NEW Changes to PINs

admin • June 1, 2026

Maintaining a safe workplace is a legal and moral obligation. One of the most powerful tools available to workers, specifically Health and Safety Representatives (HSRs), is the Provisional Improvement Notice (PIN). Used correctly, PINs can quickly resolve safety issues and ensure compliance with the Occupational Health and Safety Act 2004 (Vic).


There have been recent changes made to the PIN notice and we recommend that HSRs now use the new version.

 

Summary of NEW Changes:

  • Part 5 has been modified to include tick boxes for each of OHS Act, OHS regulations or the Psychological Health Regulations to be selected by the HSR
  • Part 6 has been modified to include whether the safety issue is a contravention relating to a physical or psychological hazard

 

What is a PIN?

A Provisional Improvement Notice (PIN) is a formal written notice issued by an HSR to address a workplace health and safety issue. It is used when consultation with the employer has failed to resolve a problem.

*In Victoria, an HSR can issue a PIN whether or not they have completed an HSR training course. This is different to other jurisdictions.


Under Victorian law, an HSR can issue a PIN if they believe, on reasonable grounds, that:

  • A provision of the OHS Act or regulations is being breached, or
  • A breach has occurred and is likely to continue or happen again


The purpose of a PIN is simple:

To require action to fix a safety problem and prevent harm to workers.

It is a legal document which the employer must respond to.


Who Can Issue a PIN?

Health and Safety Representative (HSR)’s can issue a PIN.

*Don’t forget that Victorian HSRs can issue a PIN even if they haven’t yet had the opportunity to get into a 5 Day Initial OHS Training Course. (Although obviously HSRs are best to complete their training as soon as possible so that they can fully understand the OHS Act and their role.)

An HSR must:

  • Represent a designated work group (DWG)
  • Have reasonable grounds to believe a breach exists
  • Consult with the employer first before issuing the notice


When Should a PIN Be Used?

A PIN should be used as a last resort, after attempts to resolve the issue through consultation have failed.

An HSR can choose to issue a PIN notice if the duty holder is contravening any provision of the OHS Act or any of the Regulations, or if the duty holder is believed to have been in contravention and it is likely that the contravention will continue or be repeated.

But, they must have first consulted with the duty holder.

Remember that for immediate or serious risks, a PIN may not be appropriate. In those cases, an HSR can direct work to cease under the Act.


How to Issue a PIN

1. Identify the Issue

Clearly identify the hazard or breach of the OHS Act or Regulations.

2. Consult with the Employer

Before issuing a PIN, the HSR must consult with the employer or the person responsible and give them a chance to fix the problem. Where such consultations are ineffective, the employer refuses to consult and / or the HSR believes that the safety issue will continue, then the HSR may issue a PIN.

3. Complete the PIN

It is not compulsory to use the WorkSafe Victoria PIN form, but it does make life easier. You can find it here: Provisional-improvement-notice-form-2026-05.pdf


A valid PIN must include:

Section 1 – fill out the details of the elected HSR under the OHS act (or the elected deputy HSR if the HSR is unavailable)

Section 2 – fill out the details of the duty holder. Most commonly, this will be your employer.

Section 3 – tick that you have consulted with your employer or their representative prior to issuing the PIN. It is a good idea to keep a written record of the consultation or attempted consultation.

Section 4 – fill out the details of the person (employer representative) to whom you are giving the PIN.

Section 5 – fill out which sections of The Act or The Regulations are believed to have been contravened.

You can only include one health and safety issue on a PIN notice. If there are more than one, you will need to issue a separate PIN notice for each issue.

Tick the box to make clear if the contravention relates to the OHS Act, the OHS Regulations or the Psychological Regulations.

Section 6 – provide detail of the contravention.

Include the site location ie: the actual area of the workplace where you believe the contravention to be occurring.

State whether the PIN relates to a physical or psychological hazard.

Section 7 – optional – you may fill out suggestions as to how the safety issue can be fixed if you wish, but this is not required.

Section 8 – sign and date the form.

Provide a compliance date that is AT LEAST 8 days after the PIN issue date. Make sure the timeframe is reasonable.


4. Issue the Notice

The PIN must be delivered to the person you state in Section 4. It can be delivered in person, by post or other formal delivery methods.

Don't forget to keep a copy of the PIN for your own records.

 

What Happens After a PIN Is Issued?

Once a PIN is issued, the recipient has legal obligations. They must:

  • Bring the notice to the attention of their employer (if the person is an employee).
  • Bring the notice to the attention of persons whose work is affected by the notice, including informing affected workers.
  • Display the PIN in a prominent place in the workplace.
  • Fix the issue by the specified compliance date.

Failure to comply is an offence under the OHS Act, and penalties may apply.


Can the duty holder dispute the PIN?

