How Many SHE Representatives Does a Workplace Need in South Africa?

South African employers often ask how many health and safety representatives—commonly called SHE Representatives—must be designated at a workplace. The answer depends on the type of workplace, the number of employees and any sector-specific rules that may also apply.

This guide explains the general framework under the Occupational Health and Safety Act 85 of 1993. It is practical information, not a substitute for advice on a specific workplace.

When must an employer designate SHE Representatives?

Section 17 of the Occupational Health and Safety Act establishes the health and safety representative system. The general threshold applies where an employer has more than 20 employees at a workplace.

Under the general formula, shops and offices require at least one representative for every 100 employees or part thereof. Other workplaces generally require at least one representative for every 50 employees or part thereof. Sector-specific regulations or directions may require a different approach, so the workplace and applicable legal framework must be checked before appointments are finalised.

Practical calculation examples

• A shop or office with 21 to 100 employees would generally require at least one representative.
• An office with 101 to 200 employees would generally require at least two representatives.
• A non-office workplace with 51 to 100 employees would generally require at least two representatives.
• Separate workplaces, shifts, departments or risk areas may justify additional representatives even where the statutory minimum is lower.

The objective is effective employee representation—not merely reaching the lowest numerical threshold.

How representatives should be selected and designated

The employer must consult in good faith with recognised employee representatives, or with employees where no recognised representatives exist, regarding nomination, election, designation and the representatives’ period of office. The final designation should be recorded in writing.

Keep the consultation record, election or nomination evidence, signed designation, training record, inspection schedule and committee minutes together in the OHS file.

What does a SHE Representative do?

• Review workplace health and safety measures.
• Identify potential hazards and major incident risks.
• Examine causes of incidents and employee complaints.
• Inspect the workplace at agreed intervals.
• Participate in consultations, inspections and health and safety committee activities.
• Help employees raise practical safety concerns through a structured channel.

When is a health and safety committee required?

Where two or more health and safety representatives have been designated at a workplace, section 19 requires the employer to establish one or more health and safety committees. Committee arrangements, meeting frequency, attendance and corrective-action follow-up should be documented.

Common compliance gaps

• Using an outdated employee headcount.
• Appointing representatives without meaningful consultation.
• Failing to provide suitable training and time to perform the role.
• Keeping unsigned or expired appointment letters.
• Conducting inspections without retaining records or closing corrective actions.
• Treating one representative as sufficient for several distinct workplaces without assessing coverage.

Official reference and next step

Read the Occupational Health and Safety Act 85 of 1993 on the South African Government website, particularly sections 17 to 20.

JAFO can help employers review workforce numbers, representation arrangements, training needs and supporting records. Explore JAFO OHS training, use the SHE Rep calculator, or request a workplace training or compliance proposal.

Frequently asked questions

Does a workplace with exactly 20 employees need a representative?

The general section 17 threshold refers to employers with more than 20 employees. Other legal, contractual or risk-based requirements may still justify a representative.

Can an employer appoint the representative without consulting employees?

The Act requires good-faith consultation about the arrangements and procedures for nomination, election and designation.

Is training required?

Representatives need sufficient knowledge and capability to perform their functions effectively. The appropriate programme should match the workplace, risks and role.