Free workplace ergonomics assessment
Free workplace ergonomics assessment template (PDF-ready). Workstation setup, posture, manual handling, repetitive tasks and controls. Download free.
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Updated 26 Oct 2026
Workplace Ergonomics Assessment
Workstation setup and ergonomic risk evaluation
Workstation Setup
Seating
Display Screen
Keyboard & Mouse
Environmental Factors
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Short answer
A workplace ergonomics assessment records how a worker's workstation, manual tasks, environment and work organisation create musculoskeletal risk, with controls and a follow-up review. Run it at onboarding, after a change of role or workstation, after reported discomfort or injury, and on a routine cycle, which is practice rather than law. Part 4.2 of the model WHS Regulations requires PCBUs to manage musculoskeletal risk from hazardous manual tasks.
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 workplace ergonomics assessment contains 23 checks across 5 sections. Sections covered: Workstation Setup, Seating, Display Screen, Keyboard & Mouse, Environmental Factors.
- Part 4.2 of the model WHS Regulations requires musculoskeletal risk from hazardous manual tasks to be managed through the Part 3.1 risk management process.
- Choosing controls means weighing matters including postures, movements, forces, vibration, duration and frequency, environmental conditions, work area design, layout and systems of work.
- Annual reviews for desk roles are common practice, not a legal interval; reassess sooner when tasks, equipment or layout change or discomfort is reported.
- Record the worker, workstation, risk factors found, controls agreed, who owns each action and the follow-up date.
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What is a workplace ergonomics assessment?
A workplace ergonomics assessment is a structured evaluation of how the physical work environment, equipment and task design affect the health, comfort and productivity of workers. It examines workstation layout (desk height, monitor position, chair adjustment, keyboard and mouse placement), manual handling tasks (lifting, pushing, pulling, carrying and repetitive movements), environmental factors (lighting, temperature, noise and glare) and work organisation (task variety, rest breaks and job rotation). Under Australian WHS Regulations Chapter 4 Part 4.2, the PCBU must manage risks arising from hazardous manual tasks, which includes repetitive or sustained postures, forceful movements and exposure to vibration. An ergonomics assessment identifies these risks and recommends controls to eliminate or minimise them.
Musculoskeletal disorders (MSDs) are the most common type of workplace injury in Australia, accounting for a significant proportion of workers compensation claims. Many MSDs develop gradually over weeks or months of sustained poor posture, repetitive motion or awkward working positions, making them difficult to detect until the injury is well established. A proactive ergonomics assessment catches these risk factors early, before they result in injury and lost time. The assessment also improves productivity by reducing discomfort and fatigue, which is why leading organisations conduct ergonomics reviews as part of onboarding, workstation changes and return-to-work programmes. MapTrack allows teams to digitise ergonomics assessments, link findings to specific workstations or assets, attach photos of workstation setups, and track corrective actions to completion with automated reminders.
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Benefits of using this workplace ergonomics assessment
- Injury prevention: identifies poor posture, awkward positioning and repetitive task risks before they develop into musculoskeletal disorders.
- Regulatory compliance: demonstrates that the PCBU has assessed and managed risks from hazardous manual tasks as required by WHS Regulations Chapter 4 Part 4.2.
- Reduced workers compensation costs: proactive assessment and correction of ergonomic risks significantly reduces the incidence and severity of MSD claims.
- Improved productivity: workers who are comfortable and free from pain perform tasks more efficiently with fewer errors and less fatigue.
- Standardised workstation setup: the checklist provides a repeatable process for setting up new workstations and reviewing existing ones, ensuring consistency across the organisation.
- Return-to-work support: the assessment can be used to evaluate and modify workstations for workers returning from injury, ensuring the workspace supports their recovery.
- Employee engagement: demonstrating genuine concern for worker comfort and health improves morale and retention.
Benefits of digitising forms in MapTrack
When you move your assessments from paper to MapTrack, you get:
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- Download any completed form as a PDF, with failed answers listed at the top.
- Fill in forms offline; they upload when the device is back online.
- 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.
- Set who can view, fill in or edit forms with user roles.
- Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
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- Keep every hazard and incident report against the site it came from, with photos.
- Turn a hazard report into a corrective-action work order with its own review step.
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What to include in a workplace ergonomics assessment
This workplace ergonomics assessment covers 10 key areas:
- Worker details: name, role, department, date of assessment, assessor name, reason for assessment (new starter, workstation change, complaint, routine review, return to work).
- Workstation layout: desk height (fixed or adjustable), desk surface area adequate for tasks, monitor distance from eyes (arm length), monitor height (top of screen at or below eye level), dual-monitor alignment if applicable.
