Quick answer: Before starting on a construction or work site in Australia, a business typically needs a site-specific SWMS for any high-risk construction work, signed site induction records, worker White Cards and licences, plant pre-start checklists, relevant insurance certificates, and any documentation required by the principal contractor's WHS management system.
Last reviewed: June 2026 by the BlueSafe Technical Team. Reflects current Model WHS Act and Model WHS Regulations.
Getting the paperwork right before you set foot on site is not just a compliance exercise — it protects your workers, protects your business, and keeps the job moving. Principal contractors are increasingly thorough about checking that subcontractors have the right documents in place before they mobilise, and WHS inspectors can request to see safety documentation at any time.
This guide explains which documents you should have ready before work begins, who is responsible for each one, and what the principal contractor is likely to ask for when you first arrive on site.
At a glance
| Topic | What to know |
|---|---|
| When documents are needed | Before any worker begins work on site — not on the first day, if possible |
| Key document types | SWMS, induction records, licences, plant records, insurance certificates |
| Subcontractor vs principal contractor | Both have documentation obligations; the PC sets the site requirements |
| Minimum requirements | WHS Act and WHS Regulations set the floor; principal contractors often go further |
The WHS Regulations set the minimum legal requirements. In practice, most commercial principal contractors have their own subcontractor WHS requirements that go beyond the legal minimum. It pays to contact the site manager before you mobilise to find out exactly what is required.
Documents typically required before work starts
| Document | Who Needs It | Why It's Needed |
|---|---|---|
| Safe Work Method Statement (SWMS) | Any business carrying out high-risk construction work | Required by WHS Regulations before HRCW begins; must be available on site and followed |
| Site-specific risk assessment | All businesses depending on site requirements | Documents hazard identification for the specific job and scope of work |
| Site induction records | All workers | Proof that each worker has been through the principal contractor's site induction |
| Company induction records | All workers | Proof that workers have completed the employer's own WHS induction |
| General Construction Induction Card (White Card) | All construction workers | Mandatory evidence of general construction training |
| Relevant trade licences | Licensed trades (electricians, plumbers, gas fitters, high-risk work operators) | Proof of competency to perform licensed or high-risk work |
| Plant pre-start checklists | Anyone operating plant and equipment on site | Evidence that plant was checked as safe before use |
| Plant registration certificate | Operator of registrable plant | Required for cranes, EWPs, forklifts, and other registrable plant under WHS Regulations |
| Emergency plan or emergency contact list | All businesses | Workers must know what to do and who to call in an emergency |
| Traffic management plan | Businesses working in or near traffic | Mandatory where work creates a risk from vehicle or pedestrian movement |
| Company WHS policy | Usually required by principal contractors | Demonstrates the business has a documented commitment to WHS management |
| Public liability insurance certificate of currency | All businesses on a commercial site | Protects against third-party claims; almost universally required before mobilising |
| Workers compensation insurance certificate of currency | All employers | Required by law; principal contractors check this before allowing workers on site |
SWMS before work starts
A Safe Work Method Statement must be prepared before high-risk construction work begins. This is not optional — it is a legal requirement under the WHS Regulations.
The SWMS must:
- Identify the high-risk construction work (HRCW) activity being carried out
- Identify the hazards and risks associated with that work
- Describe the control measures that will be used to eliminate or minimise those risks
- Explain how those controls will be implemented, monitored, and reviewed
The SWMS must also be site-specific. A generic template that has not been adapted to reflect the actual site conditions, scope of work, and hazards present does not meet the standard required.
Workers must be consulted in the development of the SWMS and must sign or otherwise acknowledge that they have read and understood it before work begins. The SWMS must be kept available on site during the work so it can be referenced if conditions change and reviewed by inspectors if requested.
If there are multiple HRCW activities involved in the job — for example, working at height, operating a crane, and working in an excavation — a separate SWMS is generally required for each distinct activity.
Site induction and worker records
Every worker must complete a site-specific induction before they start work on a new site. This is separate from the General Construction Induction (White Card), which is a one-time qualification. The site induction covers the specific hazards, emergency procedures, site rules, and layout of the actual site they are about to work on.
The principal contractor is responsible for delivering the site induction. The subcontractor is responsible for making sure their workers attend it and for keeping records.
Documents that should be in order before workers go on site include:
- White Card — the General Construction Induction Card for every worker. This is non-negotiable on any construction site.
- Signed site induction record — the principal contractor's induction register, signed by each worker after completing the site induction.
- Company induction record — most employers are expected to have also put workers through their own WHS induction covering the company's policies, procedures, and reporting processes.
- Trade licences — if work requires a licence (electrical work, plumbing, gas fitting, or high-risk work such as scaffolding, dogging, or rigging), copies of current licences should be available on site.
Keep induction records for at least the duration of the project and ideally for several years after. If an incident occurs, these records become important evidence.
Plant and equipment documents
Any plant and equipment brought to site needs to be documented before use. Regulators and principal contractors expect to see evidence that plant is safe, registered where required, and being checked before each shift.
Pre-start checklists should be completed at the start of each day or shift for any plant used on site. This includes vehicles, forklifts, elevated work platforms, compactors, and other mobile or powered equipment. The checklist confirms that the operator inspected the plant before use and identified any faults. Records should be kept on site.
