Distribution of Work Environment Tasks – Authority, Resources & Handover | Word/PDF/Excel

Allocation of occupational health and safety tasks – a complete document package for employers who need to allocate tasks within systematic occupational health and safety work (SAM), describe decision-making authority and resources, and manage change, return of tasks, and follow-up. Five Swedish work templates in editable Word format, with corresponding searchable PDF versions, a Swedish and English guide, and an Excel register with nine tabs.

Which templates are included?

Excel register for occupational health and safety tasks

The workbook has the tabs Overview, Individuals, Tasks, Assignments, Authority, Return, Follow-up, Sources, and Read Me. It shows, among other things, registered individuals, occupational health and safety tasks, assignments where prescribed conditions need to be checked, and open requests for change or return. An assignment is marked “Check conditions” if authority, resources, or knowledge are missing or have not been assessed. However, fully completed register fields are never in themselves proof of legal compliance.

What does AFS 2023:1 say about the allocation of occupational health and safety tasks?

According to Section 9 of the Swedish Work Environment Authority’s AFS 2023:1, the employer shall allocate tasks within systematic occupational health and safety work to one or more managers, supervisors, or other employees. The recipient must have sufficient authority, resources, knowledge, and competence. The allocation must be in writing if the business has ten or more employees. The employer still retains legal responsibility for the working environment.

The Swedish Work Environment Authority’s SAM guidance clearly emphasizes clearly defined tasks and the opportunity to request changes or decline a task if conditions are inadequate. Tasks should be allocated to individuals or specific roles, not to an undefined group. The guidance also states that the recipient’s signature is not a general formal requirement. The acknowledgment form is a practical documentation aid.

How the document package is used

1. Map out the concrete occupational health and safety tasks and the workplace risks.
2. Describe who or which specific position is assigned each task.
3. Fill in the mandate, financial and personnel resources, time allocation, and knowledge check.
4. Inform the recipient and document the need for clarifications.
5. Record assignments and control statuses in Excel.
6. Address deficiencies through changed authority, resources, support, or return, with a clear transitional solution.
7. Follow up in the event of new risks, reorganization, leave, or absence.

Frequently asked questions

Can the employer delegate their occupational health and safety responsibility?

No. The employer retains responsibility. What is allocated are occupational health and safety tasks and the conditions for performing them.

When must the task allocation be in writing?

According to Section 9 of AFS 2023:1, when there are ten or more employees in the business. Written documentation may also be appropriate in smaller companies.

What resources must accompany a task?

For example, sufficient decision-making authority, time, training, personnel, equipment, local support, and financial resources based on the actual task.

What should be done if resources are insufficient?

Escalate the deficiency to the responsible manager or employer representative. If necessary, the task must be reallocated or taken back so that occupational health and safety work does not cease.

Must the recipient sign the form?

There is no general formal requirement for the recipient’s signature according to the Swedish Work Environment Authority’s SAM guidance, but understanding and information must be ensured.

Is the Excel register a legal approval?

No. It is an administrative overview. The employer must check actual authority, resources, knowledge, and current occupational health and safety risks.

Are English work templates included?

The work documents are in Swedish. A separate English user guide is included.

Related documents and occupational health and safety templates

See also SAM Occupational Health and Safety Package, onboarding plan for new employees, competence mapping and competence supply plan, and safety committee and occupational health and safety cooperation.

Version 1.0 · Swedish law · Source-controlled 23 October 2026 · Digital delivery in ZIP.