Engagement details
Contractor company name and business registration number
Site contact and phone
Scope of work Be specific. Scope creep is where contractor incidents happen
Start date and expected duration
Names of all workers attending Every person needs their own induction record
Host manager responsible for this contractor
Documents sighted before start
Sight the original or a verifiable copy, and record the expiry. An expired certificate is the same as no certificate.
| Document | Sighted (Y/N) | Reference or number | Expiry date | Checked by |
|---|---|---|---|---|
| Public liability insurance | ||||
| Workers compensation or employers liability insurance | ||||
| Licences for the trade or high-risk work | ||||
| Competency and training records for the workers attending | ||||
| Safe work method statement, RAMS or equivalent for the task | ||||
| Plant and equipment inspection or test records | ||||
| Safety data sheets for chemicals being brought on site |
Site rules covered
- Sign-in and sign-out process, and what happens if they leave without signing out
- Site layout, exclusion zones and areas they must not enter
- Parking, deliveries, vehicle movements and pedestrian routes
- Permit requirements: which tasks need a permit and who issues it
- Isolation and lock-out requirements, and who holds authority
- PPE required on site, and which areas require what
- Housekeeping and waste, including what they must remove
- Smoking, alcohol and drugs policy
- Photography, confidentiality and privacy expectations
- Interaction with our staff, clients, patients, students or the public
- Noise, dust and hours-of-work restrictions
- How to report a hazard, incident or near miss to us, and that we expect them to
Emergency arrangements
- Emergency number for the site, and that 999 is called for a real emergency
- Alarm tones and what each one means
- Evacuation routes from their actual work area, walked if practical
- Assembly point and how they will be accounted for
- First aid location, first aiders on site and how to summon them
- Location of firefighting equipment, spill kits and isolation points
- What to do if they discover a fire, spill or injured person
- How to raise the alarm if they are working alone or out of hours
Coordination of overlapping duties
This is the part most inductions skip and the part the Health and Safety Executive (HSE) asks about after an incident.
Hazards we are introducing that affect them Our operations, other trades, live equipment, public access
Hazards they are introducing that affect us Hot works, dust, noise, isolations, blocked exits
Agreed controls and who owns each
How we will communicate during the work Daily check-in, radio channel, contact numbers
Agreed stop-work triggers Conditions where either side stops the job without argument
Declaration
Contractor: I have received and understood this induction. I will work to the scope agreed, follow the site rules, hold the permits required, and report hazards and incidents to the host manager. I will not start work outside the agreed scope without a new agreement.
Host: I have covered the items ticked above, sighted the documents recorded, and agreed the coordination arrangements.
Both parties sign and date. Keep the completed record for the duration of the engagement and your record-keeping period.