Refuelling Safe Work Method Statement (SWMS) Template
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This Refuelling Safe Work Method Statement, or Refuelling SWMS, is an easy-to-use form that your workers can use to plan and manage refuelling risks before handling fuel, or topping up vehicles and equipment. Easily select the scope of work, possible hazards, and required PPE from a list of choices, then work through a ready-to-use list of job steps, risk assessments, and method statements for common refuelling activities.
Want a ready-to-use refuelling SWMS your team can complete on any device? It comes pre-filled with refuelling job steps, risk assessments, and method statements you can edit to match how your company works, and your crew can scan to sign on before starting and export the finished SWMS to PDF or CSV.
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What is Refuelling Safe Work Method Statement (SWMS)?
A Refuelling Safe Work Method Statement, or Refuelling SWMS, is a document used by site teams, supervisors, plant operators, drivers, and contractors to plan how refuelling work will be carried out safely. This SWMS usually includes details on the work area, fuel type, equipment being refuelled, ignition sources, spill controls, fire protection, PPE, job steps, hazards, risk ratings, and control measures.
Due to the risks that come with refuelling work, hazards such as fire, explosion, fuel spills, gas exposure, skin contact, vehicle movement, environmental contamination, and poor fuel storage have to be planned around to lessen potential accidents. This makes Refuelling SWMS documents highly relevant in Australian construction, civil works, mining, utilities, transport, agriculture, and industrial sites where fuel-powered plant, vehicles, and equipment are used.
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Applicable Standards and Policies for Refuelling Safe Work Method Statement (SWMS)
There are generally no explicit formatting requirements for a Refuelling Safe Work Method Statement. However, Australian WHS laws require PCBUs to prepare a SWMS for high-risk construction work where applicable, and to document hazards, risks, and control measures involved in fuel handling, flammable liquids, plant refuelling, spill control, ignition sources, and work near other people or equipment. A Refuelling SWMS is a good document to support compliance to this.
- Model WHS Regulations require a SWMS for high-risk construction work in Australia
- Safe Work Australia guidance covers hazardous chemicals, flammable liquids, and fire risks
- Safe Work Australia guidance covers plant, equipment, and mobile plant refuelling risks
- AS 1940:2017 covers storage and handling of flammable and combustible liquids in Australia
- State and territory WHS laws commonly require risk controls for refuelling and hazardous chemical handling
Staff Members and Parties that use Refuelling Safe Work Method Statement (SWMS)
A Refuelling SWMS is primarily used by project teams that manage plant refuelling, vehicle refuelling, fuel storage, fuel transfer, generators, pumps, or other equipment requiring fuel on site. Here are examples of other common parties that use a Refuelling SWMS:
- Site supervisors and project managers
- Plant operators and drivers
- Fuel delivery workers
- Health and safety teams
- Contractors and subcontractors carrying out refuelling work
Business Risks Reduced by Refuelling Safe Work Method Statement (SWMS)
A Refuelling SWMS puts controls in place for the hazards behind most refuelling incidents, such as fire, explosion, fuel spills, chemical exposure, static discharge, poor ventilation, ignition sources, and uncontrolled fuel storage. Applied consistently, it reduces the following business risks:
- Injuries, fires, explosions, and refuelling-related incidents
- Non-compliance with Australian SWMS and hazardous chemical safety requirements
- Legal claims, enforcement action, clean-up costs, and incident-related costs
- Project delays from fuel spills, fire incidents, investigations, and site shutdowns
Business Opportunities Created by Refuelling Safe Work Method Statement (SWMS)
A well-prepared Refuelling SWMS helps businesses improve control over fuel handling, plant refuelling, spill prevention, and fire-risk activities. Here are some ways a well-designed Refuelling SWMS can help businesses:
- Improve worker confidence before refuelling activities begin
- Strengthen contractor prequalification and tender-offer competitiveness
- Improve coordination between supervisors, plant operators, drivers, and fuel delivery workers
- Build trust with clients, regulators, insurers, and project stakeholders
What Should be Included in a Refuelling SWMS?
A Refuelling SWMS should be prepared before refuelling work is carried out as part of high-risk construction work or on sites with higher-risk conditions. While exact requirements can vary across Australian states, territories, projects, and principal contractor requirements, there are some core elements that are typically included that you should know about:
- Scope of work, site location, fuel type, refuelling area, and responsible persons
- Job steps for setting up, isolating ignition sources, dispensing fuel, checking for leaks, spill response, clean-up, and storage
- Hazards such as fire, explosion, fuel spills, gas, skin contact, environmental contamination, traffic, and mobile plant interaction
- Required controls such as no-smoking areas, spill kits, bunding, PPE, ventilation, fire extinguishers, exclusion zones, and safe fuel storage
- Risk ratings, emergency procedures, worker consultation, sign-off, and review requirements
Why are Refuelling SWMS Important?
