Quick answer: A warehouse business in Australia generally needs a WHS policy, traffic management plan, forklift pre-start checklists and plant licences register, racking inspection records, manual handling risk assessments, a chemical register and Safety Data Sheets, site induction records, an emergency plan, an incident register, and SWMS where relevant high-hazard tasks are involved. The interaction between forklifts and pedestrians is the single greatest risk in most warehouses — documents that address traffic management are therefore a priority.
Last reviewed: 12 June 2026
WHS documentation is a legal and operational obligation for warehouse businesses in Australia. Whether you operate a small storage facility, a busy distribution centre, or a third-party logistics site, the duty to identify hazards, manage risks, and keep records applies. Yet many warehouse operators are uncertain which documents are mandatory, which are best practice, and where to start.
This guide sets out the core WHS documents that warehouse businesses typically need, explains what each document does, and highlights the risks that make warehouse documentation particularly important.
Note: WHS legislation in Australia is based on the model Work Health and Safety Act 2011 developed by Safe Work Australia, but each state and territory has its own laws and regulators. Always check the requirements in your jurisdiction.
At a glance
| Warehouse operation type | Key additional obligations |
|---|---|
| Any warehouse with forklifts | Traffic management plan, forklift pre-start checklists, plant licences register |
| Warehouses storing hazardous chemicals | Chemical register, Safety Data Sheets, spill response procedures |
| High-bay or racking storage | Racking inspection records, load limit signage |
| Operations involving contractors or loading dock work | SWMS, contractor management, loading dock procedures |
| Employer (with workers) | Training register, return-to-work program, toolbox talk records |
Core WHS documents required
The following table summarises the documents most commonly required or expected for a warehouse business operating in Australia.
| Document | Why it is needed |
|---|---|
| WHS Policy | Demonstrates leadership commitment to health and safety; required under the WHS Act for businesses with workers |
| Traffic Management Plan | Documents how forklift and pedestrian movement is separated and managed across the site |
| Forklift Pre-Start Checklists | Records that each forklift has been inspected before use; supports plant maintenance and due diligence |
| Plant and Equipment Register (including licences) | Tracks registered plant, inspection status, and whether operators hold current high risk work licences |
| Racking Inspection Records | Documents scheduled and post-impact inspections of pallet racking and storage systems |
| Manual Handling Risk Assessments | Identifies manual handling hazards and the controls in place to reduce musculoskeletal injury risk |
| Chemical Register and Safety Data Sheets (SDS) | Required for any hazardous chemicals on site; supports safe storage, handling, and emergency response |
| Site Induction Records | Demonstrates all workers, contractors, and visitors have received site-specific safety information |
| Emergency Plan | Sets out emergency response procedures, evacuation routes, assembly points, and warden responsibilities |
| Incident Register | Records all incidents, near misses, and injuries; supports investigation and regulatory reporting |
| Training Register | Records qualifications, licences, and training completed by workers |
| Hazard / Risk Register | Documents identified hazards, risk ratings, and controls across the warehouse |
| SWMS (where relevant) | Required for high risk construction work activities; recommended for other high-hazard tasks |
| Toolbox Talk Records | Documents safety briefings conducted with workers |
| First Aid Register | Records first aid treatment provided on site |
The key risk: forklift and pedestrian interaction
In any warehouse where forklifts and people share the same space, the risk of a serious collision is ever-present. Safe Work Australia data consistently identifies forklift incidents — including pedestrian strikes, tip-overs, and crush injuries — as a leading cause of workplace fatalities and serious injuries in the transport and storage sector.
This is why the traffic management plan is arguably the most important operational WHS document in a warehouse context. It does not just describe what is supposed to happen — it locks in physical and procedural controls that keep forklifts and pedestrians separated.
A well-prepared traffic management plan for a warehouse typically covers:
- Designated forklift travel lanes and pedestrian walkways, with clear line markings and signage
- Speed limits within the facility
- Rules for forklift and pedestrian interaction at intersections, doorways, and loading docks
- Entry and exit procedures at the loading dock
- Rules for visitors and contractors on foot
- Procedures for reversing and blind-corner movements
- Any traffic management devices in place (mirrors, barriers, flashing lights, pedestrian gates)
The traffic management plan should be reviewed whenever the layout of the facility changes, new equipment is introduced, or an incident involving a forklift or pedestrian occurs.
Forklift documents and plant registers
Forklift pre-start checklists
A pre-start checklist is completed by the operator before using a forklift at the start of each shift. It typically covers fluid levels, tyres and forks, mast operation, lights, horn, seatbelt, and a visual check for damage. Pre-start records are retained as evidence that the plant is being maintained and that defects are being identified and actioned.
If a forklift fails a pre-start check, it must be taken out of service immediately. The fault should be recorded and reported, and the forklift must not be returned to use until repairs are completed and verified.
