Free WHS Inspection (Office) Template

Purpose of the Free WHS Inspection (Office) Template

Regularly inspecting your office environment is a fundamental part of managing health and safety risks. While offices are often perceived as low-risk, they contain numerous hazards that can lead to injury or illness.

Using this Free WHS Inspection (Office) Template helps a Person Conducting a Business or Undertaking (PCBU) systematically identify, assess, and control these risks, from ergonomic issues at workstations to slip and trip hazards in common areas.

A documented inspection process demonstrates a proactive approach to safety and forms a critical component of effective WHS management systems. It provides a structured method for maintaining a safe working environment, fulfilling primary duties of care, and creating a historical record of safety management activities. This template is aligned with Australian WHS practice and provides a solid foundation for your internal processes.

How to use the Free WHS Inspection (Office) Template

Our Free WHS Inspection (Office) Template is available for download in both DOCX and PDF formats. The DOCX version is fully editable, allowing you to tailor the checklist to your specific operational needs.

To use the template effectively, you should review each section and add, remove, or modify items to reflect the unique layout, equipment, and work practices of your office. A generic checklist is a starting point, not a final solution.

Note: This template provides a foundation based on common Australian WHS practice. However, you must customise it to reflect the specific hazards of your workplace.

We cannot guarantee its suitability for your specific circumstances without thorough customisation by a competent person.

Implementing the Inspection

Once customised, the inspection should be conducted by a designated person, such as a manager, supervisor, or Health and Safety Representative (HSR). During the inspection, walk through the premises and systematically check each item on the list.

For any non-conforming items or identified hazards, record the details, assess the risk level, and propose a corrective action with a clear deadline and responsible person. It's important to differentiate these routine checks from more comprehensive WHS compliance auditing, which formally assesses the performance of your entire safety system against legal and other standards.

What to include in your office inspection

A thorough office inspection should cover all areas and potential hazards. While our template provides a comprehensive list, key areas for customisation and focus include:

• Workstations: Assess ergonomic setups, including chair height, screen position, desk layout, and cable management.
• Floors and Walkways: Check for trip hazards (e.g., loose cables, boxes), slip hazards (e.g., spills), and adequate lighting.
• Electrical Equipment: Visually inspect cords, power boards, and appliances for damage. Ensure equipment has been tested and tagged where required by legislation. For specific appliances, you may want a dedicated pre-start checklist for a coffee machine.
• Fire Safety: Verify that fire extinguishers are in date and accessible, exit signs are illuminated, and emergency exits are unobstructed.
• First Aid: Ensure first aid kits are fully stocked, easily accessible, and that contact details for first aid officers are clearly displayed.
• Amenities: Check the cleanliness and maintenance of kitchens and bathrooms.

When to conduct an office inspection

The frequency of workplace inspections depends on the level of risk. For a typical office environment, conducting a formal inspection on a monthly or quarterly basis is a common and effective practice. However, inspections should also be triggered by specific events, such as:

• After a reported incident or near miss.
• When new office equipment is introduced.
• Following changes to the office layout or work procedures.
• When concerns are raised by workers or HSRs.

These formal inspections supplement the day-to-day responsibility of all workers to be aware of and report hazards as they see them. For certain office machinery, daily checks may be more appropriate, such as using a pre-start checklist for an envelope sealer before use.

Who should conduct the inspection

Office inspections are typically carried out by supervisors, line managers, or members of a safety committee. Health and Safety Representatives (HSRs) also play a vital role and have specific powers under WHS legislation to conduct inspections.

The most effective inspections involve consultation with the workers who use the space every day, as they have firsthand knowledge of the risks involved in their tasks and work area. Regardless of who performs the inspection, findings must be communicated to management for action and follow-up.

If you need more specialised templates, you can browse our complete free WHS resources library for other checklists and forms.