If the employer (or recipient) disagrees with the PIN, they can contact WorkSafe Victoria and request an inspector review within 7 days of receiving the PIN. If no review is requested within 7 days, the PIN remains legally enforceable.


What does an HSR do if the employer does not comply?

If the employer has not complied with the PIN within the specified timeframe or if the employer’s intention is not to comply, then the HSR can call WorkSafe Advisory Service and arrange for an inspector to visit the workplace.

The inspector can then:

  • Confirm the PIN
  • Modify it
  • Cancel it


Support and Advice

If you need support and advice on how to issue a PIN, you can contact:

 

PINs are an important mechanism for preventing injuries and saving lives. They are a powerful and practical tool in Victoria’s workplace safety system.

For HSRs, understanding when and how to use a PIN is essential.

For employers, knowing how to respond to PINs promptly and effectively is vital.

If you need training to understand more, contact us:

info@besafevictoria.com.au

0467002060

NEW HSR Refresher OHS Training Course - Aggression or Violence

By admin • August 10, 2026
BeSafe Victoria is pleased to announce the upcoming delivery of a new Health and Safety Representative (HSR) Refresher OHS Training Course focused on Aggression and Violence in the workplace . This is a brand new WorkSafe developed training course, which equips HSRs with practical knowledge and skills to address one of the most significant psychosocial hazards facing Victorian workplaces today. Workplace aggression and violence can occur in any industry and the impacts can be both physical and psychological, not only affecting the person directly involved but also those who witness or are exposed to these incidents. Impacts also extend beyond the workplace to affect family and community. The new course explores aggression and violence through a risk management lens, building skills in hazard identification, assessing risks, finding effective controls and in contributing to effective workplace consultation. The training aligns with the growing emphasis on managing psychosocial hazards and reflects contemporary workplace health and safety expectations, including the management of aggression and violence as a workplace risk. The knowledge gained is important in ensuring that legal obligations, including those relating to the Psychological Health Regulations, are met and that workplaces are safe. As always, BeSafe Victoria is committed to providing engaging, practical and relevant training. This new refresher course offers an excellent opportunity for participants to strengthen their knowledge, build confidence in addressing workplace risks and return to their workplaces with practical strategies for supporting safer work environments. Bookings for this new HSR Refresher OHS Training Course on Aggression and Violence will be available soon. To register your interest, go to HSR Training and support | BeSafe | Regional Victoria or email us at info@besafevictoria.com.au  We look forward to helping you create safer, healthier and more respectful workplaces across Victoria.

Working in the cold

By admin • July 27, 2026
When Winter sweeps across Victoria, temperatures can drop sharply, especially in regional areas and early mornings. For outdoor workers, or those in cold storage and refrigerated environments, these conditions aren’t just uncomfortable, they can be dangerous if not managed properly. Working in a cold environment can lead to: Hypothermia : when body temperature drops below safe levels. Frostbite : damage to skin and tissue from freezing. Reduced dexterity : making tasks harder and increasing risk of incidents. Slips and falls : from ice, frost, or wet surfaces. Fatigue : as the body works harder to stay warm. Increase in prevalence of other conditions: such as arthritis and bronchitis. Under the Victorian Occupational Health and Safety Act 2004 (The Act), employers must provide a safe working environment. This includes: Identifying cold-related hazards. Implementing control measures to eliminate or reduce the risk as far as reasonably practicable. Follow a risk management process in relation to the hazard. Consult with your workforce throughout the process. When you have identified that you have a cold hazard in your workplace, you must control the risk as far as reasonably practicable. As, always this means working through the Hierarchy of Control from top to bottom. Here are some ways you could think about controlling the cold hazard in your workplace: Eliminate: Think about changing work scheduling if weather is extreme. Substitute: Think about whether you could move the work to another location. Isolate: Protect the workers from the cold, for example by providing shelter. Engineer: Can you provide heating or insulation in this work situation? Administrative controls: Could include changes to the workflow or rosters. Training must be provided, including training in the signs of cold stress and treatment. PPE: Such as weatherproof clothing, hats, face covers, boots, and allowing for drying or replacement of gear.  Don’t forget that, under The Act, Consultation must be undertaken at every step of the process. Monitoring of the controls must also occur, especially as conditions change. Frosts and wind chill factor should be taken into account, as well as seasonal or unexpected weather changes. Cold conditions in Victoria can be managed with the right planning, clothing, and awareness. Employers and workers share the responsibility to ensure everyone stays safe, warm, and healthy through the winter months. Health and safety representatives are a key part of the co-operative process required to create safe workplaces. For more information on this topic, take a look at: Cold - OHS Reps Extreme cold | Comcare For specific guidance regarding cold storage facilities: Safe operation of cold storage facilities: A handbook for workplaces | WorkSafe Victoria