How to Create a Safety Report in 2025: Step-by-Step Guide for Safer Workplaces

Creating a safety report is more than just a formality, it’s a crucial step toward protecting your team, maintaining compliance with safety regulations, and reducing workplace risks. Whether you’re working in construction, manufacturing, or any other high-risk industry, a well-prepared safety report helps prevent incidents and fosters a culture of safety in your organization.

Here’s an updated, step-by-step guide on how to create a safety report that’s clear, actionable, and aligned with industry best practices.

Step 1: Define the Purpose and Scope

Start by outlining the scope of your safety report. Are you focusing on a specific project, department, or the entire workplace? Set clear objectives, whether it's identifying hazards, improving safety protocols, or ensuring workplace safety compliance with federal and provincial regulations.

Step 2: Gather and Analyze Safety Data

An effective safety report is backed by solid data. Gather:

• Incident reports and near-miss logs
• Safety inspection records and audit results
• Feedback from employees and supervisors
• Training records and safety certifications

If data is missing or outdated, conduct safety inspections, site visits, and employee interviews to fill the gaps.

Step 3: Identify Hazards and Assess Risks

Pinpoint workplace hazards such as:

• Unsafe equipment
• Poor housekeeping
• Ergonomic risks
• Chemical exposures
• Inadequate signage

Assess each risk by evaluating its likelihood and potential impact. This helps prioritize actions based on what poses the greatest threat to your team.

Step 4: Check Compliance with Safety Regulations

Stay up to date with current safety standards and regulatory requirements - whether federal, provincial, or industry-specific (e.g., CSA, OHSA). Identify areas where your operations may not meet compliance and highlight opportunities for improvement.

Step 5: Recommend Safety Improvements

Provide actionable recommendations to mitigate hazards, such as:

• Updating safety protocols
• Enhancing PPE use
• Scheduling training sessions
• Improving signage or layout
• Upgrading equipment for safety compliance

Tie each recommendation to a specific risk to demonstrate its value.

Step 6: Write the Safety Report

Structure your report in a clear, logical format. Include:

• Executive summary highlighting key findings
• Scope, methodology, and objectives
• Hazard identification and risk assessments
• Safety recommendations and corrective actions
• An action plan with timelines and responsibilities
• Supporting visuals like photos, charts, and diagrams

Use plain language and concise explanations, make it easy to read, even for non-technical audiences.

Step 7: Share the Report and Take Action

Review the report for accuracy, then distribute it to key stakeholders: management, safety teams, and frontline workers. Communicate responsibilities clearly and set timelines for implementing recommendations. This is where safety report best practices come to life turning insights into action.

Step 8: Monitor and Update

A safety report isn’t a one-and-done document. Schedule regular safety report reviews, monitor the implementation of corrective actions, and update the report as new hazards emerge or regulations change.

Why Safety Reports Matter

A strong safety report does more than check a box, it helps protect lives, reduce liability, and build trust in your organization. By following these steps, you’re not just writing a report, you’re creating a safer, more resilient workplace.

Need help preparing or reviewing your safety report? At Irwin’s Safety, we help teams across Canada improve safety outcomes, stay compliant, and build stronger safety cultures.