Safety policy and documentation

Documenting your safety processes and activities is very important. As a minimum, you should have a clear commitment to safety in your business, and a safety policy is a good way to explain your commitment. Your policy should establish the importance you place on safety and make it easy for your employees and the other parties you interact with to see that you take safety seriously. As well as a safety policy, you should develop documented procedures and work instructions that explain your processes in more detail.

You should also formalise your interactions with the third parties involved in your transport activities to establish which parties have the capacity to influence and control each activity. To assist in formalising these interactions, the NHVR has developed a Third Party Engagement Quick Guide and an editable Third Party Engagement Checklist template that can be modified to suit your specific business requirements.

As you develop your documents, you are also developing your SMS. Over time, you should consider combining all your safety documents in an SMS Manual, which will ensure they are located in a single, easy-to-find place.

The guidance material and templates below will assist you to develop the elements of your SMS relating to the Safety policy and documentation component.

The NHVR may develop more guidance material on safety policy and documentation over time, so make sure you Subscribe to On the Road to be informed when they become available.

Management commitment and safety responsibilities

The documents in this section address the following SMS elements: Management commitment, Safety responsibilities and Key safety personnel.

Developing procedures

Third party interactions