Occupational Safety Documentation for Companies
We develop and organise occupational safety documentation for companies throughout Latvia — orders, instructions, registers and action plans. We prepare documents so that they are understandable for employees and practical for daily use, not just “paper for inspections
What is occupational safety documentation?
Occupational safety documentation is a set of documents that defines the company’s procedures for workplace safety: responsibilities, requirements, induction procedures, safe working methods and actions in risk situations. Well-organised documentation helps to:
✔ reduce the risk of accidents
✔ ensure a common understanding among employees
✔ prepare for State Labour Inspectorate inspections
✔ avoid situations where “everything seems to exist, but doesn’t work in practice
What does the development of occupational safety documentation include?
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Mandatory orders and distribution of responsibilities
We organise orders and responsibilities: who in the company is responsible for occupational safety organisation, inductions, incident records and document management.
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Instructions for positions and types of work
We develop clear, understandable and practically applicable instructions adapted to the specific work
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Registers, forms and action plans
We prepare the necessary registers and forms (for induction records, PPE issuance, etc.), as well as action plans for eliminating non-conformities
Who is this service suitable for?
Occupational safety documentation is especially relevant if:
✔ the company is growing and new workplaces / positions appear
✔ documents are outdated or do not reflect the real situation
✔ the company is preparing for a State Labour Inspectorate inspection
✔ incidents or “near misses” have occurred
✔ technologies, equipment or work processes change
✔ the company has an internal responsible person but lacks time/competence to develop everything properly
Most common mistakes in occupational safety documentation
– Instructions are too general and do not reflect real work processes
– Documents are not updated after changes in the company
– Responsibilities are not clearly divided
– Inductions are carried out formally, without proper records
– Documentation exists only in a folder and is not used in practice
Why choose Safe ME?
✔ Certified specialists
✔ Individual approach to each client
✔ Compliance with Latvian and EU reg.
✔ We will respond within one business day
We work with companies throughout Latvia
Is your company ready for inspections?
Don’t worry about the unknown. Apply for a consultation and find out how a Safe ME audit will help eliminate risks, organise documentation and ensure full compliance with legislation without unnecessary bureaucracy.
Related services
– Occupational safety for companies
– Occupational Safety Audit and Risk Assessment
– Occupational safety coordinator on construction sites
How is documentation developed?
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Initial information collection (industry, positions, work processes, work environment)
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Audit of existing documentation (if documents already exist — we check what is usable and what needs improvement)
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Preparation of instructions and orders (according to company specifics)
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Coordination with responsible persons (so documents match reality)
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Handover of documents + explanation of how to use them (induction procedures, records)
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Updating (when processes, positions or regulatory requirements change)
We can prepare documents digitally so they are easy to maintain and update.
What do you receive after organising documentation?
✔ A documentation package tailored to company specifics
✔ Instructions for positions/types of work that employees understand and can follow in practice
✔ Orders and distribution of responsibilities to ensure clear procedures in the company
✔ Registers and forms to make inductions and records simple
✔ Recommendations for updates so documents don’t “age” after a few months
How often should documentation be updated?
Documentation must be reviewed regularly and every time changes occur in the company: new positions, new equipment, different work processes or working conditions. In practice, documentation should be reviewed at least once a year and after significant changes in company operations.
What to do after documentation is organised?
Documentation is the foundation, but safety begins when it is implemented in practice: inductions, supervision, corrections and regular system maintenance.
If you want the occupational safety system in your company to be maintained long-term (not just documents in a folder), choose full outsourcing:
Our specialists take over system implementation, documentation maintenance and regular supervision.
Frequently asked questions about occupational safety documentation
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Do instructions need to be developed for every position?
Instructions must be adapted to types of work and real risks. Sometimes instructions by work type are sufficient; in other cases — separate by position (e.g., in manufacturing or construction).
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What if documentation already exists in the company?
We review existing documents and tell you what can be used and what needs to be supplemented or redeveloped. This is often faster and more cost-effective than starting from scratch.
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Does documentation help with State Labour Inspectorate inspections?
Yes — organised documentation helps demonstrate the system and compliance, but it is important that it also reflects the real situation and is used in practice.
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Can documents be provided digitally?
Yes — we can prepare documents in digital format so they are easy to update and maintain.