Free Toolbox Talk Template (Toolbox Meeting Form, PDF)
A toolbox talk is a short safety meeting held on site, usually before work starts. Download the free template below, record who attended and note any actions that come out of it, or read on for a filled-in example.
What a toolbox talk is
- A toolbox talk is a short safety meeting held on site, usually before work starts, to cover one or more safety issues with the crew. It's also called a toolbox meeting or tool box talk.
- It gives everyone a chance to raise concerns, agree actions and be reminded of the hazards on the job. It sits alongside a SWMS or JSA rather than replacing one where one is needed.
- Many sites and principal contractors ask for regular toolbox talks and a record of who attended. Check what yours requires.
Just need a quick check before you start a task? Get the free Take 5 template.
What's on the toolbox talk template
- Talk details: where the meeting was held, the date, who conducted it and the health and safety representative (HSR), with signatures.
- Issues to be covered, plus a separate list of other issues addressed on the day, with room for seven of each.
- An action table to record what needs doing, who is responsible and the timeframe, plus attendance blocks where everyone prints their name and signs (room for ten people).
When to hold a toolbox talk
- At the start of a job or shift, before work begins.
- When the task, the site or the conditions change.
- When new people or trades start working in the area.
- After a near miss or incident, to talk through what happened and what to change.
- On a regular schedule set by your site or employer, such as weekly.
Filled-in toolbox talk example
Example only, not for use as your own record. This is the free template filled in for a fictional office fit-out, with made-up names and details. Click the image to enlarge it.
Your own toolbox talk record should reflect the actual site, the issues discussed and the people who attended.
How to fill one in
- Fill in where the meeting is held, the date, who is conducting it and the HSR, if your site has one.
- List the issues you'll cover under issues to be covered, such as the day's hazards and any job-specific risks.
- Use other issues addressed for anything raised on the day that wasn't planned.
- Write down any actions that come out of the talk, who is responsible and the timeframe.
- Have everyone who attended print their name and sign, then keep the record.
Toolbox talk topic ideas
- Manual handling and lifting
- Working at heights and ladder safety
- Slips, trips and falls
- PPE: what to wear and how to check it
- Hot weather and sun protection
- Electrical safety and isolation
- Emergency procedures and first aid
- Near misses and reporting hazards
Pick topics that match the work happening that day, and keep each talk short and specific.
Toolbox talks on paper, or in the app
Prefer not to carry paper? With Shadow Forms your toolbox talk form lives in the app, so it's quick to complete on site, and every completed one lands on your dashboard instead of getting lost in the ute.
Forms also work offline, and any form can be duplicated as a starting point for the next job. See the app, or read about the AI-powered JSA for skilled trades.
Need a JSA instead? Get the free JSA template.
Frequently asked questions
What is a toolbox talk?
A toolbox talk is a short safety meeting held on site, usually before work starts, to talk through hazards and safe ways of working with the crew. It's also called a toolbox meeting.
How long should a toolbox talk take?
Usually only a few minutes. Keep it focused on the issues that matter for the work that day, and leave time for questions.
Who should run a toolbox talk?
Usually the supervisor or someone experienced in the work, though anyone can raise an issue. The template records who conducted the talk and, where there is one, the HSR.
Do I need to keep a record of toolbox talks?
Many employers and principal contractors expect a record of who attended and what was covered. Requirements vary by state, industry and site, so check your state regulator and what your site requires.
What's the difference between a toolbox talk and a Take 5?
A toolbox talk is a group meeting, usually before work starts, covering issues for the whole crew. A Take 5 is a quick check of the hazards in front of you, done individually just before a task.
General information only, not legal advice. Check your state or territory regulator.