- Chair assessment: seat height adjustable, seat pan depth appropriate, lumbar support present and correctly positioned, armrests adjustable and at correct height, chair base stable with five castors.
- Keyboard and mouse: keyboard positioned to allow relaxed shoulders and elbows at approximately 90 degrees, mouse at same height as keyboard and within easy reach, wrist rest provided if required, keyboard tilt adjusted to maintain neutral wrist position.
- Lighting and glare: ambient lighting adequate for tasks, no direct glare on screen from windows or overhead lights, screen brightness and contrast adjusted, task lighting available if required.
- Manual handling tasks: tasks involving lifting, pushing, pulling, carrying or repetitive motions identified, load weights and frequencies documented, posture during tasks observed and recorded (use of photographs recommended).
- Environmental factors: temperature comfortable, noise levels acceptable for concentration, ventilation adequate.
- Risk rating: each identified risk rated (e.g. low, medium, high) based on frequency, duration, force and posture.
- Controls and recommendations: specific corrective actions for each identified risk, including equipment changes, task redesign, training and work organisation adjustments.
- Sign-off: worker acknowledgement, assessor signature and date, review date for follow-up.
How to use this workplace ergonomics assessment
- Schedule the assessment and brief the worker on the process. Review any existing injury reports, discomfort surveys or previous assessments for the workstation.: Arrange a time when the worker is performing their normal tasks so you can observe typical postures and work patterns. Explain that the assessment is about the workstation and tasks, not the worker, and that the goal is to improve comfort and reduce risk. Review any history of discomfort reports, workers compensation claims or previous ergonomic assessments for context. Bring a tape measure, camera (for posture photos) and a copy of the assessment checklist.
- Assess the workstation setup: desk, chair, monitor, keyboard, mouse and accessories. Compare each element against the ergonomic criteria on the checklist.: Work through the checklist systematically. Check that the chair seat height allows the worker to place feet flat on the floor (or on a footrest) with thighs approximately horizontal. Confirm the desk height allows forearms to rest at approximately 90 degrees when typing. Verify monitor distance (approximately arm length), height (top of screen at or slightly below eye level) and tilt (slight backward tilt to reduce glare). Check that the keyboard is flat or at a slight negative tilt, and the mouse is adjacent to the keyboard at the same height. Note whether a document holder, headset, footrest or task lighting is needed.
- Observe the worker performing their tasks. Note posture, movement patterns, repetitive actions and any sustained or awkward positions.: Watch the worker perform their typical tasks for at least 15 to 20 minutes. Look for sustained forward head posture (chin poking), rounded shoulders, wrist deviation while typing or mousing, reaching for items beyond the primary work zone, and static sitting without breaks. For manual handling tasks, observe lifting technique, load weight, frequency, carrying distance and whether mechanical aids are available and used. Take photographs (with the worker consent) of typical postures for the assessment record.
- Discuss comfort and discomfort with the worker. Ask about any pain, fatigue, stiffness or numbness, and when it occurs.: The worker subjective experience is critical. Ask whether they experience any discomfort, pain, tingling, numbness or stiffness during or after work. Identify which body regions are affected (neck, shoulders, upper back, lower back, wrists, hands, eyes). Ask when symptoms are worst (morning, end of day, after specific tasks) and whether they have tried any self-adjustments. Record responses on the checklist.
- Rate each identified risk and document specific corrective actions with responsible persons and due dates.: For each risk identified, assign a rating based on frequency, duration, force and posture. High-risk items (e.g. a worker reporting wrist numbness while using a non-adjustable keyboard for eight hours) should be addressed immediately. Medium-risk items (e.g. monitor slightly too high) should be corrected within a defined timeframe. Document each corrective action clearly: what needs to change, who is responsible, and by when. Common actions include adjusting chair settings, raising or lowering the monitor, providing a footrest, scheduling micro-breaks, rotating tasks or providing manual handling training.
- Implement the agreed controls and schedule a follow-up review to confirm that changes have been effective and no new risks have emerged.: Make immediate adjustments during the assessment where possible (chair height, monitor position, desk organisation). For items requiring equipment purchase or task redesign, record the action with a due date. Schedule a follow-up review within four to six weeks to confirm that the changes have been implemented, the worker is comfortable, and no new risks have been introduced. Update the checklist with follow-up findings and close out completed actions.
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Get the free templateEnter your email above to download the full workplace ergonomics assessment as a PDF.Back to download formHow often should you complete this assessment?
Workplace ergonomics assessments should be conducted for every new worker during onboarding, whenever a worker changes workstation or role, after a worker reports discomfort or returns from a musculoskeletal injury, and as part of a routine review cycle (annually for sedentary roles, more frequently for high-risk manual tasks).
