How should hazards be risk-rated in the register?
- Hazards should be rated using a likelihood x consequence risk matrix. Assess how likely the hazard is to cause harm (rare, unlikely, possible, likely, almost certain) and the potential severity of that harm (insignificant, minor, moderate, major, catastrophic). Multiply or cross-reference the two to determine the risk level.
- Who is responsible for maintaining the hazard register?
- The PCBU is ultimately responsible for ensuring hazards are identified and managed. In practice the site supervisor or safety manager typically maintains the hazard register. All workers have a duty to report hazards and the register should be accessible to anyone who needs to add or review entries.
- Is the template free to use without MapTrack?
- Yes. Download and use the hazard register template for free. Open the file and use your browser Print to Save as PDF. No MapTrack account required.
Need this digitally on mobile?
Build digital forms in MapTrack. Workers scan a QR code on their phone, complete the form, sign electronically and the record is stored automatically. Supervisors get alerts when each form is completed. All records are stored digitally, ready for any audit.