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    All templatesCompliance · 3 pages · Updated 19 October 2026

    Contractor Induction Record Template

    Three-page record of one site induction given to contractor workers: contractor company, site, date, trainer and job or permit reference; ten example topics as a checklist with room for site-specific ones (site rules, hazards, emergency arrangements and assembly point, reporting, permits and isolation, welfare, PPE, stop-work); the documents or competence evidence sighted; an attendee table with employer, role, competence or ticket sighted, language or support needs and a signature; how the trainer checked understanding; questions raised, follow-up items and sign-off. It records one induction event. It is not the contractor compliance record, which is kept once per contractor company over the whole job. Which documents you ask to see is for you, your contract and the rules that apply to decide, and a signature does not show understanding.

    What's inside

    Page 1: the induction and what was covered

    1. Induction details: contractor company, site or area, date, start and end time, trainer, job, order or permit reference, number of attendees, the work the attendees will do, the induction type (full induction, short for a repeat visit, refresher or after a change, late arrival added to this record, or other), the induction material and its version, and the language used with any interpreter or translated material
    2. Topics covered: ten example topics with a Covered box and a column for site-specific detail (site rules; site hazards and the risks of this job; emergency arrangements and assembly point; reporting incidents, near misses and hazards; permits and isolation; welfare facilities; PPE; stop-work; site contact and supervision; environmental and housekeeping rules), and three lines for site-specific topics of your own

    Page 2: who saw what, who attended, and how you checked

    1. Documents and competence sighted: five example items (method statement or risk assessment, permit or request for one, licences or tickets the work needs, training or competence evidence for equipment, identification or site pass) and two blank lines, each marked sighted, not sighted or not applicable, with a reference, expiry or note
    2. Attendees: twelve lines with name, employer, role on this job, competence or ticket sighted (yes or no), language or support needs and a signature
    3. Understanding check: how it was checked (own words, a walk to the assembly point and exits, questions, showing isolation or PPE use, interpreter or translated material), what was asked and what the answers showed, and anyone who did not show understanding and what was done

    Page 3: questions, follow-up and sign-off

    1. Questions and concerns raised by attendees: with the answer given or who will answer
    2. Follow-up items: eight lines with the item, the person concerned, owner, due date and when it was closed
    3. Sign-off: the trainer, the contractor's representative or supervisor and the site contact or reviewer, where the record is kept and for how long, and what it is linked to

    The topics, the documents list and the induction types are examples to change. One form records one induction event; the contractor compliance record covers the contractor company over the whole job.

    What requires or shapes this record

    No source opened for this page sets the layout of an induction record or says that a form like this one is required. What the sources do set are duties to give people the information they need. In Great Britain, CDM 2015 (construction work) asks a principal contractor to ensure a suitable site induction is provided, and asks a contractor to include a suitable site induction in the information it gives its workers where the principal contractor has not already provided one, and HSE's guidance says the induction should be site specific. The Management of Health and Safety at Work Regulations 1999, regulation 12, asks a host employer to give people from an outside undertaking comprehensible information on the risks arising from its own work. In the US, 29 CFR 1926.21(b) asks a construction employer to instruct each employee in the recognition and avoidance of unsafe conditions and in the regulations that apply to the work environment. CCOHS (Canada) publishes a sample orientation checklist for workers and says to customise it and to keep a record. Which of these applies to you depends on your country, your work and your role, and a completed form does not show that you meet any of them. This page is general information, not legal advice. For one record per contractor company over the whole job, use the contractor compliance record template instead of, or together with, this one.

    • HSE (Great Britain), Managing health and safety in construction: CDM 2015 guidance L153, paragraphs 68 to 70, 133, 134 and 173 (free PDF, published 2015, opened 19 October 2026)

