What is on the form
| On the form | What goes there |
|---|---|
| Date and start time | When the meeting happened. If someone asks a year later whether a topic was covered before an incident, this is the line they look for. |
| Site / location | The job site or yard, not the company address. One sheet per meeting, per site. |
| Topic(s) covered | The talk title plus any site-specific points you added, such as "ladder safety, plus the new scaffold on the east wall". |
| Presented by | Who led the talk. Print the name; they sign at the bottom. |
| Company and job number | Useful when subcontractors share one meeting and each company keeps its own copy. |
| Points raised and follow-up | What the crew asked or reported, who owns the fix and by when. This box is the part most sign-in sheets leave out, and the part that makes the sheet worth keeping. |
| 20 signature lines | Printed name, company or trade, and signature. A printed name beside the signature is what makes the record readable later. |
| Presenter signature and date | Closes the record once the meeting is over. |
How to fill it in
- Fill in the date, time, site and topic before the crew arrives. Pass the sheet round as people gather, not at the end when they are walking off.
- Ask for a printed name and a signature. Signatures alone are hard to read a year later.
- During the talk, note questions and anything the crew reports in the follow-up box, with a name and a date against each item.
- Sign and date the bottom when the meeting ends, then file the sheet with the talk you read from. Keep them together so anyone can see what was covered, not just who was there.
Why keep a signed record
On construction work the training duty is set by 29 CFR 1926.21. It says what the employer must do, not how to prove it:
“The employer shall instruct each employee in the recognition and avoidance of unsafe conditions and the regulations applicable to his work environment to control or eliminate any hazards or other exposure to illness or injury.”
A sheet that names the topic, the date and each person who heard it is the plain way to show that instruction happened. [OSHA] OSHA's job hazard analysis booklet also points out that a written analysis of a job is a useful tool for training new employees in the steps of doing it safely. [OSHA] A signed sheet filed with that analysis, or with the talk, closes the loop: what was taught, when, and to whom.