Part C — Office & Communication

Office Safety Checklist

Owner

HSE Manager / Document Controller

Review / trigger

Annual review; update on legal, authority, project or client change

Checkpoints

#	Area	Checkpoint / Requirement	Evidence / Acceptance Criteria	Responsible	Frequency
1	First Aid & Medical Readiness	AED (automated external defibrillator) provided in office where headcount exceeds project threshold	AED inspection log with battery/pad expiry checked	HSE Officer	Monthly
2	IT & Data Safety	Server/comms room fitted with independent cooling and clean-agent fire suppression	Suppression system service certificate current	IT Coordinator	Quarterly
3	Ergonomics & Occupational Health	Anti-fatigue matting provided at reception/standing workstations	Visual inspection confirms matting present and in good condition	Facilities Supervisor	Quarterly
4	Waste & Environmental Management	Single-use plastics minimised in pantry area with reusable alternatives provided	Pantry inspection record confirming reusable items in use	HSE Officer	Quarterly
5	Office Location & Setup	Site office positioned outside crane radius, lifting zones and vehicle swing paths	Site layout plan shows office location clear of hazard zones with marked safe distance	HSE Officer	Prior to installation
6	Office Location & Setup	Office set on stable, level, compacted ground or approved foundation	Ground bearing/foundation inspection record signed off	Site Engineer	Prior to installation
7	Office Location & Setup	Portacabin/office units anchored against wind uplift as per manufacturer spec	Anchoring/tie-down inspection checklist with photos	HSE Officer	Monthly
8	Office Location & Setup	Access steps/ramps to office fitted with handrails and anti-slip treads	Visual inspection log, handrail height ≥900mm verified	HSE Officer	Monthly
9	Office Location & Setup	Office located with min 2 unobstructed access/egress routes	Site walk-down confirms two clear routes, no stored material blocking	HSE Officer	Weekly
10	Office Location & Setup	External steps and walkways free of trip hazards, debris and standing water	Weekly housekeeping inspection record	Site Supervisor	Weekly
11	Office Location & Setup	Office signage displaying building number/name and emergency assembly point direction	Photo evidence of signage installed and legible	HSE Officer	Monthly
12	Office Location & Setup	Adequate lighting provided at external entrances for night visibility	Lux level check or visual confirmation during night shift	HSE Officer	Monthly
13	Fire Safety & Emergency Preparedness	Portable fire extinguishers (CO2/DCP) provided at correct type/rating for office use	Extinguisher inspection tags current, correct class matched to risk	HSE Officer	Monthly
14	Fire Safety & Emergency Preparedness	Fire extinguishers mounted on brackets at accessible height, unobstructed	Visual check confirms mounting height 1.0-1.5m and clear 1m radius	HSE Officer	Monthly
15	Fire Safety & Emergency Preparedness	Fire extinguishers serviced/pressure-tested annually by certified vendor	Valid service certificate and tag date within 12 months	HSE Officer	Annually
16	Fire Safety & Emergency Preparedness	Smoke detectors installed and functional in each office cabin/room	Test log confirming audible alarm on activation	HSE Officer	Monthly
17	Fire Safety & Emergency Preparedness	Emergency evacuation plan displayed at office entrance and common areas	Evacuation plan poster present, matches current layout	HSE Officer	Monthly
18	Fire Safety & Emergency Preparedness	Assembly point clearly marked, sized for occupancy and free from obstruction	Site inspection confirms marking and unobstructed access	HSE Officer	Monthly
19	Fire Safety & Emergency Preparedness	Fire evacuation drill conducted for office occupants	Drill record with headcount, timing and lessons learned	HSE Manager	Quarterly
20	Fire Safety & Emergency Preparedness	Emergency contact numbers (Civil Defence, ambulance, site control room) posted near phones/notice boards	Photo of posted numbers, verified current	HSE Officer	Quarterly
21	Fire Safety & Emergency Preparedness	No accumulation of combustible materials (paper, cardboard) near electrical panels or exits	Housekeeping inspection with photographic evidence	Site Supervisor	Weekly
22	Fire Safety & Emergency Preparedness	Fire exit doors open outward, unlocked during occupied hours and unobstructed	Daily walk-through confirms exits clear and operable	HSE Officer	Daily
23	Electrical Safety	Office distribution boards fitted with ELCB/RCD protection	DB inspection tag and test record showing trip test pass	Electrical Supervisor	Monthly
24	Electrical Safety	All electrical cables routed overhead or protected, not trailing on floor	Visual inspection confirms no trailing/damaged cables	HSE Officer	Weekly
25	Electrical Safety	Sockets and switches free from cracks, exposed wiring or overloading	Visual inspection checklist per office unit	HSE Officer	Monthly
26	Electrical Safety	Portable Appliance Testing (PAT) carried out on office equipment	PAT test labels current, register updated	Electrical Supervisor	Quarterly
27	Electrical Safety	AC units and electrical fittings earthed and bonded correctly	Earth continuity test record within acceptable resistance	Electrical Supervisor	Quarterly
28	Electrical Safety	No use of unauthorized multi-plug adaptors or daisy-chained extension leads	Inspection confirms only approved extension reels in use	HSE Officer	Weekly
29	Electrical Safety	Main isolator/emergency electrical shut-off clearly labelled and accessible	Photo evidence of labelled isolator with clear access	Electrical Supervisor	Monthly