      The guidance on CDM 2015 says the principal contractor must ensure every site worker is given a suitable site induction, that the induction should be site specific and highlight the particular risks and control measures that those working on the project need to know about, and lists issues to consider: senior management commitment, an outline of the project, how it is managed, first-aid arrangements, accident and incident reporting, how workers are briefed on an ongoing basis (toolbox talks, for example), how the workforce is consulted, and each worker's own responsibility. It says occasional and once-only visitors should be inducted in proportion to the visit, and escorted visitors need only be told of the main hazards and the controls. For contractors, paragraph 173 says information to workers must include a suitable site induction where the principal contractor has not provided one (the guidance for principal contractors then applies), the procedure for serious and imminent danger (stop work, report it, go to a place of safety, with the person to report to named), and the hazards on site relevant to the work. Paragraph 70 says information should be in simple, clear English and or other languages where appropriate, and paragraph 68 says the person in control should encourage workers to stop work and report dangerous conditions. HSE's web pages for principal contractors and for contractors (both marked updated 7 November 2024) say the same about site-specific inductions and about checking that appointed workers have, or are getting, the skills, knowledge, training and experience for the work. HSE's older guide Managing contractors (HSG159, 2011, hse.gov.uk/pubns/priced/hsg159.pdf, also opened) says an induction talk is often a good way to pass on site hazards and that it is worthwhile checking essential points were understood. The sections of this form follow those ideas in our own wording. The regulations themselves (CDM 2015 regulations 13(4)(a), 15(7) and 15(9), at legislation.gov.uk/uksi/2015/51, also opened) say the same about induction and about appointing only workers who have, or are getting, the necessary skills. The guidance does not set a form or say that an induction must be recorded in a particular way.

    • Management of Health and Safety at Work Regulations 1999 (SI 1999/3242), regulations 12 and 13 (UK, legislation.gov.uk; applies in England, Wales and Scotland)

      Regulation 12(1) says an employer or self-employed person must ensure that the employer of any employees from an outside undertaking who are working in their undertaking is given comprehensible information on the risks to those employees arising from the host's work and on the measures the host has taken. Regulation 12(3) says an employer must ensure that any person working in their undertaking who is not their employee is given appropriate instructions and comprehensible information about the risks to that person arising from the conduct of the undertaking. Regulation 12(4) asks for enough information for outside employees to identify the people nominated to implement evacuation procedures. Regulation 13 concerns an employer's own employees: it asks the employer to take their capabilities into account, to give adequate health and safety training on recruitment and when new or increased risks arise, to repeat it periodically where appropriate and to hold it in working hours. The text does not say that a host's induction takes the place of the contractor's own training of its employees. The form's language and support needs column and the competence or ticket sighted column come from the ideas of comprehensible information and capability.

    • 29 CFR 1926.21(b), Safety training and education, employer responsibility (US, eCFR; text current as of 15 October 2026)

      A US construction rule, read through the eCFR API on 19 October 2026. Paragraph (b)(2) says the employer shall instruct each employee in the recognition and avoidance of unsafe conditions and the regulations applicable to the work environment, to control or eliminate hazards or other exposure to illness or injury. Paragraph (b)(3) adds instruction on safe handling and use, hazards, personal hygiene and protective measures for employees who handle or use poisons, caustics and other harmful substances, and (b)(5) the same for flammable liquids, gases and toxic materials. The section does not use the word induction or orientation, does not set a form or a record, and speaks of the employer and its employees, so it does not say how a host's induction relates to the instruction a contractor owes its own workers. Check how your rules treat each role. The standard's own text is not reproduced here.

    • CCOHS (Canada), Orientation for Workers - Checklist (OSH Answers, fact sheet last revised 30 April 2026)

      The Canadian Centre for Occupational Health and Safety says its sample checklist does not list all possible orientation items and that an effective checklist is developed and customised to the needs of the workplace. It says whatever the format, to leave space for the worker's and the supervisor's signatures for recordkeeping, and that not all training can or should be done on the first day. The sample covers company safety rules, a tour of the work areas and their hazards, emergency procedures (showing the evacuation procedures, exit routes and the designated assembly point), personal protective equipment, how to report an injury or incident, how to report unsafe acts and conditions, hazardous products and where the safety data sheets are, and keeping a record of the orientation and training received. The page is written for workers joining an employer, not specifically for contractors, and is guidance, not law. The form's topics are our own wording and not the page's.

    Each source checked on 19 October 2026. Not legal advice; check the text in force for your site.

    Field by field

    Complete one record for each induction event, and add a line to it for a person who arrives later. The topics, the documents list and the induction types are examples: change them to what your site, your contract and your own procedure need, and say in your procedure who decides which documents are asked for. A signature shows who attended. Whether people understood, and whether they have the competence the work needs, are separate questions that this form asks separately. Keep personal data to what you need and say how long you keep it.

