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

HSR Conference Program Announced!

By admin • October 6, 2026
We are excited that the program has been released for the 2026 HSR Conference! The event is held across the state, with the Melbourne presentations being live streamed to four regional centres. This includes Bendigo, Morwell, Wangaratta and Ballarat. BeSafe is super excited to be hosting the Ballarat event! The conference is on Tuesday 27 th October and will kick off at 8.30am and run through to 2.45pm. It’s completely free and catered for, but you must register to attend at: VTHC HSR Conference 2026 Don’t forget that HSR’s have an entitlement to attend this course, as it is WorkSafe Victoria approved under Section 69. Numbers are limited, so register as soon as possible so you don’t miss out!  Here is what to expect on the day: The Conference topic “Extreme Weather, Extreme Risk: The Future of Occupational Health and Safety”: How extreme weather is changing workplace health and safety, the new risks workers face, and how HSRs can use their rights and powers to prevent harm. The Program 7.45- 8.30am Arrive and register 8.30 – 10am SESSION 1 Opening speakers: VTHC Secretary Luke Hilakari, WorkSafe Minister Steve Dimopoulos MP and WorkSafe CEO Cathy Henderson Presentation: Extreme Heat: combined presentation between HSRs and Dr Andrew Ireland 10:00am - 10:30am Morning tea 10:30am - 11:15am SESSION 2 Presentation: Climate-driven natural disasters: combined presentation between HSRs and Dr Andrew Watkins Q&A 11:25am - 12:15pm BREAKOUT SESSION 1: Debrief and reflections 12:15pm – 1:15pm Lunch 1:15pm – 2:45pm BREAKOUT SESSION 2: Myth busters, problem solving and campaigns activities 2:45pm Conference evaluation and certificate collection For more information, take a look at: H&S Month 2026: Victorian HSR Conference | WorkSafe Victoria HSR conference 2026 - OHS Reps

Small Business and Managing Psychosocial Hazards

By admin • September 7, 2026
When we think of workplace safety, we usually picture high-vis vests and machinery guards. But, we can’t forget that employers have the exact same legal obligation to protect workers from psychological harm as they do from physical injuries. For small-to-medium businesses, managing "psychosocial hazards" can feel overwhelming, especially because these risks may seem “invisible”. Things like chronic stress, bullying, or burnout can also seem more tricky to control than your slips, trips and falls. Here is a quick guide to understanding your duties and protecting your team. What is a Psychosocial Hazard? A psychosocial hazard is anything in the design or management of work that increases the risk of psychological harm. Common examples include: Unrealistic workloads, constant tight deadlines, or a lack of role clarity. Bullying, harassment, or a lack of support from supervisors. High-stress customer interactions or dealing with traumatic situations. Left unmanaged, psychosocial hazards lead to high staff turnover, absenteeism, and long-term psychological injury claims. Meeting Your Legal Duties: The 4-Step Process Victorian Safety Legislation require employers to eliminate or reduce psychosocial risks so far as is reasonably practicable usi ng a four-step Risk Management process: Identify Hazards: Look for warning signs like spikes in sick leave. Cruciall y, consult with your staff and Health and Safety Representatives (HSRs) t o find out where the stress points are. Assess Risks: Evaluate how likely these are to cause harm, as well as how severe and frequent these stressors are. Control Risks: Fix the job, not the person. You must change your systems of work to reduce the risk. For example by changing workflows, clarifying job descriptions, balancing workloads, and build a culture where staff can safely speak up. Review Controls: Regularly check back with your team and HSRs to ensure your changes are working. There are WorkSafe Victoria developed tools to help you with each step of the process and we can teach you how to use them... How BeSafe Victoria Can Help We understand that it can be hard to know where to start. You don't have to figure this out alone. At BeSafe Victoria , we specialise in providing the knowledge and skills to manage safety challenges. We run courses for HSRs, but we often have employers and managers attend so that they can understand how to apply the risk management process to psychosocial hazards. We will introduce you to a step-by-step process and provide the resources you need to make sure your workplace is safe. Contact BeSafe Victoria to find out more: HSR Training and support | BeSafe | Regional Victoria