What is a pre-site meeting checklist?

A pre-site meeting checklist (also called a pre-start meeting checklist) is a structured form used to run through critical safety, logistics and planning items before work begins on-site. It covers the scope of work for the day, site-specific hazards, required permits, site rules, emergency procedures, PPE requirements, plant and equipment on-site, key contacts and an attendee sign-on register. The checklist ensures every worker on-site understands what work is happening, what risks are present and what controls are in place before they start.

When should a pre-start meeting be held?

A pre-start meeting should be held at the beginning of each day or shift on-site. It is also required whenever there is a significant change in scope, conditions, personnel or when a new trade or contractor mobilises to site. On construction projects, the principal contractor typically runs a daily pre-start meeting before any work commences. For shorter projects or maintenance shutdowns, a pre-start meeting at the beginning of the job is the minimum requirement. Your site safety management plan and principal contractor requirements will set the frequency.

Who should attend a pre-site meeting?

Every person who will be on site during the shift should attend the pre-start meeting, including employees, subcontractors, labour hire workers, delivery drivers entering the work area, and visitors. If someone arrives after the meeting has concluded, they must be individually briefed on the content covered before they start work. On multi-contractor sites, the principal contractor typically runs the meeting, with each subcontractor supervisor relaying information to their crew.

Is the pre-site meeting checklist free to download?

Yes. Download and use the pre-site meeting checklist for free. Open the HTML file in your browser and use the browser Print function to save as PDF. No MapTrack account is required. For teams that want to go digital, MapTrack lets you run pre-start meetings on a tablet with automatic attendance tracking, photo capture and instant distribution of the completed record to project stakeholders.

What records should be kept from a pre-start meeting?

Keep a copy of the completed checklist with the signed attendance register for every pre-start meeting held on the project. These records should include the date, the topics covered, hazards discussed, permits confirmed and the names and signatures of all attendees. Store them in the project safety file and retain them for the duration required by your state or territory WHS regulations, typically at least two years after the project is completed. These records are essential evidence during regulator audits, principal contractor reviews and incident investigations.

Free pre-start / pre-site meeting checklist

Jump to download form ↓

Enter your email below to download this pre-start / pre-site meeting checklist as a ready-to-use PDF.

Free pre-start / pre-site meeting checklist (PDF-ready). Covers scope of work, hazards, permits, site rules and emergency procedures. Download free.

Jarrod Milford

Commercial Director

Updated 3 May 2026

How to use: download the PDF, print or complete digitally on any device.

✓PDF format, ready to print or fill on screen
✓Use as-is or customise to suit your operation
✓Go digital in MapTrack for photos, alerts and audit trails

See template in action →

Download free PDF template

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

Preview the template

See the first part of the pre-start / pre-site meeting checklist below. Download the full version above.

Download to get full template →

What is a pre-start / pre-site meeting checklist?

A pre-site meeting checklist (also called a pre-start meeting checklist) is a structured form used to brief all workers before work begins on a site or shift. It covers the scope of work for the day, site-specific hazards identified, required permits (hot work, confined space, heights, excavation, isolation), site rules and access requirements, emergency procedures including muster points and first-aid locations, environmental controls, PPE requirements, plant and equipment on-site, and key contacts. Every person on-site signs the attendance register to confirm they have been briefed. The completed checklist provides a documented record of the safety briefing for WHS compliance and audits.

Pre-start meetings are a fundamental part of safety management on construction, civil, maintenance and industrial sites across Australia. They are typically required by the principal contractor and are referenced in most project safety management plans. The meeting creates a shared understanding of the day's activities and ensures all trades are aware of overlapping risks before anyone starts work. WHS Regulations 2011 require the principal contractor to consult, cooperate and coordinate with all duty holders on a construction project. A pre-site meeting checklist formalises that coordination by documenting the agenda, attendees, agreed controls and action items, satisfying the duty to consult under Section 47 of the WHS Act 2011.

Learn more about compliance and inspections in MapTrack.

Benefits of using this pre-start / pre-site meeting checklist

Shared situational awareness: everyone on-site knows the scope of work, hazards, permits and emergency procedures before they start.
WHS compliance: demonstrate that workers have been briefed on risks and controls as required under WHS legislation.
Permit coordination: confirm all required permits are in place and communicated to affected workers before work begins.
Audit-ready records: a signed attendance register provides documented evidence of the safety briefing for audits and incident investigations.
Reduced incidents: addressing hazards proactively at the start of each day reduces the likelihood of safety events during the shift.
Multi-trade coordination: on sites with multiple contractors, the pre-start meeting ensures all trades are aware of each other's activities and any overlapping risks.

Benefits of digitising forms in MapTrack

When you move your checklists 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 how MapTrack handles checklists.

Try MapTrack free for 30 days

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial

No credit card required
30 days free trial
Cancel anytime

What to include in a pre-start / pre-site meeting checklist

This pre-start / pre-site meeting checklist covers 12 key areas:

Meeting details: date, time, site/project, client, principal contractor and meeting led by.
Scope of work today: summary of tasks and activities planned for the day or shift.
Site-specific hazards identified: hazards relevant to today's work and conditions.
Permits required: hot work, confined space, working at heights, excavation, isolation and any other permits.
Site rules and access requirements: speed limits, exclusion zones, sign-in/out procedures, parking, deliveries.
Emergency procedures: muster point, first aider, nearest hospital, emergency contact numbers.
Environmental controls: dust, noise, spill management and waste disposal requirements.
PPE requirements: minimum PPE for the site and any task-specific PPE.
Plant and equipment on-site: cranes, excavators, elevated work platforms and other major plant.
Key contacts: site supervisor, safety officer, client representative, emergency services.
Attendee sign-on: name, company, trade and signature for every person on-site.
Meeting close-out and supervisor sign-off: - supervisor confirms all items addressed and signs off.

