Record four safety instruction checks when a new worker starts: hazards, the safe-practice sheet, injury reporting, and a written orientation note.
Key takeaways
- Record the four checks that keep a new worker from starting with only a verbal wave.
- First, instruct the worker on the hazards and rules of the work.
- Second, direct the worker to the written safe-practice sheet.
- Third, show how, where, and when to report an injury.
- Fourth, keep a written note of the orientation.
The federal page requires employers to instruct each employee in recognizing and avoiding unsafe conditions and applicable regulations. Legal Information Institute
What safety instructions to record for a new worker
Record four specific checks when a new worker starts on site. First, note that you instructed the worker on the recognition and avoidance of unsafe conditions and the regulations applicable to their work environment, as required by the federal standard for safety training and education Legal Information Institute. Second, document that you directed the worker to read the Code of Safe Practices, which is the specific action California requires when workers are first employed California Department of Industrial Relations. Third, record how, where, and when to report injuries, including the location of first-aid facilities Washington State Legislature. Fourth, keep a written note of the orientation, as CCOHS recommends providing written information that outlines the points covered in orientation sessions CCOHS.
These four items form the core of your first-day record. The federal rule focuses on the content of the instruction regarding hazards and regulations. The California rule adds the specific direction to read the Code of Safe Practices. The Washington rule specifies the injury reporting details, including first-aid location. The Canadian guidance emphasizes the written record of the orientation itself.
The federal instruction covers the recognition and avoidance of unsafe conditions. The California instruction is given when workers are first employed. The Washington instruction includes how, where, and when to report injuries. The Canadian guidance suggests providing written information outlining the orientation points. Each source has its own specific requirement. Your record should reflect the specific instruction you gave based on these requirements.
What the federal and California pages say to teach
The federal rule for safety training and education requires the employer to instruct each employee in the recognition and avoidance of unsafe conditions and the regulations applicable to his work environment to control or eliminate any hazards or other exposure to illness or injury, according to Legal Information Institute. If the new worker will handle or use poisons, caustics, and other harmful substances, the federal page states they shall be instructed regarding the safe handling and use, and be made aware of the potential hazards, personal hygiene, and personal protective measures required, according to Legal Information Institute. For job site areas where harmful plants or animals are present, employees who may be exposed shall be instructed regarding the potential hazards, and how to avoid injury, and the first aid procedures to be used in the event of injury, according to Legal Information Institute.
California’s Title 8, Section 1510 adds a specific timing requirement for when workers are first employed. The page states they shall be given instructions regarding the hazards and safety precautions applicable to the type of work in question and directed to read the Code of Safe Practices, according to California Department of Industrial Relations. This directive to read the Code of Safe Practices is distinct from the federal requirement to instruct on recognition and avoidance; the California page explicitly requires the worker to be directed to read that specific document. Additionally, the California page notes that the employer shall permit only qualified persons to operate equipment and machinery, according to California Department of Industrial Relations. When recording the first-day instructions, note whether the worker was directed to read the Code of Safe Practices as required by the California page. Do not assume that a general verbal warning covers the specific directive to read the Code. The federal page focuses on the content of the instruction—recognition, avoidance, and regulations—while the California page specifies the action of directing the worker to a written code. Record both the topics covered and the specific document the worker was directed to read. If the worker is not qualified to operate equipment, the California page requires the employer to restrict operation to qualified persons, according to California Department of Industrial Relations.
What the Washington page says to include
The page lists how, where, and when to report injuries, including instruction as to the location of first-aid facilities, according to Washington State Legislature. You must point the worker to the exact spot for first aid and explain the timing for reporting an injury (see Recordable jobsite injuries: 6 Federal Tests). Do not assume the worker knows where the first-aid kit is or who to call.
The same page requires that you outline each accident-prevention program in written format, according to Washington State Legislature. A verbal summary is not enough. The program must exist in writing. If you have a written accident-prevention plan, hand it to the new worker or point them to where it is kept. The rule is clear: the program is written. If you do not have a written outline, create one before the next new worker arrives.
WAC 296-155-110 also requires identification of the hazardous gases, chemicals, or materials involved along with the instructions on the safe use and emergency action following accidental exposure, according to Washington State Legislature. This means you must name the specific hazards on the site. If the worker will handle solvents, name them. If they will work near welding fumes, say so (see Hot-work handoff: 6 checks before the crew welds). Then explain the safe use and what to do if exposure happens. Do not leave this to general safety posters. The orientation must identify the materials and the emergency steps.
