Agency worker safety induction checklist (PDF) for the host company
Checklist for host companies instructing agency workers before their first working day: coordination with the temporary work agency, certificates of competence and health checks, protective equipment, site and workplace topics, assignment rules and signatures.
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In temporary agency work in Germany, the host company is responsible for safety instruction: the duty under Section 12 of the Occupational Safety and Health Act (ArbSchG) lies with the hirer (Entleiher), which must take the agency worker's qualifications and experience into account (Section 12(2) ArbSchG). Before the assignment starts and whenever the work area changes, it informs the worker about hazards and protective measures and about any special qualifications, special medical surveillance and increased hazards of the workplace (Section 11(6) of the Temporary Agency Work Act, AÜG).
This checklist is tailored to that situation: it records what has been agreed with the temporary work agency (Verleiher), which certificates of competence and health checks are in place and who provides which protective equipment, guides you through the site and workplace topics and the rules for the assignment, and ends with signatures. For your own new employees, use the new employee safety induction checklist; for contractors' staff working under a contract for work or services, use the contractor safety briefing.
What the template contains
- PDF checklist with assignment details on the host company, agency, agency worker, activity as per agency contract and contacts
- Coordination with the agency: agency contract, safety agreement, risk assessment, workplace visit and informing the occupational safety specialist and company doctor
- Table for qualifications, forklift licence and driving authorisation, mandatory and offered health checks and the protective equipment issued
- Site and workplace instruction topics, assignment rules, follow-up check and signatures
How to use the template
- 1
Coordinate with the agency
Before the first working day, check that the agency contract and safety agreement are in place, who provides which PPE and who arranges the health checks. Give the agency the risk assessment and allow it to visit the workplace.
- 2
Check certificates and give instruction
On the first day, check certificates of competence and health check certificates and issue the agreed PPE. Then go through the site and workplace topics – in a language the agency worker understands, with demonstration and practice. Tick “N/A” for points that do not apply.
- 3
Sign and follow up
Have the agency worker and the person giving the instruction sign, check the way of working after a few days and plan the repetition. If the person is to take on a different activity, agree this with the agency and give instruction again.
Legal basis
- Section 11(6) AÜG: the hirer's safety duties at the place of work; informing the worker before the assignment and when things change, including about special qualifications, medical surveillance and increased hazards
- Section 12(2) of the Occupational Safety and Health Act: instruction by the hirer, taking qualifications and experience into account; the agency's duties remain unaffected
- Section 12(1) AÜG: agency contract in text form stating the particular features of the activity and the required qualifications
- Section 4 DGUV Regulation 1 and Section 14 of the Hazardous Substances Ordinance: instruction at least once a year and documented, for hazardous substances given orally based on the operating instructions
- DGUV Rule 115-801 “Temporary agency work sector – requirements for host companies and temporary work agencies”: division of duties, safety agreement and instruction content
Frequently asked questions
Who instructs agency workers – the agency or the hirer?
Workplace instruction is the hirer's duty (Section 12(2) ArbSchG). The agency additionally gives basic instruction and prepares the worker for the specific assignment; according to DGUV Rule 115-801, however, this does not replace the workplace-specific instruction at the host company.
How does this checklist differ from the new employee induction and the contractor briefing?
The new employee induction is intended for your own new staff, the contractor briefing for employees of other companies who work under their own company's direction. Agency workers, by contrast, are integrated into the host company and follow its instructions (Section 1(1) AÜG). This checklist therefore also covers coordination with the agency, checking qualifications and health checks, and the rules for transfers.
What applies if the agency worker is to take on a different activity?
Then the host company must give instruction again, as informing the worker is also mandatory whenever the work area changes (Section 11(6) AÜG, Section 12 ArbSchG). DGUV Rule 115-801 provides that activities other than those set out in the contract are agreed with the agency in advance, because qualification requirements and protective measures may change.
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.
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