30	Electrical Safety	Electrical panel rooms/cabinets kept locked with warning signage	Inspection confirms lock in place and signage visible	HSE Officer	Monthly
31	Electrical Safety	Licensed electrician certification verified for all office electrical works	Valid trade license/certificate on file	HSE Officer	Prior to work
32	Electrical Safety	Emergency lighting operational for power outage during occupied hours	Function test log with battery backup duration recorded	Electrical Supervisor	Monthly
33	Housekeeping & General Office Conditions	Office floors kept clean, dry and free of trip hazards	Daily housekeeping checklist signed by cleaner/supervisor	Site Supervisor	Daily
34	Housekeeping & General Office Conditions	Waste bins provided, emptied regularly and segregated (general/recyclable)	Waste collection log and bin condition check	Site Supervisor	Daily
35	Housekeeping & General Office Conditions	Furniture (desks, chairs, cabinets) in good condition, no sharp edges or instability	Furniture condition inspection checklist	Site Supervisor	Monthly
36	Housekeeping & General Office Conditions	Filing cabinets and shelving secured/anchored to prevent tipping	Visual inspection confirms anchoring straps/brackets fitted	HSE Officer	Quarterly
37	Housekeeping & General Office Conditions	Windows and doors functional, glazing intact with no cracks	Visual inspection record, defects logged for repair	Site Supervisor	Monthly
38	Housekeeping & General Office Conditions	Pest control programme implemented for office area	Pest control service report from licensed contractor	HSE Officer	Quarterly
39	Housekeeping & General Office Conditions	Office ventilation/air conditioning maintained and filters cleaned	AC maintenance service record with filter cleaning date	Facilities Supervisor	Monthly
40	Housekeeping & General Office Conditions	Noise levels inside office kept within comfortable working limits	Periodic noise level spot-check record	HSE Officer	Quarterly
41	First Aid & Medical Readiness	First aid box provided in office, stocked per UAE OSHAD requirements	First aid box inventory checklist with contents verified	HSE Officer	Monthly
42	First Aid & Medical Readiness	First aid box contents within expiry date	Expiry date check log, expired items replaced	HSE Officer	Monthly
43	First Aid & Medical Readiness	Trained first aider identified for office area with certificate on display	Valid first aid certificate and nomination notice posted	HSE Manager	Annually
44	First Aid & Medical Readiness	First aid box location signposted and known to all office occupants	Toolbox talk attendance record confirming awareness	HSE Officer	Quarterly
45	First Aid & Medical Readiness	Accident/incident reporting register maintained and accessible in office	Register reviewed, entries up to date	HSE Officer	Monthly
46	First Aid & Medical Readiness	Eyewash station provided if hazardous chemicals stored/used in office(printer toner etc.)	Eyewash station inspection tag and flow test record	HSE Officer	Monthly
47	First Aid & Medical Readiness	Emergency evacuation chair/procedure available for occupants with mobility needs	Equipment inspection record or documented arrangement	HSE Officer	Quarterly
48	First Aid & Medical Readiness	Nearest hospital/clinic route map displayed in office	Map posted with route and contact number verified	HSE Officer	Quarterly
49	Document Control & HSE Compliance Records	Valid civil defence approval/NOC available for office cabins	Copy of NOC certificate filed and current	HSE Manager	Annually
50	Document Control & HSE Compliance Records	Site HSE plan and method statements accessible in office for reference	Document register confirms current revisions available	HSE Officer	Quarterly
51	Document Control & HSE Compliance Records	Statutory notices (labour law, HSE policy, insurance) displayed in office	Photo evidence of notices displayed and legible	HSE Officer	Quarterly
52	Document Control & HSE Compliance Records	Visitor sign-in register maintained at office reception	Register reviewed for completeness and legibility	Site Administrator	Daily
53	Document Control & HSE Compliance Records	Emergency contact list updated with current site personnel names/numbers	List cross-checked against current staffing, dated	HSE Officer	Monthly
54	Document Control & HSE Compliance Records	Office equipment calibration certificates (if applicable, e.g. gas detectors stored) filed	Calibration certificate register checked for validity	HSE Officer	Quarterly
55	Document Control & HSE Compliance Records	Environmental permits/waste manifests filed and accessible in office	Document audit confirms filing system complete	HSE Officer	Quarterly
56	Document Control & HSE Compliance Records	HSE inspection and audit reports archived in office document control system	Document control log shows retrieval within 24 hours on request	HSE Officer	Quarterly
57	Ergonomics & Occupational Health	Office chairs adjustable and suitable for prolonged desk work	Ergonomic assessment checklist completed per workstation	HSE Officer	Annually
58	Ergonomics & Occupational Health	Computer workstations arranged to avoid glare and awkward posture	Workstation assessment record with corrective actions closed	HSE Officer	Annually
59	Ergonomics & Occupational Health	Adequate desk space and legroom provided per occupant	Space audit against occupancy plan	Facilities Supervisor	Annually
