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Free safe work procedure template
Free safe work procedure template (PDF-ready). Step sequence, hazards, hierarchy of controls, PPE and competency for any task or plant. Download free.
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The fields in the printable form, in a view that fits your screen.
- Task / plant covered
- Procedure no. / version
- Location / site
- Prepared by
- Review date
- Competency / licence required
Checklist
Prepared by
Signature · Print name · Role · Date
Workers (read and understood)
Signature · Print name · Role · Date
The MapTrack safe work procedure template contains 6 checks.
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General guidance only. Check the form against your equipment manual, site procedures and local requirements before using it.
Short answer
A safe work procedure sets out the agreed safe way to do one task or run one item of plant: the steps, hazards at each step, controls, PPE and competency needed. Supervisors write it with the workers and review it after changes or incidents. Regulation 39 of the model WHS Regulations requires instruction suited to the work, and regulation 36 sets the hierarchy of controls.
Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack safe work procedure template contains 6 checks.
- A safe work procedure sets out the safest agreed way to do a specific task or operate a specific item of plant.
- It lists the step sequence, hazards at each step, controls, PPE required and the competency a worker needs.
- Controls must follow the hierarchy of controls, aiming to eliminate the hazard before relying on PPE.
- It differs from a SWMS, which is required only for high-risk construction work, and from a JSA analysis.
- Review the procedure when the task, plant or workforce changes, after any incident, and on a set cycle.
What is a safe work procedure template?
A safe work procedure (SWP), also called a safe operating procedure (SOP), is a step-by-step document that sets out the safest agreed way to carry out a specific task or operate a particular item of plant or equipment. It breaks the job into a logical sequence of steps, identifies the hazards present at each step, lists the control measures that reduce the risk using the hierarchy of controls, specifies the personal protective equipment required, and records the competency or training a worker needs before they can do the task. The aim is to give workers clear, consistent instructions so that the same task is done the same safe way every time, regardless of who is doing it.
Under Australian work health and safety law a safe work procedure is an administrative control. It supports the higher controls in the hierarchy rather than replacing them, and it documents the residual controls that remain after elimination, substitution, isolation and engineering controls have been applied. A safe work procedure is different from a safe work method statement (SWMS), which is legally required only for high-risk construction work, and from a job safety analysis (JSA), which is an analysis technique used to develop controls. The SWP is the everyday work instruction that workers follow once the hazards have been assessed and the controls agreed.
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Benefits of using this safe work procedure template
- Consistent method: every worker follows the same agreed safe sequence so the task is done the same way each time.
- Hierarchy of controls applied: the procedure documents controls in priority order so the strongest practical measure is used first.
- Training and induction tool: a clear written procedure speeds up onboarding and verifies that workers are competent before they start.
- Plant and equipment safety: a procedure tied to a specific machine captures guarding, isolation and PPE needs for that item.
- Due diligence evidence: a documented, reviewed procedure helps demonstrate that reasonably practicable steps were taken to manage risk.
- Incident reduction: clear hazard and control steps reduce the chance of errors, near misses and injuries during routine work.
What to include in a safe work procedure template
- Procedure details: title, unique reference number, task or plant covered, version, date and review date.
- Scope and purpose: what task the procedure covers, where it applies and any tasks it does not cover.
- Competency and training: the licence, ticket, qualification or in-house training a worker needs before doing the task.
- PPE required: the specific personal protective equipment for the task such as eye, hearing, hand, foot and respiratory protection.
- Plant and equipment: the machine, tools and consumables used, including isolation points and pre-start check requirements.
- Step sequence: the task broken into numbered steps in the order they are carried out from setup to shutdown.
- Hazards at each step: the hazards present at every step such as moving parts, energy sources, dust, noise and manual handling.
- Control measures: the controls for each hazard set out using the hierarchy of controls, from elimination through to PPE.
- Approval and references: author, reviewer and approver sign-off, plus links to related risk assessments, SDS and manufacturer manuals.
How to use this safe work procedure template
Define the task and gather information about the plant, tools and environment.
Pick one specific task or item of plant and set a clear scope so the procedure stays focused. Gather the manufacturer manual, any existing risk assessment, the safety data sheet for chemicals and input from the experienced workers who actually do the task day to day.
Break the task into a logical sequence of steps.
