Create a Safety Observation Form using Google Forms

A Safety Observation Report form is used to document both safe and unsafe conditions, behaviors, and practices in the workplace. Unlike incident reports or near-miss reports, which are reactive, safety observation forms are preventive. They help organizations identify potential hazards and address safety risks before they lead to injuries or accidents. By encouraging active participation from all employees, these forms play a vital role in fostering a culture of workplace safety.

Safety observations are a key component of behavioral-based safety programs, demonstrating an organization’s commitment to continuous safety improvement. Using a safety observation form regularly not only enhances workplace safety but also supports regulatory compliance, reduces risks, and empowers employees to take an active role in maintaining a safe work environment.

A comprehensive safety observation form should collect all essential information clearly, accurately, and in a structured format that supports workplace safety management. The form includes the following sections:

• Observer Information: This section gathers key details about the person submitting the observation. It includes the observer’s full name, job title or position, department, and contact information. Collecting accurate observer data ensures proper identification and accountability.

• Observation Details: This section records exactly when, where, and what type of observation occurred. It includes the date and time of the observation, the specific location within the workplace, and the category of observation, such as unsafe behavior, unsafe condition, or safe practice. This also provides a factual and detailed account of what was observed. It should include context, actions taken, and any immediate risks identified, helping safety teams understand the situation fully.

• Risk Assessment: This section evaluates the potential impact of the observed behavior or condition. It includes the severity and likelihood of a hazard, as well as an overall risk rating to prioritize corrective actions.

• Corrective and Preventive Actions: This section records the steps taken to address hazards and prevent future incidents. It includes both immediate corrective actions and long-term preventive recommendations, along with the individuals responsible for carrying out each action and target or completion dates.

• Attachments: This section allows the inclusion of supporting evidence, such as photos, diagrams, or documents, to provide context and clarity for the observation.

• Acknowledgement: This section includes signatures from the observer and the supervisor or safety officer to confirm the accuracy of the information and complete the approval workflow. This ensures accountability, verification, and formal documentation for recordkeeping purposes.

Regulatory Compliance: Safety observation forms are designed to support workplace safety regulations and internal safety policies, ensuring all critical information is captured accurately.

Upload Attachments: Include photos of hazards, unsafe behaviors, safe practices, or work areas to provide clear evidence and context for observations. This makes documentation more thorough and actionable.

Legally Binding Signatures: Collect signatures from observers and supervisors to maintain accountability and formal verification. Signed observation reports can serve as official records for internal safety audits or investigations.

Customizable Approval Workflow: Route safety observations to supervisors, safety officers, or management for review, verification, and follow-up. This streamlines hazard management and ensures corrective actions are assigned and tracked.

Sync to Google Sheets: Sync form responses directly to Google Sheets to track observations, analyze trends, monitor recurring hazards, and generate data-driven safety insights for continuous improvement.

Save to Google Drive: Automatically generate and store PDF copies of safety observation reports in Google Drive for easy access, organized recordkeeping, and long-term documentation.

Recordkeeping Compliance: Maintain safety observation records for organizational and regulatory requirements. Centralized storage ensures observations are preserved and easily retrievable for audits or safety program reviews.

Privacy & Security: Safety observation forms may include sensitive details. Restrict access to protect confidentiality while maintaining transparency for safety management.

Mobile-Friendly: Enable employees to submit safety observations directly from mobile devices, including photos or documents, for faster and more accurate reporting on-site.

Whether you're managing a construction site, healthcare facility, manufacturing plant, or office environment, using a standardized Safety Observation Report Form ensures consistent documentation and supports workplace safety compliance. This template simplifies the observation process, helping employees and supervisors capture essential details about unsafe conditions, unsafe behaviors, and safe practices as soon as they are noticed, when information is most accurate and actionable.

Create your customized Safety Observation Form to make reporting faster, easier, and more effective in promoting a safer workplace.