Plant and equipment register
Any warehouse using forklifts, elevated work platforms, cranes, or other registered plant is required to keep records of that plant. The plant and equipment register typically captures:
- Plant type, make, model, and registration details
- The date of the last inspection and the next scheduled inspection
- The name of the person responsible for each item of plant
- Any maintenance or repair history
Forklift operation in Australia requires a high risk work (HRW) licence — a forklift truck (LF) licence issued by the relevant state or territory regulator. The plant and equipment register (or a separate training register) should record the licence number and expiry date for each licenced operator.
Racking inspection records
Pallet racking is subject to significant mechanical stress in high-throughput warehouse environments. Forklift impacts — even minor ones — can compromise the structural integrity of racking systems over time. A racking collapse can cause serious injury or death and significant property damage.
Racking inspection records document:
- The date and scope of each inspection
- The name and competency of the person who conducted the inspection
- Any damage or defects identified
- The actions taken in response (repair, load reduction, tagging out of service)
Racking inspections should be carried out by a competent person at least annually, and after any forklift impact or visible damage event. Many operators also build a visual racking check into their regular housekeeping routines. Damaged racking bays should be clearly tagged and taken out of use until repaired.
Manual handling risk assessments
Manual handling injuries — including strains, sprains, and musculoskeletal disorders — are among the most common workplace injuries in the warehousing sector. Workers who regularly lift, carry, push, or pull loads are at risk, particularly in environments without mechanical handling aids or where repetitive tasks are carried out across long shifts.
A manual handling risk assessment examines:
- The tasks involved (lifting, lowering, pushing, pulling, carrying, holding)
- The loads (weight, size, shape, and instability)
- The working environment (floor surfaces, space constraints, temperature)
- The worker (posture, repetition, frequency, individual capacity)
Controls should follow the hierarchy of risk controls — eliminating heavy manual tasks where possible through mechanical aids, redesigning tasks, or rotating workers. The risk assessment should be reviewed when tasks or loads change.
Chemical register and Safety Data Sheets
Many warehouses store, handle, or distribute hazardous chemicals — including cleaning products, aerosols, flammable liquids, solvents, and gases. Under the model WHS Regulations, a PCBU must ensure that a current Safety Data Sheet (SDS) is available for every hazardous chemical used, handled, or stored at the workplace.
The chemical register is a consolidated list of all hazardous chemicals on site. It typically records the product name, the supplier, the hazard classification, the location where it is stored, and the maximum quantity held. The register should be kept up to date as products change and must be accessible to workers and emergency services.
SDS documents are provided by the manufacturer or importer of the chemical. They must be current (generally no more than five years old) and must be readily accessible to workers who use or handle the product.
SWMS and risk assessments for warehouse tasks
Most routine warehouse operations — forklift operation, manual picking, stock replenishment — are not classified as high risk construction work (HRCW) and therefore do not legally require a SWMS. However, certain warehouse tasks may trigger the HRCW requirement, including:
- Work at heights above 2 metres (e.g. maintenance on elevated racking, work on mezzanine platforms)
- Work in or around confined spaces (e.g. storage tanks, enclosed loading bays)
- Demolition or structural modifications to the facility
- Maintenance or installation work involving energised electrical equipment
Warehouse operators should also consider preparing SWMS or detailed safe work procedures for higher-hazard non-HRCW tasks — such as loading dock operations, operating elevated work platforms, working in freezer or cool rooms, or any task involving contractors working alongside operational warehouse activities.
For guidance on when SWMS are required in a warehouse context, see the Warehouse SWMS Guide. For loading dock-specific requirements, see the Loading Dock SWMS Selection Guide.
Induction and training records
Site induction records
Every worker, contractor, and regular visitor should complete a site-specific induction before commencing work or accessing operational areas of the warehouse. The induction should cover site hazards, forklift and pedestrian traffic rules, emergency procedures, first aid locations, and any site-specific rules relevant to the work being carried out.
Induction records confirm that each individual has received this information. They are routinely requested by WHS inspectors and are important evidence in the event of an incident.
Training register
The training register records the qualifications, licences, inductions, and competency assessments completed by each worker. In a warehouse context, this typically includes:
- Forklift truck (LF) licence numbers and expiry dates for all licenced operators
- Any other high risk work licences held (e.g. order picker, reach truck endorsements where applicable)
- Manual handling training
- Dangerous goods handling training (where relevant)
- First aid certificates for designated first aiders
Emergency plan
Every workplace must have an emergency plan. For a warehouse, the emergency plan should address the specific hazards and layout of the facility, including:
- Evacuation routes and assembly points, accounting for the warehouse layout, racking aisles, and loading dock areas
- Procedures for chemical spills or releases of hazardous substances
- Procedures for forklift accidents or structural incidents (e.g. racking collapse)
- Fire response procedures, including the location of fire extinguishers appropriate for the types of hazards on site
- Warden and first aid responsibilities
- Emergency contact details for the relevant WHS regulator, emergency services, and management
The emergency plan should be tested via evacuation drills at least annually and reviewed whenever the facility layout or operations change significantly.
