The OHS file: what every South African employer must be able to produce on inspection

An OHS file that survives an inspection has three parts: proof the workplace is registered and structured for safety (COIDA registration, appointments, committee minutes), proof risks are known and controlled (risk assessments, safe work procedures, training records), and proof incidents are recorded and reported (the incident register and copies of W.Cl.1/W.Cl.2 submissions).

Reviewed by TefCo Compliance Research — last verified 15 September 2026.

In short

COIDA registration with the Compensation Fund is the starting point — an employer cannot get a valid Letter of Good Standing without it.
Appointment letters for health and safety representatives and committee members must be current and signed, not just on file from when the business started.
The incident register and copies of submitted W.Cl.1/W.Cl.2 forms are usually the first thing an inspector asks to see after registration documents.

Registration and structure

Certificate of registration with the Compensation Fund under the Compensation for Occupational Injuries and Diseases Act 130 of 1993.
Current Letter of Good Standing.
A copy of the Occupational Health and Safety Act 85 of 1993 available to employees, as required by the General Administrative Regulations, 2003.
Health and safety policy, signed by the employer.
Appointment letters for the responsible person(s), health and safety representatives and health and safety committee members.
Health and safety committee meeting minutes.

Risk identification and control

Risk assessments covering the hazards relevant to the workplace, reviewed when conditions change.
Safe operating procedures for identified hazards and equipment.
Training and induction records for employees, including on the hazards specific to their role.
Personal protective equipment issue registers.
Ergonomics risk assessments where the Ergonomics Regulations, 2019 apply to the workplace.
Equipment inspection and maintenance records for machinery, lifting equipment and pressure equipment, kept against the applicable specific regulation.

Incidents and returns

Incident register recording every reportable incident under section 24 of the Occupational Health and Safety Act 85 of 1993.
Copies of W.Cl.1 or W.Cl.2 forms submitted to the provincial director within seven days of each incident.
Records of immediate telephonic or fax notification for serious incidents (death, unconsciousness, loss of a limb).
The last submitted Return of Earnings and proof of payment of the resulting assessment.
Medical surveillance records where the workplace is subject to occupational health monitoring.

An employer without a valid Letter of Good Standing cannot recover COIDA benefits for its employees and may struggle to tender for work that requires proof of compliance — keep the Return of Earnings and payment proof at the front of the file.

Frequently asked

Does a small business with a handful of employees need a full health and safety committee?

The requirement to establish a committee and designate representatives depends on the number of employees at a workplace under the General Administrative Regulations, 2003 — confirm the applicable threshold for the specific workplace before assuming it does or does not apply.

Is a risk assessment a once-off document?

No. It should be reviewed whenever the process, plant or workforce changes, and against whatever review interval the specific regulation governing that hazard sets.

What proves an incident was reported on time?

A dated copy of the submitted W.Cl.1 or W.Cl.2 form, plus a note of any immediate telephonic notification for a serious incident, kept in the incident file.

Sources

TefCo Corporate Compliance (Pty) Ltd is a compliance management platform, not a legal, tax or advisory firm. This guide is general information, not advice. Fees, dates and thresholds change — confirm current figures with the regulator before you rely on them.