OHS Act compliance in South Africa requires employers to address safety signs, fire equipment, PPE, incident reporting, risk assessments, and health and safety representatives. This checklist covers the most common inspection points for general workplaces under the OHS Act General Safety Regulations.
OHS Act compliance is not a once-off exercise. It is an ongoing programme that requires regular audits, maintained equipment, and updated documentation. For many South African businesses, the challenge is not lack of intention — it is knowing exactly what to check and when.
This checklist covers the most common non-compliance findings from Department of Employment and Labour inspections under the OHS Act 85 of 1993 and its General Safety Regulations.
Section 1: Safety Signs (SANS 1186)
- All workplace hazards identified in the hazard register
- Warning signs (yellow triangle) placed at all active hazard zones — machinery, electrical panels, chemical storage, forklift areas, wet floors
- Prohibition signs (red circle with bar) at all restricted areas and no-smoking zones
- Mandatory signs (blue circle) at all PPE-required entry points
- Emergency exit signs (green rectangle) visible from every point in the building, with directional arrows at every junction
- Fire equipment signs (red rectangle) above every fire extinguisher, hose reel, and fire alarm call point
- All signs in good condition — not faded, damaged, or obscured
- Signs sized correctly for viewing distance (see SANS 1186 size table)
- Photoluminescent exit signs installed in stairwells, basements, and any area where emergency lighting reliability is uncertain
Section 2: Fire Equipment
- Fire risk assessment completed and on file
- Fire extinguishers present — correct type for the fire risks in each area (DCP, CO2, foam)
- Extinguishers in correct locations — within 30m of any point, unobstructed, at correct mounting height
- Extinguisher service tags current — serviced within the past 12 months
- Fire blankets in kitchen areas — in marked pouch, unobstructed, with signage
- Fire hose reel(s) present where required — serviced and tagged, with backing board and overhead sign
- Fire alarm system tested and functional
- Emergency lighting tested and battery backup verified
Section 3: Personal Protective Equipment (PPE)
- Hazard register identifies all activities requiring PPE
- Appropriate PPE provided to all employees at no cost for each identified activity
- PPE in good condition — inspect for wear, damage, UV degradation (hard hats), and expiry (respirator filters)
- PPE storage area clean, dry, and clearly designated
- Hard hats less than 3 years old (or replaced after any impact)
- Safety footwear meets SANS 20345 requirement for the work activity
- Employees trained in correct use and care of PPE
- PPE issue register maintained (signed by employee on receipt)
Section 4: Risk Assessments and Documentation
- Workplace risk assessment completed and up to date (reviewed after any incident or significant change)
- Hazard register covering all identified hazards
- Incident register maintained — all injuries, near-misses, and occupational diseases recorded
- Incident reports completed within 7 days for reportable incidents (reported to DoEL within 7 days)
- Safe Work Procedures (SWPs) documented for all high-risk tasks
- MSDS (Material Safety Data Sheets) on file and accessible for all hazardous substances
Section 5: Health and Safety Organisation
- Health and Safety Representative (SHE Rep) appointed (required for workplaces with 20+ employees)
- SHE Rep training record on file
- Health and Safety Committee established (required for workplaces with 2+ SHE Reps)
- Committee meeting minutes on file (quarterly meetings required)
- OHS Act and applicable Regulations available in the workplace
- Section 16(2) of OHS Act — employer’s responsibilities delegated in writing to relevant managers
Section 6: Emergency Preparedness
- Emergency evacuation plan posted on every floor
- Assembly point clearly marked with SANS 1186 sign and communicated to all staff
- Emergency evacuation drill conducted within the past 12 months
- Emergency contact numbers posted (fire, ambulance, security, management)
- First aid kit(s) present, stocked, and signed with first aid location sign
- Certified first aider appointed (required for workplaces with 10+ employees)
Section 7: Construction-Specific (if applicable)
- Construction Health and Safety Plan in place
- Baseline risk assessment completed before work begins
- Excavation permit system in place for trenches deeper than 1.5m
- Fall protection plan for all work at height
