How to Write a Daily Safety Report: A Step-by-Step Guide for Safety Officers
In high-risk work environments like construction, oil & gas, manufacturing, or logistics, a Daily Safety Report (DSR) plays a crucial role in maintaining a safe workplace. It provides a written summary of the day’s safety performance, hazards observed, incidents, and corrective actions taken.
As a Safety Officer, knowing how to write a daily safety report effectively ensures transparency, accountability, and proactive safety culture on-site.
This guide will walk you through step-by-step instructions on how to write a professional, informative, and actionable Daily Safety Report.
What is a Daily Safety Report?
A Daily Safety Report is a formal document prepared by a Safety Officer or HSE personnel to summarize the day’s safety-related activities, hazards observed, incidents (if any), compliance status, and any corrective or preventive actions taken.
Why is a Daily Safety Report Important?
- Acts as a legal record of workplace safety
- Helps in hazard identification and control
- Facilitates communication among supervisors, engineers, and workers
- Supports audit and inspection readiness
- Reflects the overall safety culture of the organization
What to Include in a Daily Safety Report
Here’s what a well-structured safety report typically includes:
Basic Site Information
- Project/Site name
- Date and time
- Weather condition
- Number of workers on-site
Activities and Observations
- Description of ongoing work
- Safety inspections performed
- Hazards identified and control measures
PPE and Permit Compliance
- PPE status (compliant/non-compliant)
- Permits issued (hot work, confined space, etc.)
Incidents and Near Misses
- Any incidents or unsafe conditions
- Near-miss reports
- First-aid or medical cases
Corrective and Preventive Actions (CAPA)
- Actions taken for hazard elimination
- Safety instructions issued
Safety Meetings and Toolbox Talks
- Topic of the day
- Attendance summary
- Feedback from workers
Photos and Attachments
- Visual evidence of issues or improvements
Step-by-Step Guide: How to Write a Daily Safety Report
Step 1: Start with Basic Information
At the top of the report, mention:
- Date of report
- Site/Project name
- Time of report submission
- Weather conditions (sunny, rainy, windy, etc.)
- Manpower on site (number of workers, subcontractors)
Step 2: Mention Daily Work Activities
List all major activities carried out:
- Example: Excavation, scaffolding, electrical installation, concrete pouring, etc.
Mention the location of each activity.
Step 3: Record Safety Inspections Conducted
Include:
- Morning site walkthrough observations
- Inspected areas (scaffolds, excavation, heavy machinery)
- Identified hazards and status (open/closed)
Step 4: Note PPE Compliance Status
Mention:
- Percentage of workers in full PPE
- Non-compliances observed (e.g., missing gloves, improper harness use)
- Actions taken (warning, removal from site, rebriefing)
Step 5: Report Any Incidents or Near Misses
- Clearly describe:
- What happened
- When and where it happened
- Who was involved
- Add immediate actions taken
- Mention if an investigation was initiated
Step 6: List Permits Issued and Verified
Include:
- Type of permits (e.g., Hot Work, Confined Space)
- Number of permits issued
- Whether all safety measures were in place before approval
Step 7: Document Toolbox Talks and Safety Meetings
Include:
- Topic of the day (e.g., Slips and Trips, Working at Height)
- Number of attendees
- Key safety messages delivered
- Feedback or safety suggestions from workers
Step 8: Describe Corrective and Preventive Actions (CAPA)
- Detail what was done to fix identified hazards
- List follow-up actions planned for the next day
Step 9: Attach Photos and Supporting Documents
Visuals improve credibility. Add:
- Unsafe act images
- Corrective action before/after
- Toolbox talk photos
Step 10: Conclude the Report with a Summary
Summarize:
- General safety performance
- Major issues identified
- Any actions requiring management attention
Sign off with:
- Name of Safety Officer
- Designation
- Contact number
- Signature
Sample Format of a Daily Safety Report
DAILY SAFETY REPORT
Date: 25 June 2025
Project Name: ABC Tower Construction
Weather: Hot and Sunny
Total Manpower: 145
Activities:
- Scaffold erection at Block B
- Rebar fixing at Foundation Pit 3
- Electrical cable pulling at Level 2
Inspections & Observations:
- Oil leakage observed near generator – cleaned and spill kit used
- Missing guardrails on scaffolding – corrected
PPE Compliance:
- 98% compliance observed
- 3 workers without helmets warned and re-briefed
Incident/Near Miss:
- No incidents or near misses reported
Toolbox Talk:
- Topic: Ladder Safety
- Attendance: 142 workers
- Conducted by: HSE Officer Mahendra L.
Permits Issued:
- 2 Hot Work Permits
- 1 Confined Space Entry
Corrective Actions:
- Guardrail fixed immediately
- Toolbox talk reinforced PPE usage
Attachments:
- Photo of corrected scaffold
- Toolbox talk attendance sheet
Prepared by: Mahendra Lanjewar (Safety Officer)
Contact: +91-XXXXXXXXXX
Signature: _____________
-----------------------------------------
Common Mistakes to Avoid
- Writing vague or general statements
- Copy-pasting previous day’s report
- Ignoring small hazards or near misses
- Leaving out subcontractor activity
- Not attaching photographic evidence
Tips to Improve Your Safety Reporting
- Use a checklist for daily site inspection
- Keep your language clear and factual
- Use short sentences and bullet points
- Report both positive and negative findings
- Be consistent in your report timing and structure
Conclusion
Writing a Daily Safety Report isn’t just a formality—it’s a strategic safety tool that reflects your vigilance, professionalism, and commitment to saving lives. A well-prepared report not only protects your team but also builds your reputation as a reliable and proactive Safety Officer.
With this structured approach, you can confidently write daily reports that are accurate, impactful, and audit-ready.
Monthly Safety Report: What Should a Safety Officer Do on a Monthly Basis
Weekly Safety Report: What Should a Safety Officer Do on a Weekly Basis
Daily Safety Report: What Should You Do on a Daily Basis as a Safety Officer
Onsite Emergency Plan under Factories Act, 1948
Off-Site Emergency Plan | Free Download
FAQs
Q1. How long should a daily safety report be?
Ideally, 1–2 pages is sufficient, depending on the site size and activities.
Q2. Can I use apps or digital tools to prepare reports?
Yes, tools like iAuditor, Safetymint, or SafetyCulture make reporting faster and more standardized.
Q3. Should I share the report with workers?
The full report is for management, but key points (e.g., hazards, CAPA) can be shared during Toolbox Talks.
Q4. What if there’s nothing significant to report?
Mention “No major incidents or hazards observed” and focus on compliance checks and positive safety behaviors.
Q5. Who should sign the report?
The Safety Officer prepares and signs the report. It is then submitted to the Site Engineer or HSE Manager for review.
