The Complete Occupational Hygiene Proposal Structure Guide

Every occupational hygiene proposal should open with an executive summary of no more than half a page. This section exists for the decision-maker who will not read the full document. It should state who you are, what you propose to do, why the assessment is needed, and the total fee. Reference the client's specific situation — their industry, the contaminants of concern, and any regulatory trigger for the assessment such as a SafeWork notice, a workers' compensation claim, or an upcoming WEL transition deadline.

The executive summary is your opportunity to show that you have listened to the client's needs and understood their operational context. Avoid generic language such as 'we will conduct a comprehensive assessment of your workplace.' Instead, write something specific such as 'we propose a two-day personal exposure monitoring program targeting respirable crystalline silica and inhalable dust across your three cutting stations in Building C.' Specificity builds confidence.

This section demonstrates that you understand why the client needs the assessment. Reference the applicable legislation, such as the WHS Regulation 2025 and the relevant state WHS Act. If workplace exposure limits are changing — as they are for many substances from 1 December 2026 — explain how this affects the client's obligations. Cite the specific regulation clauses that require health monitoring, atmospheric monitoring, or exposure assessments for the hazards in question.

Include a brief description of the client's business operations as you understand them from your pre-assessment discussions. This confirms alignment between your proposal and their actual workplace. If the assessment was triggered by a specific event such as a health surveillance result, a regulator's notice, or a change in work processes, reference this appropriately while maintaining confidentiality. The background section should make it clear that this proposal was written for this client, not copied from a template.

The scope of work is the contractual backbone of your proposal. It must answer five questions clearly: what contaminants or hazards will be assessed, where the assessment will take place, how many samples will be collected, over what duration, and which workers or similar exposure groups are included. Use a table format where possible to make the scope scannable.

For an air monitoring proposal, list each contaminant alongside its current workplace exposure limit, the sampling method (such as gravimetric, colorimetric, or charcoal tube), the number of personal and static samples, and the laboratory that will perform the analysis. For noise assessments, specify the number of dosimetry measurements and area sound level surveys. Always state what is excluded from the scope, such as biological monitoring, ergonomic assessment, or hazards in areas not specified. A well-defined scope prevents disputes and sets clear expectations for both parties.

Describe your sampling strategy in enough detail that a peer reviewer could replicate it. Reference the Australian Standards or international guidelines you will follow, such as AS 3640 for workplace atmospheres, AS/NZS 1269 for noise, or the AIOH guidance on sampling strategy design. Explain how you determined the number of samples — whether based on similar exposure groups, worst-case scenarios, or a statistical approach to characterise the exposure distribution.

For each contaminant, state the sampling duration, flow rate, and collection media. If you are using real-time instruments as screening tools, specify the make and model and note that results will be indicative rather than definitive. Explain how you will account for variables such as shift patterns, seasonal variations, and non-routine tasks. If the assessment requires multiple site visits to capture different production runs or weather conditions, state this and explain the rationale. The methodology section is where technical reviewers will scrutinise your proposal, so accuracy and specificity are essential.

Specify the format and content of every document the client will receive. At minimum, this includes a formal assessment report containing an executive summary of findings, a description of the methodology used, tabulated results with comparison against workplace exposure limits, a risk characterisation for each exposure group, and recommendations prioritised by the hierarchy of controls. State the expected turnaround time from the completion of fieldwork to delivery of the draft report, and allow for a client review period before finalising.

If the client requires specific documentation for regulatory compliance, such as a health monitoring report under regulation 404 of the WHS Regulation 2025 or an air monitoring report for a SafeWork notice response, confirm that your report will meet these requirements. Offer a results briefing meeting as part of your deliverables — this is an opportunity to explain findings in person, discuss control options, and potentially secure follow-up work. Document whether the report will be provided in PDF format only or also in an editable format for the client's records.

Present your fee as a single fixed price with a clear breakdown. Typical line items include consultant field time (number of days multiplied by the day rate), equipment hire and calibration, laboratory analysis fees (list each analytical method and unit cost), report preparation time, and travel and accommodation if applicable. If GST applies, show it separately.

State your payment terms, including the deposit required before mobilisation, the invoice schedule, and the payment period. Include a validity period for the proposal, typically 30 days. Add a variation clause that explains how additional scope will be quoted and approved. If the client cancels after you have mobilised, include a cancellation fee clause. These terms protect your business and set professional expectations. Never undercut your fee to win work — a well-structured proposal at a fair price will outperform a cheap quote with a vague scope every time.