In the world of construction and contracting, safety files aren’t just a formality—they’re a legal requirement. A well-prepared safety file helps protect your business, your employees, and your site from unnecessary risk and liability. But time and time again, we see companies fall into the same traps—resulting in failed audits, non-compliance notices, or even being kicked off site.
Here are the top 7 mistakes companies make with safety files—and how you can avoid them.
1. Using a Generic File for Every Site
The Mistake: Copying and pasting the same safety file from one project to the next, without tailoring it to the specific site, activities, or risks.
The Fix: Every site is different. Your safety file must reflect the actual conditions, risks, and team on the ground. Update your risk assessments, appointments, and method statements per site.
2. Outdated Legal Appointments
The Mistake: Including expired or missing legal appointments—such as the Construction Supervisor, Fall Protection Planner, or First Aider.
The Fix: Make sure all appointments are up to date, signed by the responsible person, and aligned to your current project. Remember: expired appointments = failed audit.
3. Missing a Fall Protection Plan
The Mistake: Skipping the Fall Protection Plan when there’s any work at height—even if it’s just a ladder job.
The Fix: If work at height is taking place, a fall protection plan is mandatory under the Construction Regulations. Get a competent person to draft and sign off the plan.
4. Incomplete Risk Assessments
The Mistake: Submitting risk assessments that are too broad, outdated, or missing key hazards.
The Fix: Assess the actual risks on your site. Include environmental, activity-specific, and task-based risks. Review and update these regularly—especially when site conditions change.
5. No Proof of Training
The Mistake: Assuming you’re covered because your staff “have done training” somewhere.
The Fix: Include up-to-date training certificates for every legally required skill: First Aid, Firefighting, Working at Heights, SHE Rep, etc. If you're unsure, we can help check your requirements and fill the gaps.
6. Poor File Organisation
The Mistake: Dumping documents in a file without structure. Auditors don’t have time to hunt for what they need.
The Fix: Use a clear file index, labelled dividers, and place documents in the correct order. A clean file creates a professional impression—and makes audits smoother.
7. Ignoring Updates and Site Changes
The Mistake: Letting your safety file gather dust after the site starts.
The Fix: Your safety file is a living document. Update it regularly with toolbox talks, inspection reports, incident logs, and any changes in site conditions or personnel.
Avoiding these seven mistakes doesn’t just keep you compliant—it protects your team and boosts your company’s reputation. At FTS Safety, we offer safety file audits, consulting, and training to help you stay ahead.
Need help getting your safety file sorted?
👉 Reach out to us at [email protected] or call 031 569 1555 to speak with a compliance specialist today.