Risk Assessment Meeting Minutes: What Should Be Included? | Example Sentences and Excel Templates

📝 This is what it looks like when you write down an agenda item.

Below is a hypothetical example showing how to write it. This is not an actual company or accident case, and the dates and roles are for illustrative purposes only. It does not imply that the risks at the site should be assessed or that the illustrative countermeasures alone are sufficient.

When copying and pasting, replace “Logistics Manager (Virtual)” with the name of the actual person handling the task. Separate the person in charge from the collaborator, and for photos, writing the filename or folder path instead of “Photo Included” makes them easier to find. If you use the same agenda number R-01 in both the meeting minutes and the improvement action sheet, subsequent records will continue from there.

✍️ Try fixing sentences ending with “Let’s be careful” like this

Excel does not automatically determine the risk level. This is a form for evaluating based on the assessment techniques, judgment criteria, and acceptable levels established by the workplace, and linking the results. If opinions are divided, rather than simply recording the majority conclusion, please note down the facts requiring further verification and the reasons for withholding judgment.

You must also examine whether education or guidance alone is sufficient. Review the removal or modification of hazardous work, engineering countermeasures, and improvements to work procedures, but determine which measures are appropriate based on site conditions. For cases awaiting approval, it is advisable to distinguish between "awaiting approval" and temporary measures taken in the meantime, rather than lumping them together as "in progress."

👥 What to leave next to the attendee list

If only who visited is recorded, it is difficult to know how the actual workers' opinions were reflected. Please record the participants' names, assigned tasks, the stages and methods involved, their opinions, and the results of their implementation. If you have separate巡回 inspection records or interview sheets, simply link the dates with their storage locations.

Participation does not end with a single meeting. Workers actually engaged in the relevant tasks must be involved at every stage, from identifying risk factors and determining risks to establishing improvement measures and verifying their acceptable levels after implementation. The primary method is on-site inspections, which may be supplemented with surveys and interviews. What if it is difficult to participate in on-site inspections due to special circumstances? In that case, you must ensure their participation through other methods of gathering opinions.

If the employee representative requests participation, ensure that they attend. Separately note whether a request was made from the actual details of participation, and if the schedule, scope, or method is currently being discussed, specify a deadline for the consultation with the relevant person. The attendance verification section is for factual confirmation purposes only and is not a consent section intended to shift the employer's responsibility onto the employees.

🔍 I received the photo. May I close it as completed?

Purchasing, installing, and submitting photos serve as proof that the measures have been implemented. Please distinguish this from the results of verifying whether the risk has been reduced. In the re-verification section, record the verification date, verifier and participating workers, actual working conditions, and the risk and permissibility after the measures. Do not fill in "No abnormalities" for results that have not been verified.

Form statuses are categorized as Unstarted, In Progress, Awaiting Approval, Awaiting Reconfirmation, Additional Action, and Completed. It is recommended to filter out cases that are past their deadline or awaiting reconfirmation and address them first at the next meeting. If the situation is beyond acceptable limits, determine additional measures; do not postpone situations requiring immediate risk response until the next meeting.

Has the deadline changed? Rather than erasing the existing date, please record the reason for the change, the date of the decision, and the new deadline. It is also necessary to record information provided to workers who were not present at the meeting. Record the schedule prior to the evaluation, as well as the recipients, methods, dates, and locations of materials regarding the sharing of risk factors, risk assessment results, established improvement measures, and implementation results following the evaluation. Efforts to consistently inform workers of risk factors that could lead to serious accidents, such as through pre-work safety inspection meetings, are also required.

🗂️ Use five Excel sheets consecutively like this

1. Writing Guide Check the input method and record range in.
2. proceedings Write the basic meeting information and agenda items, and attach the meeting number and agenda number.
3. Improvement measures In this section, write the person in charge, deadline, proof, and reconfirmation results consecutively with the same number.
4. Example of writing (virtual) This is for reference only. Please start with a blank form so that the example is not mixed into the actual record.
5. reason You can check the official original text at.

The meeting minutes and corrective action sheets each have 10 columns. Please fill in the yellow input fields and use the dropdown menus for selection items. Enter the date value in the date-only fields, and separate the items in fields for multiple pieces of information. If related evaluation forms or inspection records exist in other documents, please link them by document number or storage location.

🗄️ How long should the records be kept?

The attached file summarizes the opinions and decisions of the risk assessment process. This is a practical support form and is not a standardized legal form. Merely drafting meeting minutes or signing attendance does not fulfill the obligation to conduct a risk assessment. This must be followed by the identification of actual risk factors, determination of risks, establishment and implementation of improvement measures, and verification of results.

• Record Items and Preservation: The items to be recorded pursuant to Article 37-4 of the Enforcement Rules are the time of implementation and person in charge, participating workers and worker representatives, identified risk factors, risk determination results, improvement measures and implementation results, and the retention period is 3 years.
• Start date of retention period: Article 21 of Ministry of Employment and Labor Notice No. 2026-73, issued and effective on November 4, 2026, stipulates that the minimum retention period shall be calculated from the day following the completion of the establishment of improvement measures for each evaluation period. Do not calculate collectively based on the meeting date; please check the reference date of the relevant evaluation. Do not automatically delete records simply because the period has expired.

The classification of 담당 (responsible person), deadline, and the location and status of supporting documents are operational items designed to facilitate execution. This form alone is not used to determine whether individual workplaces have met their legal obligations.