Walk through the job from setup to shutdown and list the steps in the order they happen. Keep each step a single clear action so workers can follow it, and watch the task being done so you capture the real sequence rather than how you assume it is performed.
Identify the hazards present at each step.
For every step ask what could cause harm at that point, such as moving or rotating parts, stored energy, hot surfaces, dust, noise, chemicals, manual handling or working at height. Record each hazard against the step it relates to so nothing is missed when controls are chosen.
Select controls for each hazard using the hierarchy of controls.
Work down the hierarchy and choose the highest practical control first, starting with elimination, then substitution, isolation, engineering controls, administrative controls and finally personal protective equipment. Record the specific controls for each step rather than generic statements so workers know exactly what to do.
Document, approve, communicate and review the procedure.
Write the controls, PPE and competency requirements into the procedure, then have a competent person review and approve it. Train the affected workers, make the procedure available at the point of work, and schedule a review whenever the task, plant or workforce changes or after any incident.
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How often should you complete this procedure?
A safe work procedure is a living document, not a one-off form. It should be reviewed and updated whenever the task or the plant changes, when a new item of equipment is introduced, when an incident or near miss reveals a gap, when a hazard or control is found to be ineffective, or when relevant laws, Codes of Practice or manufacturer instructions are updated. Many organisations also set a fixed maximum review cycle, commonly every one to two years, so that even stable procedures are checked for currency. Each review should confirm the steps still match how the task is actually done and that the controls still reflect the hierarchy of controls.
The procedure should be used every time the task is carried out, and it must be readily available to workers at the point of work rather than filed away. New or inexperienced workers should be inducted to the procedure before they start, and competency should be verified for any task that needs a licence, ticket or specific training. Treating the procedure as part of routine consultation, where workers can raise issues and suggest improvements, keeps it accurate and trusted on the floor.
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Frequently asked questions
Practical answers about the form, record keeping and using MapTrack.
A safe work procedure (SWP), or safe operating procedure (SOP), is an everyday step-by-step instruction for a specific task or item of plant, covering the steps, hazards, controls, PPE and competency needed. A safe work method statement (SWMS) is legally required only for high-risk construction work and sets out how that work will be done safely. A job safety analysis (JSA) is an analysis technique used to break a job into steps and identify hazards and controls. In short, a JSA helps develop the controls, a SWMS is the construction-specific high-risk document, and the SWP is the routine work instruction workers follow.
Link to this answerThere is no single law that names a safe work procedure document for every task. Under the WHS Act 2011 a PCBU has a primary duty to ensure health and safety so far as is reasonably practicable, and the WHS Regulations 2011 require risks to be managed using the hierarchy of control measures. A documented safe work procedure is a common and practical way to meet the duty to provide information, training, instruction and supervision, and to evidence that administrative controls are in place. For high-risk construction work a SWMS is separately and specifically required by the Regulations.
Link to this answerThe hierarchy of control measures ranks controls from most to least effective: elimination, substitution, isolation, engineering controls, administrative controls and personal protective equipment. A safe work procedure should record the highest practical control for each hazard, not jump straight to PPE. The procedure itself sits in the administrative tier, so it works best when it documents the elimination, substitution, isolation and engineering controls already applied and then sets out the safe steps and PPE that manage the remaining risk. Safe Work Australia guidance is to always aim to eliminate the hazard first and only minimise risk when elimination is not reasonably practicable.
Link to this answerA safe work procedure tied to a specific machine is one of the clearest ways to manage plant risk. The WHS Regulations 2011 deal with plant in Chapter 5, and the Safe Work Australia Code of Practice for managing the risks of plant in the workplace explains how to apply the hierarchy of controls to machinery. A plant SWP captures guarding, isolation and lockout points, pre-start checks, the safe operating steps and the PPE required, and it references the manufacturer manual. It also defines the training or licence a worker needs before operating the item, which supports the duty to provide instruction and supervision.
Link to this answerYes. This safe work procedure template is completely free to download and use. It downloads as a PDF you can keep. No MapTrack account is required. If you later want digital procedures linked to each item of plant, with QR code access at the machine, electronic sign-on to confirm workers have read the procedure, version control and a full audit trail, MapTrack can do that. Start free or book a demo to see how.