Incident register
All incidents, near misses, dangerous occurrences, and work-related illnesses must be recorded in the incident register. In a warehouse environment, this includes:
- Forklift incidents, near misses, and interactions with pedestrians
- Manual handling injuries
- Falls from height or slips and trips
- Racking damage events (even if no injury occurred)
- Chemical spills or exposures
- Equipment failures
Serious incidents — including fatalities, serious injuries, and dangerous occurrences — must be notified to the relevant state or territory WHS regulator as soon as possible. The incident register supports investigation, corrective action, and trend identification over time.
Example scenario
Consider a medium-sized distribution centre operating in Victoria with 20 warehouse workers across two shifts, four forklifts, and a high-bay racking system. The business would typically hold:
- A WHS policy covering the business's overall commitment to health and safety
- A traffic management plan with line-marked forklift lanes and pedestrian walkways throughout the facility, covering the loading dock and all internal movement
- Forklift pre-start checklists completed at the start of each shift for each forklift in operation, with completed records retained on file
- A plant and equipment register recording each forklift's registration, inspection history, and the LF licence details of each operator
- Racking inspection records from the most recent annual inspection by a competent person, plus records of any post-impact checks
- Manual handling risk assessments for key picking and replenishment tasks, with controls documented
- A chemical register and current SDS for cleaning products and any other hazardous substances held on site
- SWMS for any maintenance tasks involving work at heights on the racking or mezzanine
- Site induction records for all employees, labour hire workers, and regular contractors
- An emergency plan with evacuation maps posted throughout the facility and annual drill records on file
- An incident register maintained in real time, with any notifiable incidents reported to WorkSafe Victoria
- A training register recording each worker's LF licence, manual handling training, and induction status
- Toolbox talk records from regular safety briefings with the warehouse team
Frequently asked questions
Does a small warehouse or storage business need all of these documents?
Most of them, yes. Business size does not remove the fundamental duty of care obligations under the WHS Act. A WHS policy, forklift pre-start checklists, a traffic management plan, induction records, and an incident register are broadly expected regardless of how many workers you employ. Sole traders and small operations running forklifts in the same space as pedestrians have some of the same exposure as large distribution centres — the scale of the paperwork may be smaller, but the core documents remain relevant.
When is a SWMS required in a warehouse?
A Safe Work Method Statement (SWMS) is mandatory for high risk construction work (HRCW) activities. Most day-to-day warehouse operations — forklift operation, order picking, manual handling — are not classified as HRCW and therefore do not legally require a SWMS. However, a SWMS is good practice for higher-hazard warehouse tasks such as working at heights on elevated platforms, work in confined spaces (including storage tanks), loading dock operations involving contractors, and any maintenance or installation work that triggers an HRCW category. Many warehouse operators also prepare SWMS voluntarily for high-risk non-HRCW tasks as part of their risk management system.
How often should forklift pre-start checklists be completed?
A forklift pre-start check should be completed at the start of every shift in which the forklift is used — not once per day if multiple shifts share the same machine. The checklist should cover fluid levels, tyres, forks, mast, lights, horn, seatbelt, and any damage. Completed checklists should be retained as records. If a fault is identified, the forklift must be taken out of service until it is repaired. Pre-start records are routinely requested by WHS inspectors and are important evidence of due diligence.
How often should racking be inspected?
Pallet racking should be formally inspected by a competent person at least annually, and more frequently in high-throughput environments or after any forklift impact. Routine visual inspections should also be conducted regularly — many warehouse operators include a quick rack check in their weekly or daily housekeeping routines. Any damage — bent uprights, dislodged beam connectors, missing footplates — should be tagged, reported, and repaired promptly. The Storage Equipment Manufacturers' Association of Australia (SEMA) publishes guidance on racking inspection standards that is widely referenced in Australia.
Get your WHS documents in order
Blue Safe Online provides ready-to-use WHS document systems for Australian warehouse and logistics businesses. Whether you are setting up a WHS system from scratch, preparing for a site audit, or updating outdated documents, the Blue Safe Online platform gives you access to professionally prepared WHS policies, traffic management plans, forklift pre-start checklists, SWMS, registers, procedures, and more — tailored to the warehousing industry.
Browse warehouse WHS documents on Blue Safe Online
This guide provides general information only and does not replace legal advice or consultation with the relevant WHS regulator. WHS document requirements may vary by state or territory, the nature of your operations, the types of plant and chemicals on site, and any applicable codes of practice.