60	Ergonomics & Occupational Health	Drinking water supply available and tested for potability	Water quality test certificate current	HSE Officer	Quarterly
61	Ergonomics & Occupational Health	Air quality (CO2/humidity/temperature) within acceptable comfort range	Indoor air quality spot-check record	HSE Officer	Quarterly
62	Ergonomics & Occupational Health	Rest breaks and heat stress management applied for office staff during summer	Heat stress policy communicated, records of compliance	HSE Officer	Seasonal (Jun-Sep)
63	Ergonomics & Occupational Health	Manual handling of files/equipment in office assessed for ergonomic risk	Manual handling risk assessment on file	HSE Officer	Annually
64	Ergonomics & Occupational Health	Occupational health records for office staff maintained confidentially	Medical record register access-controlled, storage verified	HSE Officer	Annually
65	Security & Access Control	Office entry restricted to authorized personnel and registered visitors	Access control log/security gate record reviewed	Security Supervisor	Daily
66	Security & Access Control	CCTV coverage provided for office entrance and reception if required by project	CCTV functionality check log	Security Supervisor	Monthly
67	Security & Access Control	Keys/access cards for office issued and tracked via register	Key/access card issue register up to date	Site Administrator	Monthly
68	Security & Access Control	Confidential documents secured in lockable cabinets	Spot check confirms cabinets locked when unattended	HSE Officer	Weekly
69	Security & Access Control	Security guard briefed on office emergency procedures and evacuation duties	Briefing attendance record signed	Security Supervisor	Quarterly
70	Security & Access Control	Lost/found property procedure established for office area	Procedure documented and communicated to staff	Site Administrator	Annually
71	Security & Access Control	Out-of-hours office access logged and authorized	Access log reviewed for anomalies	Security Supervisor	Monthly
72	Signage & Communication	Mandatory PPE signage displayed at office entrance if adjoining site areas	Signage inspection confirms visibility and condition	HSE Officer	Monthly
73	Signage & Communication	No smoking signage displayed throughout office premises	Visual inspection confirms signage present at all entry points	HSE Officer	Monthly
74	Signage & Communication	HSE notice board updated with current campaigns, statistics and alerts	Notice board content dated within last update cycle	HSE Officer	Weekly
75	Signage & Communication	Muster point map and floor evacuation routes displayed on each floor/cabin	Map verified against current layout, posted at eye level	HSE Officer	Quarterly
76	Signage & Communication	Toolbox talk topics and schedule posted for office-based staff awareness	Posted schedule matches actual toolbox talk records	HSE Officer	Weekly
77	Signage & Communication	Language-appropriate signage provided for multinational workforce understanding	Signage review confirms pictorial/multi-language format used	HSE Officer	Annually
78	Fire Safety & Emergency Preparedness (Additional)	Fire blanket provided in pantry/kitchenette area of office	Fire blanket present, inspection tag current	HSE Officer	Monthly
79	Fire Safety & Emergency Preparedness (Additional)	Emergency evacuation warden appointed for office building with visible ID	Warden appointment letter and ID badge verified	HSE Manager	Annually
80	Fire Safety & Emergency Preparedness (Additional)	Fire hose reel (if installed) tested for pressure and accessibility	Fire hose reel test certificate current	HSE Officer	Quarterly
81	Waste & Environmental Management	Segregated waste bins (paper, plastic, general) provided and clearly labelled	Waste segregation audit checklist completed	HSE Officer	Monthly
82	Waste & Environmental Management	E-waste (printer cartridges, batteries) disposed via authorized recycler	Disposal receipt/manifest from licensed recycler on file	HSE Officer	Quarterly
83	Waste & Environmental Management	Spill kit available near any chemical storage (toner, cleaning agents) in office	Spill kit inventory checklist verified complete	HSE Officer	Monthly
84	Waste & Environmental Management	Printer/photocopier ventilation adequate to avoid ozone/toner fume buildup	Ventilation check confirmed during air quality inspection	Facilities Supervisor	Quarterly
85	Vehicle Parking & External Perimeter	Designated parking area for staff/visitor vehicles marked away from office walkways	Parking layout plan verified against site markings	HSE Officer	Quarterly
86	Vehicle Parking & External Perimeter	Wheel stops/bollards installed to prevent vehicle encroachment onto office walkway	Visual inspection confirms bollards in place and undamaged	HSE Officer	Monthly
87	Vehicle Parking & External Perimeter	Perimeter fencing/barrier around office compound intact and secure	Fence inspection checklist completed, defects logged	Security Supervisor	Monthly
88	Vehicle Parking & External Perimeter	External drainage around office maintained to prevent water pooling/flooding	Drainage inspection log after rainfall events	Facilities Supervisor	As required
89	Vehicle Parking & External Perimeter	Office generator (if used) located in ventilated, bunded area away from office entrance	Generator location and bunding inspection record	HSE Officer	Monthly

Each checkpoint records Status (Yes / No / N/A), Comments, Corrective Action and Sign-off. Switch to Complete in-app to fill it here, or download the blank version to complete on site.

Back to checklist library

Turn this into evidence you can hand over