A hazard report is a formal written document that contains all possible hazards in a workplace, safety measures, and ways to counter the hazards whenever they happen. It has written texts, pictures, graphs, and annotations that workers will quickly understand. Once reported, it is presented to supervisors and the safety department for implementation. A hazard form is a legal document because it is used by police when a severe incident occurs, so it should be not be taken for granted.
Elements of hazard report
Employees, supervisors, and managers identify hazards in the workplace; they are assessed by the risk management team and documented for implementation. A hazard report has to contain the following elements;
1. Automated form number
It is a unique number generated to name the hazard form because they are many and avoid confusion. The number is used to search the condition in the database for convenience.
2. Location of hazard
Hazards identified in a specific department are recorded independently to avoid confusion. An example is hazards in a construction site. There are several departments within the area, and hazards in the automotive department will be different from hazards in the masonry department. Hazards occur in other workstations, and they are unique depending on the type of tools used.
3. Date hazard identified
Hazards happen more than likely and on the least expected day. When witnessed, it should be put to paper on that exact date.
4. Brief description
Hazards identified by employees need to be described well for the risk management team to take the right action when implementing procedures to mitigating the hazard. An example of a description is hanging cables in work station No. 067, a slippery floor in office No. R564, and there are wall cracks in production go-down. In this way, the risk management team will understand the hazard easily.
Since a hazard report form is a legal document that law enforcers can use, it should have eyewitnesses present at the time the incident occurred.
6. Names of victims and department
The names of employees affected and the departments need to be documented. It reduces time spent assessing the risk and interviewing them to give more information about their experiences in the department.
7. Risk level
Risks are grouped into levels depending on the severity, probability of occurrence, and the possible number of victims. The level ranges from 0-5 for low, 6-10 for moderate risk, 11-15 for high risk, and 16-25 for unacceptable risks.
8. Photos of the hazard
Photos for straightforward interpretation must accompany the reported risk. Pictures give a clear visual understanding than reading through texts. The images must have the date and time they were taken and attached along with the said risk.
9. Actions taken
After the remedy, the procedures are documented, the victims informed, and the completion date recorded. Pictures of the rectified hazard are taken and mounted on the hazard report.
View Hazard Templates, Forms and Examples
Examples of hazards in the workplace that you might complete a Hazard Report for
- Naked electric wires
- Cracks on walls
- Serious illness
- Criminal acts
- Filling hazard report
A hazard report form is filled by those in authority; managers, risk assessment personnel, and supervisors. On the reporting, anyone within the workplace can report, and only authorized people can document. It should be filled using the best practices and per the government laws. The following guidelines must be followed when filling out hazard report;
- Supervisors should prove with evidence the information in the report
- Take the shortest time possible- usually 24 hours.
- Keep the document private and confidential to the concerned people
- Include supportive evidence on the documented hazards
- Inform health care and the police of severe incidences
- Sign the document
Why is a Hazard Report important?
A hazard report is an essential document in the workplace as it ensures employees well-being is catered for. Anyone should do hazard reporting within the internal or external environment, and no one should be intimidated. Once reported, it should be documented the same day, and measures to mitigate the hazard put in place.
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