Free Labour Hire Licence Check Record for Host Employers.

A labour hire licence check only protects your business if you can show when you made it, what the register said and who looked. This free labour hire licence check record gives host employers one Excel workbook for every provider, every state, every check and the date the next check is due.

It is an editable workbook: type your providers in and the sheet works out which ones are overdue, close to due, expired or showing no licence. A printable PDF copy suits sites that keep a paper file.

Why one licence check is not enough

The Labour Hire Authority says that under Victorian law labour hire providers must be licensed and hosts must only use licensed providers. Its host page asks hosts to do two things: check the licence of every current provider on the register, and subscribe to Follow My Providers so a change in status reaches you. Its host checklist adds: keep a record of your checks.

Status can change after the first look, and the Authority also warns about licence fraud, where someone poses as a licensed provider. Our guides to how hosts read a licence status and to licence fraud and phoenix activity cover the red flags.

The rules also move. Victoria amended the definition of providing labour hire services from 1 October 2026 and the Authority says guidance is still being updated, so read our note on the Victorian labour hire definition. If a crew works in more than one state, see licence checks across states first.

What is inside the workbook

• Read Me: how to use the record, what the flags mean, what it does not do and a colour key.
• Provider Register: provider, ABN, state, licence number, status shown, date checked, evidence reference, alert set, re-check interval, next check due and a flag.
• At-a-glance block: counts of each flag, plus rows with no evidence saved and no alert set.
• Check Log: an add-only log with date, provider, state, result, who checked, evidence reference and action.
• State Schemes: scheme, regulator, host duty in one sentence, register link and cautions for each jurisdiction, checked 10 November 2026.
• Worked Example: made-up providers, labelled EXAMPLE, that show every flag.
• Sources: the regulator pages behind each statement, with the date checked.

How to use it

• Add each provider you use, one row per provider and state, copying licence details exactly as the register shows them.
• Search that state's register, record the status shown, save a dated screenshot or printout, and note the file name.
• Set Follow My Providers, or the equivalent alert where one exists, and pick a re-check interval.
• Log each check in the Check Log, then open the register weekly and act on any flag that is not OK.

Who should use it

Operations, HR and WHS leads at warehouse, manufacturing, food production, trades and logistics sites that bring in agency workers, whether one site with two providers or several sites with many.

Related Resources

• How hosts read a licence register status for what each status means
• Licence checks for a crew working across states when a provider covers more than one state
• Licence fraud and phoenix red flags for hosts to spot a provider that is not what it claims
• The Victorian labour hire definition and whether a contractor is covered
• Labour hire contract clauses to agree before the first shift including notice of licence changes
• The free labour hire agency selection scorecard to compare providers
• The Labour Hire Authority host page for the regulator's own guidance

Frequently Asked Questions

Is a labour hire licence check a one-off task?

No. A licence can expire or be suspended or cancelled after you first check it. That is why the record has a re-check interval, a next-check date and a flag, and why the Labour Hire Authority also points hosts to Follow My Providers.

Do all states have a labour hire licensing scheme?

No. Victoria, Queensland, South Australia and the ACT run licensing schemes. The NSW Government says there is currently no licensing scheme in New South Wales, though it is considering how to regulate labour hire. The State Schemes sheet shows the position on 10 November 2026.

Does a provider being on the register protect my business?

In Queensland, South Australia and the ACT, a provider shown as licensed on the register when you entered the arrangement is an answer to the unlicensed-provider rule. That is why you record the date and result of every check. It is not a promise for every case, so read the law for your state.

Does it work for NSW-only sites?

Yes, as a provider list with your own check rhythm. There is no NSW licence to look up today, so you pick the status No scheme applies and the sheet tracks your own re-check dates. A pledge is not law, so check before you rely on one.

Is this legal advice?

No. It is a general guide and record-keeping tool. Laws and registers change, so read the Sources sheet and get legal advice for your own situation.

Keep Your Provider Checks on Record

Download the workbook, load your current providers and set the next check dates this week. Chandler Personnel is a Melbourne labour hire and permanent recruitment business, and you can send a staff request.