Exporting Documents

RAMSdoc can export your documents as branded PDF or DOCX files. You can also generate specialist output like toolbox talks and HSE investigation packs.

Exporting to PDF or DOCX

Open the document you want to export.
Click Export.
Choose your format:
- PDF — best for sharing, printing, and archiving. Layout is fixed.
- DOCX — best if the recipient needs to edit the document in Word.
Click Download.

[Screenshot: Export dialog with PDF and DOCX options]

The exported document includes:

Your organisation’s logo and branding (colours and fonts configured in Settings > Organisation)
Document reference and version number
All sections with their content
Risk assessment table with colour-coded risk matrix scores
COSHH assessments (if applicable)
Approval details — who approved the document and when
Page numbers, headers, and footers

Exporting linked documents

If your RAMS has linked documents (toolbox talks, COSHH assessments, safe systems of work), you can export them individually or as a combined pack:

Individual export — open the linked document and export as normal
Document pack — from the parent RAMS, click Export > Document Pack to get all linked documents in a single PDF

Generating a toolbox talk

A toolbox talk is a simplified briefing document extracted from an approved RAMS. It is written in plain English at a lower reading level so site workers can understand the key points quickly.

Open an approved RAMS.
Click Generate > Toolbox Talk.
AI creates a briefing covering:
- Key hazards (top 5-8)
- Essential control measures
- PPE requirements
- Emergency procedures
- Discussion points for the briefing
Review and edit the output.
Export as PDF for printing or use on the mobile app.

Cost: 2 AI credits.

Investigation pack {#investigation-pack}

If an incident occurs, RAMSdoc can generate a complete HSE investigation-ready documentation pack with one click. This is a free feature — no credits required.

Open the relevant RAMS.
Click Generate > Investigation Pack.
RAMSdoc compiles:
- Cover page with document index
- The RAMS at the version that was active during the incident
- All sign-off records (who signed, when, which version, GPS location)
- Competency evidence for all personnel
- Risk assessment with colour-coded matrix
- Linked permits with open/close records
- Complete activity log (audit trail)
- Previous versions and change history
- Any incident reports linked to this RAMS
- Regulatory references cited in the document
- Organisation’s health and safety policy summary
Download as a single PDF pack.

[Screenshot: Investigation pack generation showing the included documents checklist]

This pack is formatted as a professional PDF ready for submission to the HSE or for internal investigation purposes.

QR code site boards

RAMSdoc can generate a branded A3 PDF site board with QR codes for use on site. This is a free feature.

Open the document or go to the project/site page.
Click Generate > QR Code Site Board.
The board includes:
- Site Safety Info QR — links to emergency procedures, assembly point, first aider details
- Active RAMS QR — links to the current approved RAMS (read-only, no login required)
- Briefing Sign-Off QR — workers scan to acknowledge their briefing
- Report a Concern QR — quick form for reporting hazards or near-misses (anonymous option available)
- Visitor Induction QR — short safety briefing for visitors
Print the board and display it at the site entrance.

[Screenshot: QR code site board showing the five QR codes with labels]

Besides downloading, you can share documents directly:

Client portal — give your client read-only access to approved RAMS, compliance scores, and sign-off status. See Supply Chain for setup.
Direct link — generate a shareable link for anyone to view the document (no login required, token-based access).
Email — send the exported PDF directly from RAMSdoc.