In the construction industry, it’s not uncommon to see teams arrive on site ready to work—with materials costed, timelines scheduled, and a Bill of Quantities (BOQ) neatly signed off. But then comes the big question:
“Where’s your safety file?”
More often than not, the answer is: “We didn’t budget for that.”
Let’s break down why this happens, what the implications are, and how construction professionals can bridge the gap between project costing and legal compliance.
What Is the Bill of Quantities (BOQ)?
The BOQ is a detailed breakdown of materials, labour, and costs required to complete a construction project. It’s essential for estimating, tendering, and comparing supplier bids. However, while it captures what is needed to build, it rarely includes how the work will be done safely.
What Is a Safety File?
A safety file is a legal requirement under South Africa’s Construction Regulations. It’s a collection of documents—including risk assessments, method statements, inductions, incident reports, and appointments—demonstrating that a site is compliant with health and safety standards.
No safety file? No site entry. And potentially: no payment, penalties, or worse—injuries.
Why the Disconnect?
Assumption That It’s Included: Many assume the safety file forms part of the BOQ or gets handled by “someone else.”
Lack of Clarity on Responsibility: Contractors, clients, and safety consultants often point fingers over who should prepare and pay for the file.
Late Realisation: By the time teams arrive onsite, it’s often too late to compile a compliant file quickly—delaying project kick-off.
Who’s Responsible for the Safety File?
Under South African law, every contractor must have a safety file on site. While the client or principal contractor may request certain documents, it’s the responsibility of the company doing the work to ensure their documentation is in order.
How to Bridge the Gap
- Include safety in your costing: Make safety file preparation part of your internal BOQ process—even if it’s not listed in the main project tender.
- Communicate early: Clarify who is responsible for the file before arriving on site.
- Work with professionals: Use accredited safety consultants to compile your file correctly and ensure it meets Department of Labour standards.
- Plan ahead: A safety file should be treated like any other essential deliverable—budgeted for, scheduled, and reviewed.
The Bill of Quantities and the Safety File serve two very different but equally critical functions on a construction project. The BOQ ensures you have what you need to build—the Safety File ensures you’re allowed to build safely and legally.
Ignoring one in favour of the other can lead to costly delays, failed audits, and even site shutdowns. So if you want your project to start smoothly—and stay compliant—make safety documentation part of your costing conversation from day one.
Need help compiling your safety file quickly and correctly?
Contact FTS Safety today and get a quote with a guaranteed fast turnaround.