    Contractor company
    Why: One record covers one induction event for the workers of a contractor company. Naming the company ties the signatures to the employer of those workers and lets the record be attached to that company's contractor compliance record. If people from several companies attend one session, write each person's employer in the table.
    Common mistake: Writing only "contractors" or a trading name, so the employer of an attendee cannot be traced later.
    Trainer (name, role)
    Why: Shows who gave the induction and who can be asked what was covered. In Great Britain, HSE's guidance puts the duty to ensure a suitable site induction on the principal contractor, and on a contractor where the principal contractor has not given one.
    Common mistake: Writing "site team", so nobody can be asked what was said.
    Job, order or permit reference
    Why: HSE's guidance says a site induction should be site specific and highlight the particular risks of the project. A job or permit reference ties the induction to the work and its hazards, so the record can be found again if the scope changes.
    Common mistake: Leaving it blank, so the induction cannot be matched to the job or to a later change of scope.
    Induction type
    Why: HSE's guidance says inductions for occasional or once-only visitors should be in proportion to the visit, and that escorted visitors need only be told of the main hazards and controls. A full induction, a short one for a repeat visit, a refresher after a change and a late arrival are different events.
    Common mistake: Recording a short or repeat induction as if it were a full one, so the record says more was covered than was.
    Induction material and version used
    Why: Site rules, slides and videos change. Writing which version was used shows what people were told on that day and who needs telling again when a rule changes. This is our own convention.
    Common mistake: Writing "the induction" with no version, so after a rule changes nobody knows who was told which rule.
    Topics covered
    Why: HSE's guidance lists issues to consider for an induction (management commitment, the project, first aid, incident reporting, ongoing briefings, consulting the workforce and each worker's responsibility), and CCOHS's sample lists safety rules, hazards, emergency procedures, PPE and reporting. The ten topics on the form are our own wording of those ideas, and both sources say to customise.
    Common mistake: Ticking every box on a standard list although the emergency arrangements or the reporting route were not actually shown.
    Site-specific topic
    Why: HSE says the induction should be site specific and highlight particular risks and control measures; CCOHS says to customise its checklist. The three write-in lines are for the hazards of your own site, such as a crane aisle, an exclusion zone, a live area or a shared access route.
    Common mistake: Leaving them blank on a site with its own hazards, so the record shows only generic topics.
    Documents and competence sighted
    Why: Records what the trainer actually saw on the day, so that a missing item becomes a follow-up. In Great Britain a contractor must not employ or appoint a person to work on a construction site unless that person has, or is getting, the necessary skills, knowledge, training and experience (CDM 2015, regulation 15(7)). Which documents you ask to see is for you to decide, and none is listed as a duty here.
    Common mistake: Treating a card that was seen as proof that the person can do the task.
    Competence or ticket sighted
    Why: The record is person by person, because one person's card does not cover the group. Yes means the trainer saw the evidence the work needs for that person; it does not mean the person is competent. A No leads to a follow-up item and a decision on whether the person may start.
    Common mistake: Circling Yes for the whole group on the strength of one person's card, or on a list the contractor emailed.
    Language or support needs
    Why: Regulation 12 of the Management Regulations asks for comprehensible information for people from an outside undertaking, and HSE's CDM guidance says information should be in simple, clear English and or other languages where appropriate. The column records what was needed to give the induction, such as an interpreter, translated material, large print or a buddy for the first day.
    Common mistake: Giving the induction in one language and counting the signature as understanding; or writing more personal detail than the induction needs.
    Signature
    Why: Shows who attended. CCOHS says whatever the format, leave space for the worker's and the supervisor's signatures for recordkeeping. It is evidence of attendance only.
    Common mistake: Signing for someone else, or signing the sheet before the induction so it records an intention and not attendance.
    How understanding was checked
    Why: A signature does not show understanding. HSE's guide Managing contractors says it is worthwhile checking essential points were understood, and CCOHS's sample has the trainer show the evacuation procedures and the exit routes and assembly point. The form asks how you checked: own words, a walk, questions, or a demonstration.
    Common mistake: A signature on a sheet as the only evidence that anything was understood.
    Anyone who did not show understanding
    Why: A check that cannot fail is not a check. Writing down who did not show understanding, and what was done (briefed again, supervised, not started until the point is understood), closes the loop. This is our own structure.
    Common mistake: Recording "all understood" with no names and no description of the check.
    Questions or concerns raised by attendees
    Why: An induction goes two ways. HSE's guidance lists how the workforce is consulted on health and safety among the issues for an induction, and a question that cannot be answered on the spot shows a gap in the material or the site's arrangements.
    Common mistake: Answering aloud and recording nothing, so the same question comes back and an unanswered one is lost.
    Follow-up items
    Why: A missing ticket, a person who needs a second briefing or an unanswered question each needs an owner and a date. The note on the form says to state whether the person may start, and with what supervision, until the item is closed.
    Common mistake: Letting someone start work with "ticket to follow" and no owner, no date and no check that it arrived.
    Sign-off
    Why: Shows who gave the induction, which representative of the contractor accepts that the workers were inducted and who reviewed the record. In Great Britain a contractor's own duties, such as supervision and instructions to its workers (CDM 2015, regulation 15), stay with the contractor; a signature on this form does not move them.
    Common mistake: Signing for a person who was not there, or treating the host's signature as taking over the contractor's own duties.
    Where this record is kept
    Why: How long records are kept depends on your contract, the rules that apply to you and your own policy. CCOHS's sample ends by saying to keep a record of the orientation and training. Because the record holds names and signatures, keep it only as long as you need it.
    Common mistake: Leaving it blank, so the sheets sit in a site cabin with no owner and no end date.