Safe Work Australia's model Code of Practice for Hazardous Manual Tasks recommends reassessment whenever tasks, equipment, workstation layout or worker demographics change. WHS Regulations 2011, Part 4.2, require PCBUs to manage the risks of hazardous manual tasks, including repetitive and sustained postures. Organisations should also review injury and discomfort data from their first aid registers and workers compensation claims to prioritise which roles or workstations need more frequent assessment.
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Frequently asked questions
Applicable regulatory standards
This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety RegulationsHazardous manual task risks and factors to consider, the general risk process, and workplace layout, lighting and ventilation. Model law: check your state's version. | 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 Code of Practice: Hazardous manual tasksModel Code guidance on identifying, assessing and controlling hazardous manual tasks. Applies once your jurisdiction approves it. | October 2018 version | Whole instrument | Safe Work Australia |
| Model Code of Practice: Managing the work environment and facilitiesModel Code guidance on workstations, lighting, temperature and other work environment factors the assessment checks. | December 2025 version | Whole instrument | Safe Work Australia |
| Height adjustable swivel chairsProduct standard for height adjustable swivel chairs. The assessment checks how a chair is set up, not whether it conforms. | AS/NZS 4438:1997 (incl. Amd 1) | Whole instrument | Standards Australia and Standards New ZealandSold by the publisher |
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)
Hazardous manual task risks and factors to consider, the general risk process, and workplace layout, lighting and ventilation. Model law: check your state's version.
- Part 4.2: Hazardous manual tasks: managing the risk of musculoskeletal disorders.
- Part 3.1: Managing risks to health and safety: identify hazards, eliminate or minimise risks using the hierarchy of controls, maintain and review controls.
- reg 40: General workplace facilities: safe layout, space, floors, lighting, ventilation, access, and safe entry and exit.
- reg 60: A PCBU must manage musculoskeletal disorder risks from hazardous manual tasks under Part 3.1, considering postures, forces, vibration, duration, frequency, environment, work area design, layout, work systems and loads.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Code of Practice: Hazardous manual tasks
Edition: October 2018 version
Model Code guidance on identifying, assessing and controlling hazardous manual tasks. Applies once your jurisdiction approves it.
Model Code of Practice: Managing the work environment and facilities
Edition: December 2025 version
Model Code guidance on workstations, lighting, temperature and other work environment factors the assessment checks.
Height adjustable swivel chairs
Edition: AS/NZS 4438:1997 (incl. Amd 1)
Product standard for height adjustable swivel chairs. The assessment checks how a chair is set up, not whether it conforms.
Standards Australia and Standards New ZealandSold by the publisher
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
Workplace ergonomics assessment preview
The numbers behind this workplace ergonomics assessment
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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;">Workplace ergonomics assessment</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Worker details: name, role, department, date of assessment, assessor name, reason for assessment (new starter, workstation change, complaint, routine review, return to work).</li>
<li style="margin:4px 0;">Workstation layout: desk height (fixed or adjustable), desk surface area adequate for tasks, monitor distance from eyes (arm length), monitor height (top of screen at or below eye level), dual-monitor alignment if applicable.</li>
<li style="margin:4px 0;">Chair assessment: seat height adjustable, seat pan depth appropriate, lumbar support present and correctly positioned, armrests adjustable and at correct height, chair base stable with five castors.</li>
<li style="margin:4px 0;">Keyboard and mouse: keyboard positioned to allow relaxed shoulders and elbows at approximately 90 degrees, mouse at same height as keyboard and within easy reach, wrist rest provided if required, keyboard tilt adjusted to maintain neutral wrist position.</li>
<li style="margin:4px 0;">Lighting and glare: ambient lighting adequate for tasks, no direct glare on screen from windows or overhead lights, screen brightness and contrast adjusted, task lighting available if required.</li>
<li style="margin:4px 0;">Manual handling tasks: tasks involving lifting, pushing, pulling, carrying or repetitive motions identified, load weights and frequencies documented, posture during tasks observed and recorded (use of photographs recommended).</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/workplace-ergonomics-assessment" style="color:#071D49;font-weight:600;text-decoration:none;">Workplace ergonomics assessment</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.
Cite this template
Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
The MapTrack workplace ergonomics assessment contains 23 checks across 5 sections.
- Short attribution
- MapTrack Workplace ergonomics assessment, https://www.maptrack.com/templates/workplace-ergonomics-assessment
- Reference list
- MapTrack. (2026). Workplace ergonomics assessment [Checklist template]. Retrieved from https://www.maptrack.com/templates/workplace-ergonomics-assessment
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/workplace-ergonomics-assessment.
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