Plant registration certificates are required for registrable plant under the WHS Regulations. Registration requirements vary by state and territory, but they typically cover:
- Cranes and hoists
- Elevated work platforms (EWPs) over a certain height
- Forklifts and reach stackers
- Pressure vessels and boilers
Before bringing registrable plant to site, confirm that the registration is current and that the certificate is available for inspection.
Operator licences for high-risk plant — such as cranes, EWPs, forklifts, and certain types of scaffolding — are required by law. Workers must hold the appropriate high-risk work licence for the class of plant they are operating.
What the principal contractor typically requires from subcontractors
Principal contractors have their own WHS management systems and typically require subcontractors to submit a documentation package before they are approved to commence work on site. While requirements vary between principal contractors and project types, the following are commonly requested:
- Company WHS policy — a signed, dated policy showing management commitment to WHS
- SWMS for every high-risk construction work activity planned for the job
- Evidence of worker inductions — White Card copies and records of completed site and company inductions
- Worker licences — copies of trade licences and high-risk work licences relevant to the scope of work
- Plant pre-start checklists and registration certificates — for all plant and equipment to be used on site
- Emergency contact list — the subcontractor's own emergency contacts and procedures
- Public liability insurance certificate of currency — typically with a minimum cover level specified in the contract
- Workers compensation insurance certificate of currency — confirming coverage for all workers employed on the project
Some principal contractors also require a subcontractor WHS management plan, a site-specific risk register, or completion of a pre-qualification process before work is approved. Read the contract and any subcontractor deed carefully — the documentation requirements are often set out there in detail.
Pre-start checklist
Use this checklist before mobilising to any new construction or commercial work site.
SWMS and risk assessment
- SWMS prepared for each HRCW activity on this job
- SWMS is site-specific and reflects actual site conditions
- Workers have been consulted and have signed the SWMS
- SWMS is accessible on site
Worker records
- All workers hold a valid White Card
- Site inductions completed and records signed
- Company inductions completed and records on file
- Trade licences and high-risk work licences copied and available
Plant and equipment
- Pre-start checklists prepared and ready for use
- Plant registration certificates current and on site
- Operator licences held by relevant workers
Site safety documents
- Emergency plan or emergency contact list prepared
- Traffic management plan in place (if applicable)
- Company WHS policy available
Insurance
- Public liability certificate of currency obtained
- Workers compensation certificate of currency obtained
Principal contractor requirements
- Subcontractor WHS documentation package submitted and approved
- Site access confirmed with principal contractor or site manager
Example scenario
A concreting subcontractor is about to start work on a multi-storey commercial construction site. They have been engaged by the principal contractor to carry out ground floor slab and formwork.
Before mobilising, the business owner:
- Completes a SWMS covering formwork erection (which involves working at height and structural loading — both HRCW activities), confirms the crew has read and signed it, and places a copy in the site folder.
- Collects copies of each worker's White Card and trade licences, and confirms the crew is booked in for the principal contractor's site induction on day one.
- Checks that the concrete pump they are bringing to site has a current registration certificate and that pre-start checklists are ready to complete each morning.
- Emails the principal contractor's site coordinator the subcontractor WHS package — which includes the SWMS, WHS policy, induction records, insurance certificates, and plant registration — and waits for written confirmation that it has been accepted before the crew turns up.
- Confirms the site has an emergency plan in place and that his workers know the assembly point and emergency contact numbers from the induction.
When the SafeWork inspector visits on day two, the site supervisor can immediately produce the SWMS, signed induction records, White Cards, and plant pre-start checklists. The subcontractor has no issues.
Frequently asked questions
What documents do I need before starting on a construction site?
As a minimum, you need a completed SWMS for any high-risk construction work, signed site induction records, copies of worker White Cards and relevant licences, plant pre-start checklists and registration certificates, and proof of public liability and workers compensation insurance. The principal contractor may have additional requirements.
Who provides the site induction?
The principal contractor is responsible for delivering the site-specific induction before any worker begins work on the site. The subcontractor's obligation is to make sure their workers attend and to keep records of who has been inducted.
Do I need SWMS before I start work?
Yes. A SWMS must be prepared before high-risk construction work begins. The WHS Regulations require it to be available on site and followed during the work. Starting HRCW without a valid, site-specific SWMS in place is a breach of the Regulations.
What does the principal contractor need from subcontractors?
Principal contractors typically require a WHS documentation package before a subcontractor mobilises to site. This usually includes the company WHS policy, SWMS for all high-risk work, evidence of worker inductions and licences, plant and equipment records, and certificates of currency for public liability and workers compensation insurance.
Get the right documents sorted before you start
Having the right WHS documents in place before you start on site protects your workers, keeps the job on track, and demonstrates to the principal contractor and any inspector that your business takes safety seriously.
BlueSafe's online platform makes it straightforward to build, store, and manage your SWMS and other WHS documents in one place — so everything is ready before you mobilise.
This guide provides general information only. Document requirements before starting on site will vary depending on the nature of the project, the principal contractor's requirements and the applicable state or territory WHS legislation.