Refuelling SWMS are important because refuelling work can expose workers, nearby people, plant, and the environment to serious risks from flammable liquids, gases, spills, and ignition sources. This is critically important on construction, civil, mining, landscaping, and industrial sites where generators, vehicles, pumps, compressors, and mobile plant may need to be refuelled in active work areas.
Essentially, a Refuelling SWMS helps confirm that the work steps, fire controls, spill response measures, PPE, and environmental controls have been reviewed before refuelling begins. Additionally, it gives project management teams clear documentation of the due diligence performed, supporting consultation, site coordination, and compliance with Australian WHS requirements where the work forms part of construction or higher-risk site activity.
How to Create a Refuelling Safe Work Method Statement (SWMS)
Creating your own Refuelling SWMS forms doesn’t have to be complicated. In this section, we break down the process step by step.
Before starting your Refuelling Safe Work Method Statement (SWMS) form, the following pre-requisites should be ready.
- Project or site details are required.
- Refuelling scope and work area must be listed.
- High-risk construction work details must be covered.
- Hazards, risks, and control measures must be stated.
- Fuel type, storage, and transfer needs must be included.
- Fire, spill, ignition, and PPE controls must be noted.
- Worker sign-off and SWMS review requirements must be recorded.
Start with Project and SWMS Information
First, you need to place high-level general information at the beginning of your Refuelling Safe Work Method Statement to help establish context for the work to be done. Here are some examples of core elements that you can use:
- Project name and site location
- SWMS title and document reference number
- Description of refuelling activities to be completed
- Name of the PCBU, contractor, or subcontractor
- Names and roles of workers, supervisors, and plant operators
Define the Scope of Refuelling Activities
Next, you will want to define the scope of work so it is clear what refuelling activities are covered by the SWMS. For example, you will want to list the following information in your Refuelling SWMS:
- Type of fuel being handled, such as diesel, petrol, or gas
- Plant, equipment, vehicles, or storage tanks being refuelled
- Refuelling area, access points, and exclusion zones
- Fuel containers, pumps, hoses, nozzles, and spill equipment required
- Storage, transfer, and fuel delivery requirements
Assess Refuelling Hazards
It is important that potential hazards are identified before refuelling starts so the appropriate safety control measures can be implemented. Common hazards that you should look out for include:
- Fire or explosion from fuel gas, sparks, static, or ignition sources
- Fuel spills, leaks, or environmental release
- Skin, eye, or inhalation exposure to fuel or gas
- Contact with moving vehicles, plant, or nearby workers
- Poor ventilation, hot surfaces, smoking, or unsafe fuel storage
Record Safety Control Measures and Work Method
After the hazards are identified, you will want to determine the appropriate safety control measures to reduce risks for your workers and nearby site personnel. Be sure to document the following information in your SWMS:
- No smoking, no ignition source, and engine shut-down requirements
- Fuel hose, nozzle, container, pump, and storage checks before use
- Spill kit location, spill response steps, and waste disposal requirements
- PPE requirements such as gloves, eye protection, long sleeves, and safety footwear
- Work sequence for set-up, refuelling, spill checks, clean-up, storage, and area handover
Complete Review, Approval, and Worker Sign-Off
Complete your Refuelling SWMS with review, approval, and worker sign-off to confirm that the work method and safety control measures have been communicated before work starts. Here are some examples of fields you can include:
- Names and roles of reviewers and approvers
- Date of review and approval
- Worker confirmation that the SWMS has been read and understood
- Supervisor or person in charge sign-off
- Revision number and next review trigger
Frequently asked questions
How to create SWMS Process in an App or Software System
A well-designed SWMS process ensures workers clearly understand the hazards, risks, and required control measures to perform high-risk work, while enabling your team to easily document, review, and share safe work procedures before work begins.