Link to this answerApplicable regulatory standards
This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety RegulationsHierarchy of controls, reviewing controls, and information, training and instruction suited to the work and its risks. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)Primary duty, including safe systems of work and instruction, and the duty to consult affected workers, so far as reasonably practicable. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Code of Practice: How to manage work health and safety risksModel Code guidance on choosing controls and reviewing them, which each procedure review applies. | November 2024 version (first published December 2011; revised 2018) |
| Safe Work Australia |
| Model Code of Practice: Managing risks of plant in the workplaceIsolating energy sources before maintenance, repair or cleaning, which plant procedures should spell out. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| Safe Work Australia |
| Occupational Health and Safety Act 2004 (Vic)Victoria: the employer duty to provide safe systems of work, information, instruction and training. | Occupational Health and Safety Act 2004 (Vic), version 045 (in force from 6 August 2025) |
| Victorian Government (Victorian Legislation) |
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
Hierarchy of controls, reviewing controls, and information, training and instruction suited to the work and its risks.
- reg 36: Hierarchy of control measures: substitution, isolation and engineering controls first, then administrative controls, then personal protective equipment.
- reg 38: Control measures must be reviewed and revised as necessary, including when they fail, before changes creating new risks, for new hazards, after consultation, or on a qualifying representative's request.
- reg 39: Information, training and instruction given to workers must suit the work, its risks and the control measures.
- Part 3.1: Managing risks to health and safety: identify hazards, eliminate or minimise risks using the hierarchy of controls, maintain and review controls.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Work Health and Safety Act (Model Work Health and Safety Bill)
Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)
Primary duty, including safe systems of work and instruction, and the duty to consult affected workers, so far as reasonably practicable.
- s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
- s 47: A PCBU must, so far as reasonably practicable, consult workers who are, or are likely to be, directly affected by a health and safety matter.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Code of Practice: How to manage work health and safety risks
Edition: November 2024 version (first published December 2011; revised 2018)
Model Code guidance on choosing controls and reviewing them, which each procedure review applies.
- Section 4: Step 3: how to control risks, including the hierarchy of control measures and keeping controls effective.
- Section 5: Step 4: how to review control measures.
Model Code of Practice: Managing risks of plant in the workplace
Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)
Isolating energy sources before maintenance, repair or cleaning, which plant procedures should spell out.
- Section 4.5: Isolating energy sources before maintenance, repair or cleaning, with lock-out as the most effective isolation procedure.
Occupational Health and Safety Act 2004 (Vic)
Edition: Occupational Health and Safety Act 2004 (Vic), version 045 (in force from 6 August 2025)
Victoria: the employer duty to provide safe systems of work, information, instruction and training.
- s 21: Employer duties to employees, including providing and maintaining safe plant, systems of work and adequate welfare facilities.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.
The numbers behind this safe work procedure template
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The MapTrack safe work procedure template contains 6 checks.
- Short attribution
- MapTrack Safe work procedure template, https://www.maptrack.com/templates/safe-work-procedure-template
- Reference list
- MapTrack. (2026). Safe work procedure template [Checklist template]. Retrieved from https://www.maptrack.com/templates/safe-work-procedure-template
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Safe work procedure template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Procedure details: title, unique reference number, task or plant covered, version, date and review date.</li>
<li style="margin:4px 0;">Scope and purpose: what task the procedure covers, where it applies and any tasks it does not cover.</li>
<li style="margin:4px 0;">Competency and training: the licence, ticket, qualification or in-house training a worker needs before doing the task.</li>
<li style="margin:4px 0;">PPE required: the specific personal protective equipment for the task such as eye, hearing, hand, foot and respiratory protection.</li>
<li style="margin:4px 0;">Plant and equipment: the machine, tools and consumables used, including isolation points and pre-start check requirements.</li>
<li style="margin:4px 0;">Step sequence: the task broken into numbered steps in the order they are carried out from setup to shutdown.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/safe-work-procedure-template" style="color:#071D49;font-weight:600;text-decoration:none;">Safe work procedure template</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
About the author
Co-Founder & Commercial Director
Jarrod has spent over a decade in technology consulting and asset management, including roles at Accenture (mining and heavy industry) and CGI as an Asset Management Consultant. He co-founded MapTrack and built and scaled its original platform, then rebuilt it with Lachlan and Alex from thousands of customer conversations and 300+ user research sessions with field teams. His consulting background gives him deep insight into the operational and compliance challenges facing asset-intensive Australian businesses.
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