Toolbox Talk Checklist
Download your toolbox talk checklist
Please fill out the form below to access your free toolbox talk checklist download.
About this toolbox talk checklist
A toolbox talk checklist keeps your safety briefings consistent, practical, and evidenced — even when the shift is busy. Instead of relying on memory (or hoping messages get passed on), you can confirm the plan, the risks, the controls, and the actions in one place.
Use this checklist before work starts, during the talk, and at close-out. It includes preparation checks, in-process checks, clear escalation criteria, and the follow-through that stops the same issues coming back tomorrow.
What this toolbox talk checklist covers
- Pre-talk preparation: topic, materials, attendance, and site conditions
- In-talk checks: scope, hazards, critical controls, PPE, permits, and understanding
- Escalation criteria: when to stop work and who to escalate to
- Close-out: attendance, actions, reporting, and sign-off
When to use it
This checklist works for daily start-of-shift briefings, job-specific toolbox talks, contractor briefings, and any time the work scope changes. If your operation has permits, isolations, or safety-critical steps, it helps you confirm they’re in place before anyone starts.
How to run a better toolbox talk (without making it longer)
- Make it about today — link the talk to the actual tasks and conditions, not a generic topic.
- Call out the critical controls — the few controls that must never fail.
- Check understanding — ask people to explain back the plan or the stop-work trigger.
- Turn comms into action — log actions with an owner and due date while you’re still together.
Escalation criteria you shouldn’t negotiate
If a critical control is missing, a required permit or isolation is not in place, or conditions have changed since the briefing, stop and escalate. A toolbox talk is only useful if it changes what happens next — and that includes choosing not to start until it’s safe.
Stop guessing. Start knowing.
When toolbox talks live in a structured checklist, you get more than a tick-box record. You get visibility into repeat issues, where controls fail, and which sites or teams need support — while the frontline gets clear direction in the moment.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this toolbox talk checklist:
Before the toolbox talk (10)
Get set up so the talk is relevant, evidenced, and easy to act on.
-
Yes/No
Date, time and location confirmed
Make sure it works for the shift pattern and doesn’t clash with peak activity.
-
Person
Toolbox talk leader assigned
Name the person responsible for delivery and follow-up actions.
-
Yes/No
Topic defined and relevant to today’s work
Tie it to current tasks, recent incidents, seasonal risks, or changes in process.
-
Yes/No
Relevant risk assessment or method statement available
Have the latest version ready so you can reference the exact controls.
-
Yes/No
Recent incidents and near misses checked
Bring one or two real examples to make the risks concrete.
-
Yes/No
Attendance list prepared
Include agency staff, contractors, and anyone joining the task later.
-
Yes/No
Materials ready
Any visuals, PPE examples, permits, or quick prompts you plan to use.
-
Yes/No
Language and accessibility needs checked
Plan translation, simplified wording, or extra time where needed.
-
Yes/No
Site conditions checked
Weather, access, lighting, housekeeping, and any changes since last shift.
-
Number
Expected duration (minutes)
Keep it tight and practical — aim for 5–15 minutes unless the risk requires more.
During the toolbox talk (12)
Confirm understanding, capture issues, and agree what changes today.
-
Yes/No
Purpose explained in plain English
What’s the risk, what’s changing, and what ‘good’ looks like today.
-
Yes/No
Today’s work scope confirmed
Confirm the tasks, sequence, and who is doing what.
-
Yes/No
Key hazards covered
Focus on the hazards most likely to cause harm today, not a generic list.
-
Yes/No
Controls and safe system of work confirmed
Explain the critical controls and what to do if they’re not in place.
-
Yes/No
PPE requirements confirmed
Specify what PPE is mandatory and why. Confirm availability and fit.
-
Yes/No
Tools and equipment fit for use confirmed
Call out any pre-use checks required for the task.
-
Dropdown
Permits or isolations required today
Select what applies. If any are required, confirm they are in place before work starts.
-
Yes/No
Emergency procedures reviewed
Nearest exits, muster point, first aider, and how to raise the alarm.
-
Yes/No
Stop-work trigger explained
Make it explicit: anyone can stop work if controls fail or conditions change.
-
Yes/No
Questions invited and answered
Check for understanding — don’t just ask ‘any questions?’ and move on.
-
Vibe
Team confidence in the plan
Capture the room’s confidence level. Low confidence means something needs fixing before work continues.
-
Yes/No
Actions agreed
Any changes to the plan, extra controls, or follow-ups needed.
Escalation criteria (8)
Know when to pause, escalate, and get the right support — before an incident happens.
-
Yes/No
Any critical control missing or not working
If yes, stop work and escalate immediately.
-
Yes/No
Unsafe site conditions identified
Examples: poor housekeeping, blocked access, unstable ground, poor lighting, weather risk.
-
Yes/No
Required permit or isolation not in place
If yes, do not start the task. Escalate to the responsible manager or permit issuer.
-
Yes/No
Someone is not competent or not authorised for the task
If yes, reassign work or provide supervision and escalate as needed.
-
Yes/No
PPE unavailable, incorrect, or not fit for purpose
If yes, stop and resolve before work continues.
-
Yes/No
Change in scope or conditions since the talk
If yes, pause and re-brief the team. Update controls and permits if required.
-
Person
Escalation contact for today
Who to call if work needs to stop or extra support is required.
-
Text
Escalation notes
Record what was escalated, to whom, and what decision was made.
Close-out and records (7)
Capture evidence, follow through on actions, and reduce repeat issues.
-
Yes/No
Attendance captured
Include late joiners. Record who needs a catch-up briefing.
-
Text
Anyone absent or needing a catch-up
List names and how/when they will be briefed before starting work.
-
Yes/No
Actions logged with owner and due date
If it matters, it gets an owner and a deadline.
-
Number
Number of actions raised
Use this to spot repeat issues and where the process is failing.
-
Yes/No
Any near miss or hazard reported as a result of the talk
If yes, make sure it’s recorded through the correct reporting route.
-
Text
Toolbox talk summary
One short paragraph: what was covered, key risks, and what changed.
-
Signature
Toolbox talk leader signature
Confirms the talk was delivered and the record is accurate.