Quick answer: A WHS Policy states what your business is committed to (the "what"), while a Procedure explains how to carry it out (the "how"). Auditors and SafeWork Inspectors expect both — a policy alone is not enough to demonstrate a functioning safety management system.
Last reviewed: March 2026 by the BlueSafe Technical Team. Reflects current Model WHS Regulations.
When building a Work Health and Safety (WHS) Management System, two terms often get used interchangeably: Policies and Procedures. However, they are distinct documents with different purposes.
To pass a WHS audit or tender for government contracts, you need to demonstrate that you have both. A Policy without a Procedure is just a wish; a Procedure without a Policy lacks authority.
| Feature | Policy | Procedure |
|---|---|---|
| What it answers | "What are we committed to?" | "How do we do it?" |
| Length | Short, high-level | Detailed, step-by-step |
| Who signs it | Managing Director / CEO | Safety Manager / PCBU |
| Audience | Whole organisation | Workers and managers |
| Changes how often? | Rarely | When processes or legislation change |
| Example | Drug & Alcohol Policy | Drug & Alcohol Testing Procedure |
What is a Policy? (The "What")
A Policy is a statement of intent. It sets the "Rules" and the strategic direction of the company. It outlines what the company is committed to doing.
Policies are usually short, high-level documents signed by the Managing Director or CEO. They demonstrate leadership commitment to safety.
- Example: Drug and Alcohol Policy
- Statement: "ABC Construction has a zero-tolerance approach to the use of drugs and alcohol in the workplace to ensure the safety of all workers."
What is a Procedure? (The "How")
A Procedure is the operational instruction. It outlines the specific steps and processes required to implement the policy. It explains how the rules are enforced and managed day-to-day.
Procedures are detailed, step-by-step guides used by managers and workers.
- Example: Drug and Alcohol Testing Procedure
- Steps: "1. Random testing will be conducted monthly. 2. If a non-negative result is returned, the worker must stop work immediately. 3. A confirmatory test will be sent to the lab. 4. Disciplinary action will follow a positive result."
Why You Need Both
Auditors and SafeWork Inspectors look for the "Plan, Do, Check, Act" cycle.
- Policy (Plan): You have stated your commitment to safety.
- Procedure (Do): You have a process to make it happen.
- Records (Check): You have evidence (forms/checklists) that the procedure was followed.
If you have a policy that says "We consult with workers," but no procedure explaining how you consult (e.g., Toolbox Talks, Safety Committee), your system is incomplete.
Common Policies and Procedures Required
For a robust WHS Management System, you should typically have:
- WHS Policy & Responsibilities Procedure
- Risk Management Policy & Procedure
- Consultation & Communication Policy & Procedure
- Incident Reporting Policy & Procedure
- Emergency Response Policy & Procedure
State and Territory Variations
The information on this page is based on the Model WHS Regulations published by Safe Work Australia, which have been adopted (with minor variations) by most states and territories.
| Jurisdiction | WHS regulator | Key notes |
|---|---|---|
| NSW | SafeWork NSW | Adopted Model WHS Regulations |
| VIC | WorkSafe Victoria | Uses OHS Act 2004 — some terminology differs |
| QLD | Workplace Health and Safety Queensland | Adopted Model WHS Regulations |
| SA | SafeWork SA | Adopted Model WHS Regulations |
| WA | WorkSafe Western Australia | Adopted Model WHS Regulations (2022) |
| TAS | WorkSafe Tasmania | Adopted Model WHS Regulations |
| ACT | WorkSafe ACT | Adopted Model WHS Regulations |
| NT | NT WorkSafe | Adopted Model WHS Regulations |
Always verify requirements with your state regulator, as local codes of practice and guidance may impose additional obligations.
Related guides
- How to Run a Toolbox Talk
- Notifiable Incidents: What Must Be Reported to SafeWork
- WHS Compliance in Australia: Essential Guide
- What is a PCBU? Duties, Responsibilities and Legal Obligations
Frequently asked questions
What is the difference between a WHS policy and a procedure?
A policy is a high-level statement of intent (the "what") signed by senior leadership. A procedure is the step-by-step operational instruction (the "how") used by managers and workers day-to-day. Both are needed to show a functioning safety management system.
Do I need both a policy and a procedure?
Yes. A policy without a procedure has no operational process behind it. A procedure without a policy lacks the leadership authority that auditors look for. You need both to pass a WHS audit or tender for work.
What WHS policies are required by law?
The WHS Act does not list specific policy documents, but expects systems for risk management, consultation, incident reporting, and emergency response. Auditors typically expect documented policies and procedures for each area.
How do auditors check policies and procedures?
Auditors look for the Plan-Do-Check-Act cycle: a policy stating commitment, a procedure explaining how it works, and records proving it was followed. If any element is missing, the system is incomplete.
How to build your system the right way
Creating these documents from scratch can take weeks. BlueSafe provides complete, integrated WHS Management Systems that include all the necessary policies, procedures, and forms, fully aligned with Australian Standards and legislation.
Need a starting point? Browse WHS management systems or specialised management plans.