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OHS annual planner template (Excel) with deadlines and monthly overview

Excel annual plan for recurring safety duties (Jahresplaner) – prefilled with 29 tasks from annual safety instruction and OHS committee meetings to extinguisher servicing and forklift inspections, with legal basis, interval, next due date and monthly markers.

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Many health and safety duties in Germany recur at fixed intervals: safety instruction at least once a year (Section 4 DGUV Regulation 1), the occupational safety committee meeting at least once a quarter (Section 11 of the Occupational Safety Act, ASiG), servicing of fire extinguishers every two years (ASR A2.2), inspection of forklifts and vehicles at least annually (DGUV Regulations 68 and 70). Spread across folders, calendars and people's heads, a date is easily forgotten.

The annual planner brings these duties together in one Excel spreadsheet: 29 recurring tasks from safety instruction, emergencies and fire safety, inspections, organisation and health – each with legal basis, interval in months and whether it is a maximum interval, a guide value or a company decision. From the last date, the spreadsheet calculates the next one, shows the status and marks in twelve month columns when something falls due in the planning year.

What the template contains

  • Excel annual plan with 29 prefilled recurring duties, legal basis, interval in months and notes
  • “Type of interval” column: maximum interval from a regulation or rule, guide value or company decision
  • Next due date via EDATE and an up-to-date status: “Overdue”, “Due in ≤ 30 days”, “Up to date” or “Enter date”
  • Month columns January to December with automatic markers for all due dates in the planning year – including quarterly and multi-year intervals
  • “Settings” sheet for choosing the planning year and 30 blank rows for your own tasks

How to use the template

  1. 1

    Adapt the list

    Delete tasks that do not apply in your company and add your own – for example inspections of pressure vessels, mobile elevating work platforms or fire alarm systems. Adapt guide values and company decisions to your risk assessment and manufacturer information.

  2. 2

    Enter responsible persons and last dates

    For each row, enter the responsible person and the date it was last carried out. Next due date, status and the ● marker in the month columns appear automatically; choose the planning year on the “Settings” sheet.

  3. 3

    Follow up monthly

    Once a month, filter by “Overdue” and “Due in ≤ 30 days” or by the column of the coming month, schedule the dates and enter the new date once done. File inspection reports and instruction records separately – the plan does not replace them.

Action plan in AMS GoBundle tasks with responsible persons, deadlines and priority, have responsible persons reminded automatically before the deadline and see for each site what is open, overdue or completed.

Legal basis

  • Section 3(2) of the Occupational Safety and Health Act (ArbSchG): suitable organisation and the necessary resources for occupational safety
  • Section 12 ArbSchG and Section 4 DGUV Regulation 1: safety instruction at least once a year, with documentation
  • Section 3(6) and Section 14 of the Industrial Safety Ordinance (BetrSichV): define type, scope and intervals of work equipment inspections
  • Section 11 of the Occupational Safety Act (ASiG): the occupational safety committee meets at least once a quarter
  • ASR A2.2 and ASR A2.3: fire safety instruction, servicing of fire extinguishers and evacuation drills

Frequently asked questions

Which health and safety duties are due every year in Germany?

At least annually, these include the safety instructions under Section 4 DGUV Regulation 1, Section 12 BetrSichV and Section 14 GefStoffV, fire safety instruction under ASR A2.2 and the inspection of industrial trucks, vehicles and cranes by a competent person (DGUV Regulations 68, 70 and 52). The occupational safety committee meets quarterly and young people are instructed every six months. Servicing of fire extinguishers and refresher training for first aiders follow a two-year cycle.

Is an annual health and safety plan mandatory?

No law requires an annual plan as a separate document. However, the employer must ensure a suitable organisation and provide the necessary resources (Section 3(2) ArbSchG) – and carry out and document safety instruction, inspections and occupational health care on time. An annual plan is the simplest tool for keeping these deadlines in view; the records themselves remain the inspection reports and instruction lists.

What does the “Type of interval” column mean?

“Maximum interval” means a regulation or rule sets an interval that should not be exceeded – for example no more than one year for forklifts (Section 37 DGUV Regulation 68). “Guide value” means a rule, standard or recommendation gives an orientation value, for example 6 months for portable electrical equipment under DGUV Regulation 3. A “company decision” applies where there is no fixed interval – as with ladders, whose inspection interval you set in the risk assessment under Section 3(6) 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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