Training and Documentation Checklist Free Download

Training and Documentation Checklist





Section 1: Administrative Information

Checklist Item Yes No
Training records are properly maintained for all employees.
Employee personal information (name, ID, job title) is documented.
Training dates, duration, and instructor details are recorded.
Sign-in sheets or electronic attendance are maintained.
Documentation is stored securely and accessible for inspections.
Training materials are version-controlled and up to date.
Copies of policies, SOPs, and manuals are available to staff.
Records comply with applicable legal retention requirements.
Documentation includes acknowledgment of receipt by trainees.
Internal audits verify completeness and accuracy of records.

Section 2: Training Program Planning

Checklist Item Yes No
Training needs assessment conducted for all roles.
Objectives of each training program are clearly defined.
Training schedule is planned and communicated in advance.
Required competency levels are identified for each role.
High-risk tasks have mandatory specialized training.
Regulatory and statutory requirements considered in program design.
Training is aligned with company safety policies and procedures.
External training requirements (e.g., OSHA, NFPA, ISO) are met.
Refresher training intervals are defined.
Resources (trainers, equipment, materials) are available and adequate.

Section 3: Training Delivery

Checklist Item Yes No
Training delivered by qualified and competent instructors.
Methods include practical exercises, demonstrations, and assessments.
Materials are clear, accurate, and in a language understood by participants.
Safety procedures and emergency protocols are demonstrated.
Training is conducted in an environment free from hazards.
Participant engagement and understanding are monitored.
Attendance is verified for all sessions.
Feedback from participants is collected and documented.
Special accommodations provided for employees with disabilities.
Documentation confirms completion of training by each participant.

Section 4: Evaluation and Competency

Checklist Item Yes No
Assessments/tests conducted to verify understanding.
Practical competency checks performed for high-risk tasks.
Records show results and corrective actions if needed.
Competency gaps addressed through additional training.
Trainers evaluate effectiveness and relevance of the program.
Employee feedback incorporated to improve training.
Compliance with ISO 45001 internal audit requirements verified.
Any non-conformance in training is documented and corrected.
Training evaluation reports are reviewed periodically.
Continuous improvement measures are implemented.

Section 5: Documentation and Legal Compliance

Checklist Item Yes No
Training records are compliant with OSHA, ISO 45001, and local regulations.
Certificates and qualifications are maintained where applicable.
Records are auditable and retrievable within required timeframes.
Confidentiality of employee data is ensured.
Documentation includes corrective and preventive actions.
Legal notices and regulatory updates incorporated into training.
Risk assessments linked to training documentation.
Safety meeting minutes are maintained.
Cross-references between training and SOPs are documented.
Records are periodically reviewed for relevance and compliance.

Importance of the Checklist

  • Ensures that all training and documentation activities are systematically observed and recorded.
  • Helps maintain a consistent standard across the organization.
  • Supports proactive identification of gaps in employee skills or compliance.
  • Strengthens safety culture by ensuring everyone is trained and competent.
  • Serves as evidence of due diligence in case of audits or incidents.

Legal Compliance

  • Aligns with OSHA regulations (29 CFR 1910), ISO 45001:2018, and other applicable occupational health and safety laws.
  • Ensures documentation meets statutory retention and reporting requirements.
  • Demonstrates adherence to mandatory training, certifications, and competency checks.
  • Helps organizations avoid penalties, fines, or legal liabilities.

Who Should Use

  • Safety officers, HSE managers, and supervisors responsible for training and documentation.
  • HR and administrative personnel maintaining employee records.
  • Trainers and instructors delivering internal or regulatory-required training.
  • Auditors or internal review teams assessing compliance and effectiveness.

How to Use

  • Complete the checklist during or immediately after training sessions.
  • Document attendance, materials, competencies, and any corrective actions.
  • Review periodically to ensure records are accurate and up to date.
  • Use it to guide improvements in training programs and documentation processes.

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