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Hazard and defect report form template (PDF) for employees

Two-page form for employees to report defects and hazards (Mängelmeldung) – what, where, when, immediate action and photos – while the person handling it records securing, cause, measures with deadline, effectiveness check and feedback to the reporter.

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In Germany, employees must report any immediate and significant danger they identify and any defect in protective systems to the employer or their supervisor without delay (Section 16(1) of the Occupational Safety and Health Act, ArbSchG). They remedy defects in work equipment, materials or work processes themselves if this is part of their job and they are qualified to do so – otherwise they report them without delay (Section 16(2) DGUV Regulation 1). The employer must have identified defects remedied without delay (Section 4(1) of the Workplaces Ordinance, ArbStättV).

The form makes the reporting route simple and traceable: on page 1, the person reporting describes the type, location and time of the defect, ticks immediate actions and notes photos. On page 2, the person handling it records securing, cause, measures with responsible persons and deadlines, the effectiveness check and feedback. Unlike the near miss report, it captures dangerous conditions before anything happens – not events that ended without harm.

What the template contains

  • Page 1 for employees: location, time, work equipment affected, ten types of defect to tick and a description
  • Immediate actions from informing the supervisor to shutting down equipment, photo note and suggested remedy
  • Page 2 for processing: priority, securing under the ArbStättV and BetrSichV, cause and a measures table with STOP type, deadline and effectiveness check
  • Follow-up such as action plan, risk assessment and inspection interval, plus feedback to the person reporting with signatures

How to use the template

  1. 1

    Define the reporting route

    Decide where the forms are kept and to whom they are handed in – supervisor, maintenance or occupational safety specialist – and explain the process during safety instruction. In case of immediate and significant danger: report verbally and secure the area first, write it up afterwards.

  2. 2

    Process and secure

    The person processing the report confirms receipt, assigns a number and priority, secures the danger area and defines measures with responsible persons and deadlines. Transfer larger measures to the action plan.

  3. 3

    Give feedback and evaluate

    Give feedback to the person reporting, even if no measure was needed, and check after implementation whether the measure works. If reports accumulate for one area or piece of equipment, the topic belongs in the risk assessment and the occupational safety committee meeting.

Action plan in AMS GoRecord reported defects as measures with photo, responsible person, deadline and priority, have responsible persons reminded automatically and close completed measures with a comment and photo.

Legal basis

  • Section 16(1) of the Occupational Safety and Health Act (ArbSchG): report immediate and significant dangers and defects in protective systems without delay
  • Section 16(2) ArbSchG: also inform the occupational safety specialist, company doctor or safety representatives of hazards and defects
  • Section 16 DGUV Regulation 1: report defects or – if part of one's job and qualified – remedy them personally
  • Section 4(1) of the Workplaces Ordinance (ArbStättV): remedy defects without delay, have work stopped in case of immediate and significant danger
  • Section 5(2) of the Industrial Safety Ordinance (BetrSichV): do not allow the use of work equipment with defects that impair its safe use

Frequently asked questions

What is the difference between a defect report and a near miss report?

A defect report describes a condition that could become dangerous – such as a damaged cable, a missing guard or a blocked escape route. A near miss report describes an event in which nobody was injured only by chance. Both lead to measures; for near misses there is a separate template with a register for analysis.

Do employees in Germany have to report defects?

Yes. Immediate and significant dangers and defects in protective systems must be reported to the employer or supervisor without delay (Section 16(1) ArbSchG, Section 16(1) DGUV Regulation 1). Employees remedy defects in work equipment, materials or work processes themselves if this is part of their job and they are qualified to do so; otherwise they report them to their supervisor without delay (Section 16(2) DGUV Regulation 1).

How quickly must a reported defect be remedied?

Without delay (Section 4(1) ArbStättV). If a defect involving immediate and significant danger cannot be remedied straight away, the employer must ensure that the employees at risk stop work immediately. Work equipment with defects that impair its safe use must not be used until it has been repaired (Section 5(2) BetrSichV).

You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.

Never search a spreadsheet for a deadline again

In AMS Go, what this template covers lives in one system with reminders, history and records at the push of a button – mobile and with AI support.

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