The page also notes that the employer is in compliance with the requirements of WAC 296-800-140 Accident prevention program, and WAC 296-800-130, Safety committees and safety meetings, according to Washington State Legislature. This is a cross-reference to other Washington sections. Do not claim that this page contains the full rules from WAC 296-800-140 or WAC 296-800-130. Keep your orientation focused on what WAC 296-155-110 directly requires: injury reporting, written program, and hazardous materials identification.
A filled reference table of each publisher's instruction rule
The table below lists the specific instruction rule from each source, one row for each publisher.
| Publisher | Instruction Rule | Source Page Title |
|---|---|---|
| Legal Information Institute | Instruct each employee in the recognition and avoidance of unsafe conditions and the regulations applicable to his work environment to control or eliminate any hazards or other exposure to illness or injury. | 29 CFR § 1926.21 - Safety training and education. |
| California Department of Industrial Relations | When workers are first employed they shall be given instructions regarding the hazards and safety precautions applicable to the type of work in question and directed to read the Code of Safe Practices. | California Code of Regulations, Title 8, Section 1510. Safety Instructions for Employees. |
| Washington State Legislature | How, where, and when to report injuries, including instruction as to the location of first-aid facilities. | WAC 296-155-110 |
| CCOHS | Rules must be explained to new workers when they start work or if they are transferred or retrained. | CCOHS: Health and Safety Program - General Elements |
According to Legal Information Institute, the employer shall instruct each employee in the recognition and avoidance of unsafe conditions. According to California Department of Industrial Relations, workers first employed shall be given instructions regarding hazards and safety precautions. According to CCOHS, rules must be explained to new workers when they start work.
What the Canadian page says to write down and repeat later
CCOHS guidance directs that health and safety education should start with worker orientation when a worker joins the organization or is transferred to a new job, according to CCOHS. The page specifies that rules must be explained to new workers when they start work or if they are transferred or retrained, according to CCOHS.
To document this process, the page suggests providing written information that outlines the points covered in the orientation sessions, according to CCOHS. This written note serves as the record of what was communicated during the initial orientation. It is distinct from the verbal instruction itself and provides a reference for the worker.
The guidance also calls for refresher, annual, or periodic education and training to ensure skills and knowledge, according to CCOHS. This indicates that the initial orientation is not the final step in safety communication. Supervisors should plan for later sessions that revisit key points to maintain proficiency.
For supervisors specifically, CSA Standard Z1001-18, Occupational Health and Safety Training, outlines suggested training, according to CCOHS.
Illustrative example of a four-line note
A supervisor writes four lines for one new worker before work starts. The first line notes instruction on the recognition and avoidance of unsafe conditions and the regulations that apply to the work. The second line notes that the worker was directed to read the Code of Safe Practices. The third line notes how, where, and when to report an injury, including the location of first aid. The fourth line is written information that outlines the points covered. The note names no company and no product. Copy the same four lines for the next new worker.
A blank record for the new worker
| Check | Note |
|---|---|
| Example | Hazards covered, safe-practice sheet, injury reporting, and a written orientation note |
This worksheet serves as a concrete record of the orientation provided (see Construction Daily Log Checklist for Supervisors). It ensures that the verbal instructions given during the initial meeting are documented alongside the specific regulatory requirements cited.
This helps to ensure that all critical elements are addressed.
Do this before you leave the site today
Write the name of the worker and the date next to the rule you applied.
FAQ about new-worker safety instructions
What must the federal page's employer instruct each employee to recognize?
The federal page requires the employer to instruct each employee in the recognition and avoidance of unsafe conditions. It also requires instruction on the regulations applicable to the employee's work environment, according to Legal Information Institute. This instruction aims to control or eliminate hazards or other exposures to illness or injury.
When does the California page say the instructions are given?
The California page states that instructions are given when workers are first employed. At that time, workers must receive instructions regarding hazards and safety precautions applicable to the type of work in question, according to California Department of Industrial Relations. They must also be directed to read the Code of Safe Practices.
What injury-report detail does the Washington page include?
It specifically requires instruction as to the location of first-aid facilities, according to Washington State Legislature.
When does the Canadian page say rules are explained to a new worker?
The Canadian page says rules must be explained to new workers when they start work. It also states that rules must be explained if workers are transferred or retrained, according to CCOHS.
What training standard number does the Canadian page name for supervisors?
The Canadian page names CSA Standard Z1001-18, Occupational Health and Safety Training. This standard outlines suggested training for supervisors, according to CCOHS.