    Worked example

    IllustrativeA site induction for an invented contractor (invented company, site, people and references)

    SectionEntry
    1 Induction detailsHarbour Mechanical Services, at the cold store extension, 12 May, a full induction by the site safety officer. Job reference CS-218 and permit request HW-07 for hot work. Seven of the eight booked workers attend the first session; the eighth arrives the next morning. One attendee is given the induction card in another language.
    2 Topics coveredAll ten listed topics are ticked. Two site-specific topics are written in: the crane aisle, where pedestrians are kept out, and the scaffold alongside the north wall. The assembly point is written in the detail column as the car park by gate 2.
    3 Documents and competence sightedThe method statement and the permit request are sighted. Tickets: on the first day six of the seven cards are seen. The seventh person, a welder, has left the certificate in the van, so it is marked Not sighted. The late arrival's card is seen the next morning.
    4 AttendeesEight lines are filled: seven signed on the first day and one on the second. Competence or ticket sighted: Yes for seven (six on day 1, the late arrival on day 2), No for the welder. Language or support needs: one worker's card is in another language, and the supervisor agrees to stay with that worker on the first day.
    5 Understanding checkThe trainer walks the group to the assembly point and two exits, then asks each person to point to the nearest exit from the welding bay. Three of the seven on the first day point to the wrong exit; they are walked round again and asked again, and all three are then right. The late arrival gets the same walk the next morning and answers correctly.
    6 Questions and concernsA fitter asks where vans may park near the crane aisle. The trainer does not know, and the site contact is to answer by the end of the day.
    7 Follow-up itemsItem 1: the welder's certificate is to be shown to the site safety officer on day 2, and no hot work permit is issued to the welder until then (owner: contractor's supervisor, due day 2). Item 2: the site contact confirms van parking (owner: site contact, due the same day).
    8 Sign-offThe site safety officer, the contractor's supervisor and the site contact sign. The record is attached to the contractor's compliance record for the job and kept as the site's policy says.

    The signatures show who attended; the understanding check shows what the trainer did to find out whether the group understood, and it found a problem that a signature would not have shown. The names, references, numbers and rules are invented to show the method and are not recommendations.

    When a spreadsheet stops being enough

    A paper form or a spreadsheet works for one site with a few contractor crews and one person who keeps the sheets. It stops working when many contractors and sites run inductions every week, when a person who was inducted at one site arrives at another, when the induction material changes and you need to know who was told which version, when tickets and certificates expire during the job, and when you need to show on the day who has been inducted and who has not.

    A software record can hold the induction content and its version, let a worker complete it before arriving, record a check of understanding in a form that can fail, link the result to the worker's qualifications and their expiry dates, show who is on site and who has been inducted, and keep the history. Ask what personal data it stores about contractor workers, for how long, what the contractor sees, how it works for someone without a phone or in another language, and what happens on a site with no signal. The list below applies the rule used by the site induction software guide. Nothing in it shows that a product records a trainer's check of understanding or a person-by-person competence sighting in the way this form does, so ask to run one of your own inductions in a demonstration.

    Same rule for every product: tagged “Site Induction”, with a sourced site induction or orientation capability in its record, or one the vendor stated to us, labelled as vendor-stated. Documented and conditional capabilities qualify; check the linked scope before treating a module as included.

    Tekmon pays for a sponsored placement (above); its place in this list follows the same rule as every entry. How lists are ordered

    All 8 matching profiles are shown. Documentation review, not hands-on testing or a claim of compliance.