How to use this pre-start / pre-site meeting checklist

Gather all workers, contractors and visitors at the designated meeting point before work begins.: Choose a location that is safe, accessible and large enough for everyone to hear the briefing clearly. This is typically the site office, crib room or a designated muster area away from active work zones. Ensure all trades, subcontractors and visitors who will be on site that day are present. Do not allow anyone to start work until they have attended the briefing. Late arrivals must be individually briefed before commencing their tasks.
Fill in the meeting details at the top of the checklist - date, time, site, project, client and who is leading the meeting.: Record the full date and start time of the meeting, the site name and address, the project or contract reference, the client or principal contractor name, and the name and role of the person leading the briefing. These details link the record to a specific day and project, which is essential when auditors or investigators need to verify that pre-start meetings were held consistently throughout the project.
Outline the scope of work for the day. What tasks are happening, where, and which trades are involved.: Describe each major task planned for the day, the specific area or zone where it will take place, and which trade or subcontractor is responsible. Highlight any tasks that overlap geographically or that could create conflicting hazards, for example a crane lift directly above an excavation crew. If work will affect pedestrian routes, vehicle access or shared services such as power or water, call this out so all trades can plan accordingly.
Identify and discuss site-specific hazards. Confirm which permits are required and that they are in place.: Walk through the key hazards for the day: overhead work, open excavations, live services, mobile plant movements, hazardous substances, confined space entries, hot work and any other risks specific to the current stage of the project. For each hazard, confirm the controls that are in place. Name each permit required (hot work, confined space, heights, electrical isolation, excavation) and confirm the permit has been issued, is current, and the permit holder is on site.
Cover site rules, access requirements, PPE, environmental controls and plant/equipment operating on-site.: Remind all attendees of standing site rules: speed limits, pedestrian walkways, sign-in and sign-out procedures, parking locations, delivery protocols and exclusion zones. Confirm the minimum PPE requirements for the site and any task-specific PPE that applies today. Identify environmental controls such as dust suppression, noise limits, spill containment and waste segregation. List the major plant and equipment operating on site, including cranes, excavators, elevated work platforms and forklifts, and note their operating zones.
Review emergency procedures - muster point, first aider, nearest hospital and emergency contacts.: Confirm the location of the emergency muster point and ensure everyone knows how to get there from their work area. Identify the trained first aider on site and the location of the first aid kit and defibrillator. Provide the name and address of the nearest hospital or medical centre and confirm the fastest route. Display or read out the key emergency contact numbers: site supervisor, safety officer, ambulance (000), fire brigade and any client or principal contractor emergency lines.
Open the floor for questions, concerns or observations from attendees.: Actively encourage workers to raise any safety concerns, report hazards they have observed, or ask questions about the day's scope and controls. This is a critical part of the consultation process required under the WHS Act. Do not rush this section. If a concern is raised that cannot be resolved immediately, record it, assign a responsible person and commit to a follow-up time. Close the discussion by confirming that everyone is satisfied the plan is safe to proceed.
Pass the attendance register for everyone present to sign. The supervisor signs off and saves or prints the completed form.: Circulate the attendance register and have each person print their name, note their company or employer, their trade or role, and sign with the date. The register is evidence that each person was present for the briefing and had the opportunity to ask questions. The supervisor or meeting leader signs the close-out section to confirm all items on the checklist were addressed. File the completed form in the project safety records and keep a copy accessible on site for the duration of the shift.

In MapTrack, you can digitise safety inspections and compliance forms. Each submission is stored as a timestamped PDF against the asset record.

Get the free template

Enter your email above to download the full pre-start / pre-site meeting checklist as a PDF.

Back to download form

How often should you complete this checklist?

Pre-start meetings should be held at the beginning of each day or shift on active construction and maintenance sites. They are also required whenever there is a significant change in scope, conditions, personnel or when a new trade or contractor mobilises to site. On multi-day projects, daily pre-start meetings are standard practice and often a contractual requirement from the principal contractor or client. For short-duration or low-risk tasks, a single pre-start meeting at the beginning of the job may be sufficient - but any change in hazards, scope or conditions should trigger a review.

WHS Regulations 2011 require the principal contractor to consult with all duty holders on a construction project. Pre-site meetings are a primary mechanism for that consultation, and retaining the completed checklist provides documented evidence of compliance.

Frequently asked questions

Applicable regulatory standards

This template aligns with the following regulations and standards:

Work Health and Safety Act 2011 (Cth) - Section 19 (primary duty of care)
WHS Regulations 2011 - Part 3.2 (general workplace management)
Safe Work Australia - Code of Practice: Construction work

Need to digitise safety inspections and compliance forms?

Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.

Start free trial Book a demo

Compliance and inspections · All templates · Pricing · Book a demo