SHEQ managersMine managersPlant managersMinesProcess plants

    Monthly Safety Report Template (SHEQ)

    A one-page report the SHEQ manager hands to the mine or plant manager each month: what went wrong, what was done to prevent it, where the risk sits now, and what needs a decision. The figures come from the incident, inspection and action registers, not from memory.

    Once a month, within the first week of the next month, and as a standing input to the management review.

    Two people with laptops reviewing a printed chart

    What is in the template

    Lagging indicators

    Columns: Indicator · This month · Last month · Year to date · 10 rows per page

    One row each for: fatalities, lost-time injuries, medical treatment cases, first-aid cases, near misses, property damage, environmental incidents, hours worked, LTIFR. LTIFR on paper is lost-time injuries × 1,000,000 ÷ hours worked for the period. Inspecable does not calculate LTIFR; work it out from the two rows above it and write it in.

    Leading indicators

    Columns: Indicator · This month · Last month · Year to date · 8 rows per page

    One row each for: inspections planned vs done (write done over planned, for example 10/12), toolbox talks, observations, training completed, actions open, actions overdue, actions closed.

    Top three risks and actions

    • Risk 1 and the action being taken (owner, due)
    • Risk 2 and the action being taken (owner, due)
    • Risk 3 and the action being taken (owner, due)
    • Decisions or resources needed from the manager

    Sign-off

    • SHEQ manager signature and date
    • Mine or plant manager signature and date
    • Discussed at (meeting and date)

    How to fill it in

    1. 1Pull the counts from the registers: the incident register, the inspection records, the toolbox talk file, the training register and the corrective-action register. Do not estimate a number you can look up.
    2. 2Fill the lagging table first, including hours worked from payroll or the clocking records, then work out LTIFR and write it in.
    3. 3Fill the leading table. If inspections planned and done differ by more than a few, say why in the risks section.
    4. 4Pick the three risks that most need the manager's attention this month, with the action, owner and due date for each, and name any decision or resource you need.
    5. 5Keep it to one page, present it in person, and get both signatures. File the signed copy as a management review input.

    A general template, not legal advice. Check it against the Act, the regulations and the codes of practice that apply to your site, and against your own safety management system. The MHSA section 11 requires the employer to assess risks and record the measures taken, and the OHS Act section 8 places the general duty for a safe workplace on the employer; a monthly report is how the person carrying that duty sees whether the measures are working. ISO 45001 clause 9.1 requires monitoring and measurement of performance, and clause 9.3 requires a management review with incident, nonconformity, corrective action and monitoring results as inputs.

    Convert this template into a digital form

    Run it on an Android phone with no signal, attach photos as evidence, and every failed item raises an issue with an owner and a due date.

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    The same record in Inspecable

    On paper the register is only as current as the last person who updated it. In Inspecable the same record keeps going:

    Do it in InspecableCorrective actionsThe longer readSection 54 Notices: How Digital Inspections Help Prevent Mining Shutdowns

    Questions

    How is LTIFR calculated?

    LTIFR is the number of lost-time injuries multiplied by 1,000,000 and divided by the hours worked in the period. A site with 2 lost-time injuries and 400,000 hours worked has an LTIFR of 5. Use the same hours basis every month, and state whether contractors are included.

    What is the difference between lagging and leading indicators?

    Lagging indicators count harm that has already happened: injuries, incidents, damage. Leading indicators count the work done to prevent it: inspections, talks, observations, training, actions closed. Lagging numbers tell the manager what went wrong; leading numbers tell them whether the site is doing anything about it.

    Is a monthly safety report a legal requirement?

    Not by that name. The MHSA section 11 and the OHS Act section 8 require the employer to assess risks and keep the measures working, and ISO 45001 clause 9.3 requires a management review with performance data as an input. A monthly report is the usual way to feed both.

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