What are the WHS requirements for ergonomics assessments in Australia?

Under WHS Regulations 2011 Chapter 4 Part 4.2, the PCBU must manage the risk of musculoskeletal disorders arising from hazardous manual tasks. This includes identifying tasks that involve repetitive or sustained force, repetitive or sustained awkward posture, repetitive movement, sustained vibration, or handling loads that are heavy, awkward, unstable or difficult to grasp. The Code of Practice for Hazardous Manual Tasks requires the PCBU to consult with workers, identify hazardous manual tasks, assess the risk using factors such as posture, force, duration and frequency, and implement controls following the hierarchy of control. An ergonomics assessment is the primary method for meeting these requirements at the individual workstation and task level.

How long does a workplace ergonomics assessment take?

A thorough desk-based ergonomics assessment typically takes 30 to 45 minutes, including the workstation review, task observation and worker interview. Manual handling task assessments may take longer depending on the number and complexity of tasks being observed. Allow additional time for making immediate adjustments during the assessment. The follow-up review is usually shorter (15 to 20 minutes) as it focuses on confirming that implemented changes are effective.

Who should conduct a workplace ergonomics assessment?

Ergonomics assessments can be conducted by a trained health and safety representative, a team leader who has completed ergonomics assessment training, or a qualified occupational health professional (such as an occupational therapist or ergonomist). For routine desk-based assessments, many organisations train their WHS officers or team leaders to use a standardised checklist. For complex cases involving existing injuries, high-risk manual tasks or specialised equipment, engage a qualified ergonomist or occupational therapist.

What are the most common ergonomic risk factors in office environments?

The most common ergonomic risk factors in office environments are sustained sitting in a poorly adjusted chair, monitor positioned too high or too low causing neck strain, keyboard and mouse placement causing wrist deviation or shoulder tension, glare on screens from windows or overhead lighting, and lack of regular breaks from static postures. These risk factors contribute to neck pain, shoulder tension, lower back pain, carpal tunnel syndrome and eye strain. Most can be corrected with simple workstation adjustments and behaviour changes such as micro-breaks and posture awareness.

Is this workplace ergonomics assessment template free to download?

Yes. Download and use this workplace ergonomics assessment template for free. Open the file in your browser and use Print then Save as PDF. No MapTrack account is required. If you want digital ergonomics assessments linked to specific workstations, with photo evidence, automated follow-up reminders and trend reporting across multiple sites, MapTrack can help. Book a demo to see how it works.

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Free workplace ergonomics assessment template (PDF-ready). Workstation setup, posture, manual handling, repetitive tasks and controls. Download free.

Jarrod Milford

Commercial Director

Updated 3 May 2026

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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.

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Maintain an auditable safety register that satisfies WHS regulator requests.
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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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How 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.

Frequently asked questions

What are the WHS requirements for ergonomics assessments in Australia?: Under WHS Regulations 2011 Chapter 4 Part 4.2, the PCBU must manage the risk of musculoskeletal disorders arising from hazardous manual tasks. This includes identifying tasks that involve repetitive or sustained force, repetitive or sustained awkward posture, repetitive movement, sustained vibration, or handling loads that are heavy, awkward, unstable or difficult to grasp. The Code of Practice for Hazardous Manual Tasks requires the PCBU to consult with workers, identify hazardous manual tasks, assess the risk using factors such as posture, force, duration and frequency, and implement controls following the hierarchy of control. An ergonomics assessment is the primary method for meeting these requirements at the individual workstation and task level.
How long does a workplace ergonomics assessment take?: A thorough desk-based ergonomics assessment typically takes 30 to 45 minutes, including the workstation review, task observation and worker interview. Manual handling task assessments may take longer depending on the number and complexity of tasks being observed. Allow additional time for making immediate adjustments during the assessment. The follow-up review is usually shorter (15 to 20 minutes) as it focuses on confirming that implemented changes are effective.
Who should conduct a workplace ergonomics assessment?: Ergonomics assessments can be conducted by a trained health and safety representative, a team leader who has completed ergonomics assessment training, or a qualified occupational health professional (such as an occupational therapist or ergonomist). For routine desk-based assessments, many organisations train their WHS officers or team leaders to use a standardised checklist. For complex cases involving existing injuries, high-risk manual tasks or specialised equipment, engage a qualified ergonomist or occupational therapist.
What are the most common ergonomic risk factors in office environments?: The most common ergonomic risk factors in office environments are sustained sitting in a poorly adjusted chair, monitor positioned too high or too low causing neck strain, keyboard and mouse placement causing wrist deviation or shoulder tension, glare on screens from windows or overhead lighting, and lack of regular breaks from static postures. These risk factors contribute to neck pain, shoulder tension, lower back pain, carpal tunnel syndrome and eye strain. Most can be corrected with simple workstation adjustments and behaviour changes such as micro-breaks and posture awareness.
Is this workplace ergonomics assessment template free to download?: Yes. Download and use this workplace ergonomics assessment template for free. Open the file in your browser and use Print then Save as PDF. No MapTrack account is required. If you want digital ergonomics assessments linked to specific workstations, with photo evidence, automated follow-up reminders and trend reporting across multiple sites, MapTrack can help. Book a demo to see how it works.

Applicable regulatory standards

This template aligns with the following regulations and standards:

WHS Regulations 2011 - Chapter 4 Part 4.2 (Hazardous manual tasks)
Safe Work Australia - Code of Practice: Hazardous manual tasks
Safe Work Australia - Code of Practice: Managing the work environment and facilities
AS/NZS 4443 - Office desks
AS/NZS 4438 - Height adjustable swivel chairs
OSHA - Ergonomics eTool (General Industry)

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