What Must Be Displayed in the Workplace

22 Dec What Health & Safety Documents Must Be Displayed

Posted at 09:53h in Articles by Rachel Bell

When it comes to workplace compliance in New Zealand, many business owners are unsure about what must be displayed in the workplace to meet health and safety expectations. It’s common to have policies and procedures written, stored, or filed away – yet not visible where workers actually need them.

Displaying the right information isn’t just about ticking a legal box. It helps build transparency, improves communication, and supports a stronger safety culture across your business. In this guide, we break down exactly what needs to be visible, what should be displayed, and how to make the process simple and effective.

1. Health and Safety Policy (Must Display)

Your Health and Safety Policy sets the tone for how your business manages risk. It should be visible, accessible, and understood by workers.

Why display it?

It shows your commitment from the top;
It communicates your expectations; and
It keeps everyone aligned.

Frame it, pin it, or include it on a digital noticeboard – just ensure it’s not buried in a folder no one sees.

2. Health and Safety Representative (HSR) Details (Must Display if you have one)

If your business has elected a Health and Safety Representative, their name and contact information must be clearly displayed. Workers need to know who to talk to if they have concerns.

Include:

Name;
Phone or email contact; and
The area or team they represent.

3. WorkSafe Notices (Must Display if Issued)

Any improvement notices, prohibition notices, or other official documents issued by WorkSafe must be displayed exactly as required until the notice expires or compliance is achieved.

These must be prominently visible, not hidden in a back-office cupboard.

4. Emergency Procedures (Should Display)

While not strictly mandated by law, emergency procedures are essential for worker safety and should be displayed in relevant areas.

Common examples:

Fire evacuation maps;
Emergency contact numbers;
Location of first aid kits and fire extinguishers; and
Earthquake and severe weather procedures.

These need to be easy to read and placed in high-traffic areas.

5. First Aider Information (Should Display)

Workers need to know who can help in an emergency.

Include:

Names of trained first aiders;
Where to find them; and
First aid kit locations.

6. Incident Reporting Process (Should Display)

People can’t report hazards or incidents if they don’t know how.

A simple notice should explain:

How to report (paper form, app, online system);
Who receives the report; and
Why reporting matters.

7. Safety Signage Related to Specific Risks (Must Display Where Required)

Certain risks require mandatory signage under NZ legislation and associated regulations (e.g., hazardous substances, restricted areas).

Examples include:

Hazardous substance storage signage;
PPE requirements;
Machinery exclusion zones; and
Asbestos work signage (where applicable).

If a regulation requires signage, it must be on display at all relevant entry points.

8. Worker Participation Practices (Should Display)

Workers should know how they can get involved in health and safety.

Displayed information may include:

Meeting schedules;
Toolbox talk summaries; and
How to raise suggestions or concerns.

This builds a stronger safety culture and encourages dialogue.

Tips for Keeping Notices Effective

✔ Keep notices updated – outdated info is as bad as no info.
✔ Use clear, simple language – avoid jargon.
✔ Make it visible – don’t hide important documents in cluttered areas.
✔ Digitise where possible – QR codes, intranet notices, or digital screens can make updates faster.

By understanding what must be displayed in the workplace, you make it easier for workers to access critical information, respond confidently in emergencies, and engage more actively in health and safety.

Taking the time to display the right documents isn’t just about compliance – it’s about building a safer, more transparent workplace culture.

And if you’re unsure where to start, Hasmate can support you with practical tools and personalised advice to ensure your business meets its legal obligations and stays organised.