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.

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

Last updated: 2026-02-21

Jarrod Milford

Commercial Director

Updated 21 February 2026

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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.

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.

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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.
Fill in the meeting details at the top of the checklist - date, time, site, project, client and who is leading the meeting.
Outline the scope of work for the day. What tasks are happening, where, and which trades are involved.
Identify and discuss site-specific hazards. Confirm which permits are required and that they are in place.
Cover site rules, access requirements, PPE, environmental controls and plant/equipment operating on-site.
Review emergency procedures - muster point, first aider, nearest hospital and emergency contacts.
Open the floor for questions, concerns or observations from attendees.
Pass the attendance register for everyone present to sign. The supervisor signs off and saves or prints the completed form.

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

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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.

Frequently asked questions

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.

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