Product Overview

Summary: This Safe Operating Procedure sets out a clear, repeatable process for obtaining all necessary permits and approvals for large moves, including oversized loads, heavy equipment relocations and major internal moves. It helps Australian businesses coordinate safely with regulators, utilities and site stakeholders, reducing disruption, managing WHS risks and ensuring every move is fully compliant before it begins.

Large moves – such as transporting oversize loads on public roads, relocating plant and equipment, or undertaking major internal office or warehouse moves – carry significant safety, regulatory and operational risks. Missing a permit, overlooking a utility clearance, or failing to communicate with the right authority can result in last‑minute cancellations, unsafe conditions, traffic incidents, damage to assets and costly project delays. This Safe Operating Procedure provides a structured, step‑by‑step framework to ensure all required permits and approvals are identified, obtained, documented and communicated before any large move takes place.

Tailored for Australian workplaces, the procedure guides you through scoping the move, assessing WHS and public safety implications, determining which road, council, utility and site permits are required, and coordinating with regulators such as state road authorities and local councils. It embeds WHS due diligence into the permitting process, linking approvals to risk assessments, traffic management plans, lifting plans and communication protocols. By implementing this SOP, businesses can demonstrate compliance with WHS legislation and road transport requirements, reduce the likelihood of incidents, and provide assurance to clients, contractors and regulators that every large move is planned, authorised and controlled.

This document is particularly valuable for organisations that conduct infrequent large moves and may not have in‑house permitting expertise, as well as for larger businesses seeking to standardise their approach across multiple sites and projects. It supports better coordination between project, logistics and safety teams, provides a clear audit trail of permits and approvals, and helps protect your organisation’s reputation by preventing unapproved or unsafe moves.

Key Benefits

• Ensure all required permits, approvals and notifications are identified and obtained before any large move commences.
• Reduce the risk of safety incidents, traffic disruptions and asset damage by integrating WHS risk controls into the permitting process.
• Streamline communication and coordination with road authorities, councils, utilities, building management and other stakeholders.
• Demonstrate compliance with Australian WHS, road transport and local government requirements through a clear, auditable process.
• Standardise planning and documentation for large moves across multiple sites, contractors and project teams.

Who is this for?

• Operations Managers
• Project Managers
• Logistics and Transport Coordinators
• Facilities Managers
• Construction Site Supervisors
• WHS Managers and Advisors
• Removal and Relocation Contractors
• Warehouse and Distribution Centre Managers
• Civil and Infrastructure Project Engineers
• Event and Production Managers

Hazards Addressed

• Vehicle collisions and traffic incidents involving oversize or heavy loads
• Contact with overhead or underground services (power lines, communications, gas, water)
• Crush injuries and struck‑by incidents during loading, unloading and manoeuvring of large items
• Structural damage to roads, bridges, buildings and loading areas due to excessive weight or dimensions
• Public safety risks to pedestrians, road users and nearby businesses during moves in public or shared spaces
• Uncontrolled interaction between mobile plant, pedestrians and other vehicles on worksites
• Manual handling and musculoskeletal injuries during poorly planned internal moves

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions (Large Moves, Oversize Loads, Permits and Approvals)
• 3.0 Roles and Responsibilities
• 4.0 Pre‑Move Planning and Risk Assessment Requirements
• 5.0 Identifying Permit and Approval Requirements
• 6.0 Road and Transport Authority Permits (Oversize/Overmass, Escorts, Curfews)
• 7.0 Local Council, Building Management and Site Access Approvals
• 8.0 Utility and Service Provider Clearances (Overhead and Underground Services)
• 9.0 Documentation Required (Plans, Drawings, Load Details, Insurances)
• 10.0 Permit Application Process and Timeframes
• 11.0 Communication and Stakeholder Notification Procedures
• 12.0 Integration with Traffic Management Plans and Lift/Move Plans
• 13.0 Verification of Permits, Conditions and Validity Prior to Move
• 14.0 Recordkeeping, Version Control and Audit Trail
• 15.0 Non‑Compliance, Variations and Escalation Process
• 16.0 Training and Competency Requirements
• 17.0 Review, Continuous Improvement and Lessons Learned

Legislation & References

• Work Health and Safety Act 2011 (Cth and state/territory equivalents)
• Work Health and Safety Regulation 2011 (and state/territory equivalents)
• Heavy Vehicle National Law (HVNL) and associated regulations
• National Heavy Vehicle Regulator (NHVR) – Oversize Overmass (OSOM) permit requirements and guidelines
• Austroads Guidelines for Oversize and Overmass Vehicles
• AS 3845.1: Road safety barrier systems and devices
• Safe Work Australia – Code of Practice: Managing the risks of plant in the workplace
• Safe Work Australia – Code of Practice: Traffic Management in Workplaces (where adopted by jurisdiction)
• AS/NZS ISO 45001: Occupational health and safety management systems