- TW-series road signs in place where work affects road users (SADC-RTSM Chapter 13)
- Construction vehicles and plant with valid operator licences and medical certificates
Addressing Gaps: Where to Start
If this checklist reveals gaps, prioritise in this order:
- Safety signs — visible non-compliance, first finding in any inspection, lowest cost to fix
- Fire equipment — life safety, immediate liability exposure if missing or unserviced
- PPE — injury prevention, often quick to rectify with a single supplier visit
- Documentation — risk assessments and records can be compiled systematically over weeks
Compliance Priority Summary
| Section | Items | Most Common Gap | Typical Fix Cost |
|---|---|---|---|
| Safety Signs (SANS 1186) | 9 | Missing emergency exit arrows at corridor junctions | Low |
| Fire Equipment | 8 | Extinguisher service tag out of date | Low–Medium |
| PPE | 8 | No PPE issue register (signing record) | Low |
| Risk Assessments and Documentation | 6 | Risk assessment not reviewed after incidents | Low |
| Health and Safety Organisation | 6 | SHE Rep not appointed or training record missing | Low |
| Emergency Preparedness | 6 | Evacuation plan not posted on every floor | Low |
| Construction-Specific | 6 | TW-series signs missing from road works zones | Medium |
Frequently Asked Questions
How often should a South African business conduct an OHS compliance audit?▼
The OHS Act does not specify a fixed frequency for self-audits, but best practice is at least annually — and immediately after any reportable incident, significant workplace change, or Department of Employment and Labour inspection. High-risk sites such as construction, mining, and chemical processing should audit more frequently.
Does the OHS Act apply to small businesses?▼
Yes. The OHS Act 85 of 1993 applies to all employers and employees in South Africa, regardless of business size. Some provisions scale by headcount — for example, a Health and Safety Representative is only required for workplaces with 20 or more employees, and a certified first aider is required for workplaces with 10 or more employees.
What is a reportable incident under the OHS Act?▼
A reportable incident is any occupational injury that causes more than 14 days of incapacity, any death, any dangerous occurrence (such as a structural collapse or explosion), or any occupational disease. These must be reported to the Department of Employment and Labour within 7 days using a WCl.2 form.
What is the difference between a Health and Safety Representative and a safety officer?▼
A Health and Safety Representative (SHE Rep) is an elected employee who represents workers on safety matters — legally required for workplaces with 20 or more employees. A safety officer is a professional appointed to manage and implement the OHS programme. A safety officer is not legally required but is strongly recommended for larger or higher-risk workplaces.
What happens during a Department of Employment and Labour OHS inspection?▼
An inspector arrives without prior notice and walks the site, checking signage, fire equipment, PPE, records, and emergency preparedness. Findings are documented in a compliance order with a deadline for each item to be corrected. Failure to comply can result in a prohibition notice — effectively a stop-work order — or prosecution under the OHS Act.
Can a director or manager be held personally liable for OHS non-compliance?▼
Yes. Section 37 of the OHS Act allows for personal liability of directors, managers, and supervisors who fail to take reasonable precautions to prevent contraventions. A conviction can result in a fine or imprisonment. Delegating OHS responsibilities in writing under Section 16(2) is essential but does not remove the employer’s overarching duty of care.
What should I fix first if I have a limited budget for OHS compliance?▼
Safety signs first — they are the lowest-cost item on this checklist and the first thing an inspector checks on arrival. A complete set of SANS 1186 signs for a standard workplace costs significantly less than the potential fine for non-compliance. Fire extinguisher servicing is the second priority — it is a life safety obligation with a clear annual deadline.
Where to Get Compliant Safety Products
Dimple Safety supplies everything on this checklist that relates to physical products: SANS 1186 safety signs, fire extinguishers, fire blankets, PPE, and signage.
90% of the range is available in stock at our Booysens, Johannesburg warehouse for same-day collection. We can provide itemised quotes for OHS audit procurement.
📞 011 493 3000 | 🌐 dimplesafety.co.za | 📍 Booysens, Johannesburg
