How it Works

Safety On Site (SOS) – Step-by-Step guide to implementing your file.

Step 1: Choose the correct pack

Use this quick guide to pick the right option:

• R 799 – Job/Site-specific HIRA + Method Statement
  Choose this if you already have a safety file, but need job/site-specific documents for a specific project.

• R 1399 – Generic/ Office Safety File
  Choose this if you need a basic compliance file that can be adapted for different jobs (not site-specific).

• R 1790 – Micro Safety File
  Choose this if you are a  team of 1-5 working under a Principal Contractor and need a file that’s ready to take to site.

• R 2490 – Subcontractor Safety File
  Choose this if you are a subcontractor with team of 5 plus and need a full site pack including safety plan + job/site documents.
  
  

Step 2: Complete the online form

1. Click “Get My Safety Pack”.

2. Fill in your company and contact details.

3. Enter your site/job details (if applicable).

4. Describe your scope of work as clearly as possible (what you are doing, where, and how).

5. Tick any high-risk activities (e.g., working at heights, excavation, lifting, hot works, chemicals).

6. Upload any helpful documents (optional but recommended):

   • Client spec / site rules / induction pack

   • Company letterhead / registration (if available)

   • Any existing procedures or policies
     
     

Tip: The more accurate your info, the more accurate your Method Statement and HIRA.

Step 3: Confirm your selection

Before submitting, confirm:

• The pack type is correct

• Your company name and site name are correct (these appear in the documents)

• Your email address is correct for delivery
  
  

Step 4: Make payment

1. Proceed to payment for your selected pack.

2. Keep your proof of payment (if requested).

3. Once payment is successful, you’ll receive access to download your pack.
   
   

Step 5: Download your safety file

1. Download the file(s) to your computer.

2. Save a backup copy in a folder called:
   Safety On Site > [Company Name] > [Site/Project Name] > 2026
   
   

3. If you received Word + PDF versions, keep both:

   • PDF = print-ready

   • Word = editable if your client requests changes
     
     

Step 6: Print the pack

Print the following (minimum):

• HIRA (if included)

• Method Statement (if included)

• Policies (to be signed)

• Letters of Appointment (to be signed)

• Registers / Checklists (to be used on site)
  
  

Printing tip: Use single-sided printing for easier filing and signing.

Step 7: Prepare your ring file and 12 dividers

1. Use a sturdy ring binder (lever arch file recommended).

2. Insert 12 dividers.

3. Label the dividers clearly (example layout below).
   
   

Suggested 12 Divider Layout (Practical & Audit-Friendly)

1. Company Documents (CIPC/ID, Letterhead, COID, Insurance, etc.)

2. OHS Policy & Safety Policy (Signed)

3. Appointments (Signed)

4. Training & Competency Records

5. Inductions & Visitors Register

6. HIRA / Risk Assessments

7. Method Statements / SOPs

8. Fall Protection / Working at Heights (if applicable)

9. Plant, Tools & Equipment Inspections

10. PPE Issue Register

11. Toolbox Talks & Communication

12. Incidents, Near Misses & Corrective Actions
    
    

(If your pack includes a “File Index”, use that index first and match it to your dividers.)

Step 8: Add your company documents at the front

Place copies of your key company documents into Divider 1, such as:

• Company registration (CIPC) / CK docs (if applicable)

• Company letterhead (if available)

• COID / Letter of Good Standing (if available)

• Public liability insurance (if available)

• Key staff IDs / competency certificates (if relevant)
  
  

Step 9: Sign the vital documents

This part is critical. Do it before going to site.

Sign and date:

• OHS / Safety Policy

• Appointments (e.g., Supervisor, First Aider, Fire Fighter, Incident Reporting, etc.)

• Any declarations or acknowledgement pages included
  
  

Tip: Use blue ink so auditors can see originals.

Step 10: Put the file into use on site

1. Take the file to site.
   Ensure your team is briefed on:

2. The Method Statement

   • The HIRA controls

   • PPE requirements

   • Emergency arrangements

3. Keep the file accessible for:
   
   

   • Site supervisor

   • Safety Officer

   • Client / Principal Contractor / auditor
     
     

Step 11: Use the registers as you work

Don’t let the file “sit pretty” — it must show activity.

Common ongoing records:

• PPE issued and signed for

• Toolbox talks completed

• Equipment inspections done

• Inductions recorded

• Incidents and near misses recorded and closed out
  
  

Step 12: Monthly checklist (Non-negotiable)

Set a reminder to do this every month:

1. Open your Monthly Checklist (included in your pack or use your own).

2. Check that the following are up to date:

   • PPE register

   • Toolbox talks register

   • Equipment/ladder/scaffold inspections (if applicable)

   • First aid box checks

   • Fire extinguisher checks (where applicable)

   • Incident log (even “zero incidents” should be noted if your site requires it)

3. File the completed checklist behind the relevant divider.
   
   

Tip: Auditors love consistency. A neat monthly record can save you during inspections.