Step by Step Method to Prepare a HIRA Document

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Step by Step Method to Prepare a HIRA Document

Preparing a HIRA document is one of the most important responsibilities of a safety professional. Whether you are working in construction, oil and gas, manufacturing, or infrastructure projects, a properly prepared HIRA can prevent injuries, save lives, and protect the company from legal trouble.

HIRA stands for Hazard Identification and Risk Assessment. It is a structured process used to identify potential hazards in a task and evaluate the level of risk before work begins.

In 2026, companies expect safety officers not only to prepare HIRA documents but to prepare them professionally, practically, and site specific. A generic copy paste document no longer works during audits or inspections.

This guide explains the step by step method to prepare a proper HIRA document that meets industry expectations.

What Is a HIRA Document

A HIRA document is a written assessment that includes:

• Activity description
• Identified hazards
• Risk evaluation
• Control measures
• Responsibility allocation
• Monitoring and review

It is often required under safety management systems aligned with standards like International Organization for Standardization ISO 45001.

The main purpose is simple. Identify hazards before they cause harm.

Step 1, Clearly Define the Activity

Before identifying hazards, you must clearly define the task.

Ask:

• What work is being done
• Where is it being done
• Who will perform it
• What equipment will be used
• Duration of work

Example:

Activity, Tower crane erection
Location, High rise construction site
Manpower, 6 riggers, 1 supervisor, 1 crane operator

Without clear activity description, your HIRA becomes vague and ineffective.

Step 2, Break the Activity into Job Steps

Divide the task into smaller steps. This makes hazard identification easier.

Example for scaffolding work:

Material shifting
Base preparation
Frame installation
Platform placement
Inspection

Breaking tasks into steps ensures no hazard is missed.

Step 3, Identify Hazards

Now identify possible hazards in each job step.

Think about:

• Physical hazards
• Mechanical hazards
• Electrical hazards
• Chemical hazards
• Environmental hazards
• Human error

Example for working at height:

Hazard, Fall from edge
Hazard, Falling materials
Hazard, Improper ladder use

Use past incident reports and site inspections to improve hazard identification accuracy.

Step 4, Determine Who Might Be Harmed

Mention affected persons clearly:

• Workers
• Supervisors
• Visitors
• Public
• Nearby contractors

This shows that your risk assessment considers all stakeholders.

Step 5, Evaluate the Risk Level

Risk is usually calculated using a Risk Matrix.

Risk = Likelihood × Severity

Likelihood example scale:

1 Rare
2 Unlikely
3 Possible
4 Likely
5 Almost certain

Severity example scale:

1 Minor injury
2 First aid case
3 Medical treatment case
4 Major injury
5 Fatality

Multiply both to determine risk rating.

Many companies use 3×3 or 5×5 matrices.

Step 6, Identify Control Measures

Follow the Hierarchy of Controls:

Elimination
Substitution
Engineering controls
Administrative controls
Personal protective equipment

For example:

Hazard, Fall from height
Control, Install guardrails
Control, Use full body harness
Control, Conduct toolbox talk
Control, Supervisor monitoring

Engineering controls are always stronger than PPE alone.

Step 7, Assign Responsibility

Mention who is responsible for implementing each control measure.

Example:

Site Engineer, Ensure edge protection installation
Safety Officer, Conduct daily inspection
Supervisor, Ensure PPE compliance

This increases accountability.

Step 8, Determine Residual Risk

After applying control measures, reassess risk.

The risk level should reduce.

Example:

Initial Risk Score, 16 High
After Controls, 6 Medium

Residual risk shows the effectiveness of your safety planning.

Step 9, Approval and Authorization

HIRA should be reviewed and signed by:

• Safety Officer
• Site Engineer
• Project Manager

In high risk industries like oil and gas, it may also be linked with Permit to Work system.

Regulatory bodies like Occupational Safety and Health Administration emphasize documented hazard assessment before work starts.

Step 10, Communicate the HIRA

A document sitting in a file does not prevent accidents.

Conduct:

• Toolbox talk based on HIRA
• Pre job briefing
• Worker sign off
• Display key controls at site

Workers must understand the hazards, not just sign the paper.

Step 11, Monitor and Review

HIRA is not a one time activity.

Review when:

• Work scope changes
• New equipment introduced
• Incident occurs
• Weather conditions change

Dynamic risk assessment should support your static HIRA document.

Common Mistakes to Avoid

• Copy paste generic HIRA
• Ignoring site specific conditions
• No risk scoring
• Weak control measures
• No responsibility mentioned
• Not reviewing after incident

Auditors easily identify poorly prepared documents.