Safety instruction record template (PDF) and instruction plan (Excel)
Attendance list with topic, content, instructor and signatures as a PDF – plus an Excel instruction plan that shows which safety instruction is due for whom and when.
As of PDF and ExcelAMS Go editorial team
Safety instructions are mandatory in Germany – before starting work, when things change and at least once a year (Section 12 ArbSchG, Section 4 DGUV Regulation 1). In a dispute or an inspection, however, only what is documented counts.
The safety instruction record captures who was instructed on which topic and when, and confirms it with a signature. The instruction plan in Excel format makes sure no topic and no deadline is lost.
What the template contains
- PDF record with topic, date, content and attendance list for 14 people per sheet
- Fields for the type of instruction (initial, repeat, event-driven) and duration
- Excel instruction plan with eight prepared topics, legal basis and interval
- Columns for last instruction, next due date and filed record
How to use the template
- 1
Plan topics
Enter all topics in the instruction plan that result from your risk assessment and assign them to target groups. Eight typical topics are prepared.
- 2
Carry out the instruction
Fill in the PDF record before the instruction: topic, content, documents. After the instruction, all participants sign.
- 3
File the record and set the next date
File the signed record and enter the date and the next due date in the plan. That way you can see at a glance what is coming up next quarter.
Legal basis
- Section 12 ArbSchG: safety instruction
- Section 4 DGUV Regulation 1: instruction at least once a year, documentation
- Section 14 GefStoffV: instruction based on the operating instructions
- Section 29 of the Youth Employment Protection Act (JArbSchG): instruction of young people every six months
Frequently asked questions
Does a safety instruction record have to be signed?
The law requires documentation, not a particular form. The participants' signature is the usual and, in a dispute, the safest proof. Digital confirmations – via an app with a user account, for example – are equivalent if it is traceable who confirmed and when.
How long must I keep safety instruction records?
There is no uniform retention period. At least two years is common; for instructions on hazardous substances and biological agents, many companies follow the longer periods for health checks and exposure registers. If in doubt, keep them longer – a record never hurts.
Can the annual safety instruction take place online?
Partly. Electronic instructions are permitted if the content is workplace-specific, understanding is checked and questions can be put to a competent person. Practical exercises – for PPE against falls from height, for example – cannot be replaced.
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, but does not replace legal advice or adapting it to your own company.
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.
