Why write them down
- Tenders and prequalification. Councils, government buyers and head contractors regularly ask for WHS, quality and environmental policies, and sometimes the procedures behind them.
- Consistency. Every job gets done the same way, whoever is on site.
- Onboarding. New starters learn your standards faster, without you repeating yourself.
- Stepping back. If everything depends on you remembering it, the business can't grow past you.
The documents to start with
Work health and safety
- A WHS policy signed by the business owner
- Hazard identification and risk assessment procedure
- Safe work method statements (SWMS) for high-risk construction work
- Incident and near-miss reporting procedure
- Site induction and training records
- Emergency procedures, first aid and plant and equipment checks
WHS laws apply to every business, whatever its size. SafeWork NSW has guidance and templates. Your documents should reflect the actual risks of your work, not a generic manual.
Quality
- A quality policy
- Inspection and test checklists for your main types of work
- Defect and rework procedure
- Document control: how you keep the latest drawings, versions and records
Environment
- An environmental policy
- Waste management and recycling procedure
- Controls for dust, noise, sediment and spills relevant to your work
People and operations
- Code of conduct
- New starter onboarding checklist
- Subcontractor engagement: the licences, insurances and inductions you require
- Vehicle and equipment use
- Customer complaints handling
- How you collect, store and use customer information
You don't need everything at once. Start with WHS and the documents your tenders and clients ask for most often.
How to write them so they're used
- Write what you actually do. A procedure nobody follows is worse than none, especially if something goes wrong.
- Keep policies short. A policy is a one-page commitment. The detail belongs in procedures.
- Write procedures as steps. Numbered steps, who does each one and what record is kept.
- Use plain English. Write for the apprentice on their first week, not for an auditor.
- Turn procedures into checklists where you can. Checklists get used on site, manuals don't.
- Brand and format them consistently. They're often seen by clients and evaluators, so they should look professional.
Keeping them current
Give every document a version number, an owner and a review date. Review them at least once a year, and after any incident, new type of work or change in the law. Keep the current versions in one shared place your team can reach from their phone, and remove old versions so no one follows outdated steps.
If you're working towards certification, such as ISO 9001 for quality, ISO 14001 for environment or ISO 45001 for safety, well-written procedures are the foundation.
This guide is general information, not legal advice. For your specific WHS obligations, check SafeWork NSW or get advice from a qualified WHS professional.