40 minutes
Medium difficulty
Start your Refuelling SWMS with General Information
It is important to begin your Refuelling Safe Work Method Statement (SWMS) with key project, site, date, reference, and location details so the document can be traced to the correct refuelling activity. This section should use simple text and date fields for fields such as:
- Text field or Automatic Form Counter for SWMS Reference Number
- Date selector field for Date
- Text fields for Project Name and Address
- Text field or Automatic Single Day Weather capture
- Multi-line text field for Description of Work
Create a Section for Scope of Work, Hazards, and PPE
Next, create a section where users can select the project scope, possible hazards, and required PPE for the refuelling works. For simplicity, we recommend using multiple-choice selector fields for this section, with fields such as:
- Multiple-choice selector field for Project Scope
- Multiple-choice selector field for Possible Hazards
- Multiple-choice selector field for PPE Required, including Eye Protection
- Conditional text field for other hazards or PPE not listed in the pre-filled choices
Create a Table for Material and Equipment Information
Users will next need to list down the mobile diesel fuel tank, transfer pump, fuel hose, automatic shut-off nozzle, spill response kit, and other equipment required for the task. We highly recommend using a table for this section so each item can be recorded with its make, asset details, and required training information.
- First column for Material or Equipment Name
- Second column for Make or Model
- Third column for Registration or Asset ID, if any
- Fourth column for Required License or Training, if any
Create a Table for the Method Statement and Risk Assessment
Next, create the main SWMS table where users can record each refuelling job step, hazards, risk scores, controls, and responsible persons. We highly recommend using a table for this section, with the following formatting for the columns:
- First column for Job Step
- Second column for Potential Hazards
- Third column for Initial Risk Score
- Fourth column for Controls
- Fifth column for Residual Risk Score
- Sixth column for Person Responsible
Add Pre-filled Method Statement Rows for Refuelling Work
After the main table is created, add pre-filled rows that reflect the most common refuelling job steps in the attached SWMS. These rows help users complete the form faster while still allowing the SWMS to be adjusted for the actual site task.
- Row for Pre-start planning, refuelling area setup and equipment inspection
- Row for Positioning and isolating vehicle or plant for refuelling
- Row for Transferring fuel and refuelling vehicle or plant
- Row for Disconnecting equipment, managing spills and completing refuelling
Create a Section for Additional High-Risk or Site-Specific Steps
Some refuelling tasks may require extra job steps depending on active earthworks areas, nearby mobile plant, unstable ground, vehicle access, ignition sources, or how the refuelling zone is controlled. We highly recommend creating an additional method statement table so users can add extra risk assessment rows when needed.
- Columns for Job Step, Potential Hazards, Likelihood, Consequence, Initial Risk Score, Controls, Residual Risk Score, and Person Responsible
- Dropdown fields for Likelihood and Consequence scores
- Risk Score = Likelihood Rating x Consequence Rating
Create a Section for Risk Matrix Guidance
Next, add a risk matrix section as a guide for users to assess initial and residual risk scores for any additional job steps they may add. We highly recommend using the following fields and features to help guide users:
- Pre-filled or photo of the Risk Matrix table showing Likelihood, Consequence, and Risk Score levels
- Pre-filled text field for Consequence ratings from 1 to 5
- Pre-filled text field for Likelihood ratings from 1 to 5
- Pre-filled guide for residual risk actions, including Low, Moderate, High, and Catastrophic risk outcome
End your Refuelling SWMS with Worker and Supervisor Sign-offs
Finally, complete the Refuelling Safe Work Method Statement (SWMS) with worker confirmation and sign-off fields for the responsible parties. If your app or software allows, use scan-to-sign and automatic e-signature fields to keep the sign-off process digital.
- A scan to sign-on table for workers’ sign-off
- E-signature field for Supervisor Sign-off
- E-signature field for Project Manager Sign-off
- Automatic date and time stamp fields for each sign-off
About the author
Ron Gadugdug
Engineering Content Writer
Education:
Cebu Institute of Technology - University - Civil Engineering
Bio:
Ron is a Civil Engineer with 6 years of experience in the construction industry, primarily focused on quantity surveying, cost estimation, project management, quality control, contract administration, and property & engineering insurance. At Sitemate, he writes about practical applications of evolving technologies and digital solutions that support construction professionals in improving efficiency, compliance, and project delivery across the built world.
Project Details:
Quantity Surveying & Cost Engineering
Performed quantity take-offs of several high-rise and horizontal structures using sheets and applications like Revit and Bluebeam Revu, and spearheaded trials with Building Information Modeling (BIM) software.
Project Management & Consultancy
Coordinated with project management teams during the construction of local projects such as a 4-tower hotel & resort, a 22 storey condominium project, and a school dormitory project.
Contract Administration
Assisted during contract biddings and negotiations with general contractors and sub-contractors, and oversaw progress reporting, billings, and payment.
Property & Engineering Insurance
Dedicated non-life claims handler, overseeing property and contractor all-risk insurance claims, risk management, and bonds.
Version History:
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