Writing a Formal Hazard Assessment: Practical Examples and Avoidable Mistakes
- On-Track Safety
- 23 hours ago
- 5 min read
A formal hazard assessment is the foundation of every credible safety program. It doesn’t just check a box—it shapes training plans, inspection checklists, and the way teams talk about risk. Yet many companies approach it too casually, skipping steps or copying and pasting outdated tasks into their forms. The result? Confusing documents, inconsistent terminology, and gaps that auditors can spot instantly.
In Canada, every employer is required under provincial or federal Occupational Health and Safety law to assess their worksite for hazards. But a "good" formal hazard assessment isn't just a list of risks—it identifies specific tasks, clearly names the hazards (including health-related and psychological ones), applies a consistent risk rating system, and lists real, operational controls. It’s not unusual to see assessments that lack engineering controls entirely, or that mix multiple jobs into one worksheet—both common errors that can trigger non-conformance during a COR audit.
Implementation Blueprint
The 9-step method below is drawn directly from COR and SECOR-approved approaches and reflects what auditors want to see in Alberta, BC, Saskatchewan, Ontario, and federally. Use it to create a real, working hazard assessment—not just a form for the shelf.
1. Start with a Job Inventory
Before identifying hazards, you need to know what jobs actually exist in your organization. That means listing every distinct position and role using a job inventory sheet. Avoid vague entries like “field worker” or “shop staff.” For example, split out field technician, delivery driver, and equipment operator as separate roles—because their tasks, hazards, and controls will differ. This ensures you don’t miss key work functions during assessment. For example, in a supermarket, there are:
2. Break Down Each Role into Tasks
Every job is made up of multiple tasks. You must list these tasks clearly. Watch the work being performed or walk through it with workers. Ask:
What do you do first when you start your shift?
What do you lift, use, drive, carry, or install?
Where do you travel or work most?
This step is essential. Don’t write “performs duties” or “completes work.” Instead, be specific: “lifts and stacks 80 lb. concrete forms,” “climbs to access rooftop unit,” or “mixes solvent-based coating.”
For Example, a grocery clerk is responsible for:
3. Identify Hazards for Each Task
For every listed task, name all potential hazards. These may be:
Health Hazards
Safety Hazards
Physical Hazards
Chemical Hazards
Biological Hazards
Psychological Hazards
Use plain terms. For instance, instead of “manual material handling,” say “lifting 80 lb. buckets from ground to tailgate.” This ensures frontline workers and auditors alike can understand and evaluate the hazard.
4. Assess and Rank the Risk
Use a consistent risk rating matrix—typically a grid combining severity (how bad the outcome would be) and Likelihood (how likely it is to happen). Assign each hazard a numerical risk level (e.g., 3 = high risk) based on that matrix. Avoid guessing. Use real context from job sites: How often is this task performed? What’s the history of near misses or incidents?
Make sure to justify the rating. Auditors often ask why a task was marked as “low” when previous reports or inspections suggest otherwise.
5. Assign Engineering, Administrative, and PPE Controls
Controls must follow the hierarchy:
Engineering controls come first (e.g., machine guards, ventilation systems)
Administrative controls next (e.g., safe work procedures, training)
PPE is last (e.g., gloves, respirators)
For each hazard, list at least one control at each level—unless eliminated entirely. Be precise. Instead of saying “PPE required,” state “use CSA-rated face shield and nitrile gloves during mixing.” This shows intention and clarity, both in the field and in audits.
Engineering Control Examples
Administrative Control Examples
Personal Protective Equipment Examples
6. Implement Controls
Assign someone to implement each control—don’t just list them. Attach names, roles, or departments responsible for making changes. Set deadlines. For example, “Operations Manager to install loading dock guardrails by Nov. 15.” Implementation is part of hazard control, not an afterthought.
Need Assistance with writing your Formal Hazard Assessments?
7. Communicate the Hazards
Your hazard assessment is useless if workers haven’t seen it. Use toolbox talks, orientation sessions, or tailgate reviews to explain the identified hazards and how each is controlled. Have employees sign off that they’ve received the information. This becomes part of your audit trail.
8. Monitor the Controls
Once controls are in place, you need to verify they’re working. That means:
Spot-checking whether workers are wearing the correct PPE
Reviewing if the engineering fix is preventing the hazard
Asking crews during inspections if the control is understood and used
Make monitoring part of your monthly inspection process. Include a “controls working?” check on your forms.
9. Review and Revise
Hazard assessments are living documents. Review them:
Annually (at a minimum)
When a task changes
After an incident or near miss
When new equipment or chemicals are introduced
Record the review date, name of the reviewer, and note what changed. This small detail matters in audits—it shows active management of risk, not a static paper trail.
Example of a Completed Formal Hazard Assessment
To help you visualize what a well-structured Formal Hazard Assessment should look like, here’s a completed example focused on Aerial Lift Operation. This form breaks the task down into clear steps, identifies specific hazards, applies a consistent risk rating system, and outlines layered controls categorized into engineering, administrative, and PPE. Notice how the detail supports both clarity in the field and credibility during an audit. It’s specific, practical, and aligned with COR and provincial expectations—exactly the kind of documentation that helps avoid gaps and strengthens compliance.
Other Formal Hazard Assessment Examples to explore
Role-Based Execution
Workers must understand the controls for their tasks and know how to access updated hazard assessments. A frequent issue? They’ve never seen them.
Supervisors are responsible for helping develop the assessments and training staff on the identified hazards. A common failure: forms are completed without field input.
HSE Professionals lead the process, maintain consistency, and ensure all tasks are captured. Watch for gaps where assessments don’t match actual job scope.
Management must ensure assessments are resourced and regularly reviewed. A leadership red flag is relying on "static" hazard lists that don’t reflect worksite changes.
Recent Provincial Updates
Alberta (AB): As of March 2025, formal hazard assessments must now document psychological hazards such as harassment and fatigue when applicable. View OHS Code
British Columbia (BC): BC has reiterated that hazard assessments must be documented and task-specific for each worksite. No major changes in 2025. View Regulation
Saskatchewan (SK): No material change noted in the last 12 months. Continue to review annually per legislation. SK OHS Guide
Ontario (ON): Updated guidance in June 2025 emphasizes documenting worker participation in hazard identification. View WSIB Compliance Info
Training That Supports Compliance
Hazard Assessment Training – Understand how to break down tasks and assess risks
Leadership for Safety Excellence – Build supervisors’ skills in leading safe work practices
Formal Workplace Inspections – Strengthen hazard spotting and documentation
Workplace Violence & Harassment – Ensure compliance with psychosocial hazard requirements
Documents and Tools
Custom Safety Forms – Includes fillable hazard assessment templates
Free Safety Downloads and Templates – Includes a Job Inventory template and sample hazard forms
Toolbox Talks Library – Reinforce controls with task-specific tailgate topics
Quick Roadmap
This Week: Review your job inventory and update any outdated hazard forms
This Month: Walk through one full role with your team and re‑rate tasks
This Quarter: Train supervisors on hazard assessment and update your audit binder
How On-Track Can Help
Our Free Group Training Account makes it easy to assign hazard training and track completions for audit-ready documentation. Pair that with our customizable forms and you’re ready to lead. Use promo code ONTRACK10 for 10% off training. 👉 Start Your Hazard Assessment the Right Way
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