Carrying, Producing and the Digital Licence
The duty to carry and produce
A licensed operator must carry their high risk work licence at the workplace while performing or supervising licensed work, and must produce it on request to an inspector, regulator, or other authorised person. The licence must be current and must match the work being done.
Digital licences
Many jurisdictions now issue a digital licence through a government app or digital wallet. A digital licence is generally accepted as proof of licence, provided it is displayed in the approved form and can be verified. A screenshot, a photocopy, or a photo of a card is usually not acceptable because it can be altered and cannot be verified live.
What to do if the licence is not carried
If an authorised person requests the licence and it is not produced, the operator may be given a period (commonly 24 hours or as directed) to produce it at a nominated place. Failure to produce without a reasonable excuse can attract a penalty. The obligation is on the licence holder, not the employer.
Traps in questions
- A digital licence shown in the official app is acceptable; a saved image is not.
- The licence must be produced for the class being operated - a forklift licence does not satisfy a request for a WP licence.
- Carrying a licence does not replace the need to be trained and assessed for the specific plant.
- An expired licence cannot be produced as valid, even if renewal is in progress.
Rule of thumb
Carry it, show it live, and make sure it matches the plant. If the app will not load, know your jurisdiction's fallback - usually producing the physical card or attending a nominated office within the allowed time.
Licence Expiry and Renewal
How long a licence lasts
High risk work licences are issued for a fixed term, commonly five years in most Australian jurisdictions, though the term can vary. The expiry date is printed on the licence and shown in the digital record. The holder is responsible for knowing the expiry date and renewing before it lapses.
Renewal process
Renewal usually requires an application before expiry, payment of the fee, a current photo, and confirmation of identity. Some jurisdictions require a refresher or reassessment if the licence has been expired for a period, or if the holder has not worked in the class. Renewal notices may be sent as a courtesy, but failure to receive a notice is not an excuse for an expired licence.
Working while expired
An expired licence means the person is no longer licensed and must not perform licensed work until the renewal is granted. There is generally a short grace period in some jurisdictions for late renewal, but it does not authorise work during that time unless the regulator expressly permits it.
Traps in questions
- A renewal application lodged but not yet approved does not make the licence valid.
- The employer is not responsible for reminding the operator of expiry.
- A licence expired for a long period may require reassessment, not just a fee.
- Changing address or name does not extend the expiry date.
Rule of thumb
Renew early, not on the day. Treat the expiry date as a hard stop: diarise a reminder at least a month ahead, because processing time is not an excuse for operating unlicensed.
Transfer, Replacement and Change of Details
Replacement licences
A replacement licence is issued when the original is lost, stolen, destroyed or damaged. The holder applies to the regulator, provides identification, and pays a replacement fee. Until the replacement is issued, the holder should carry the digital licence if available. A damaged licence that can no longer be read should be replaced.
Change of details
The holder must notify the regulator of changes to name, address, or other prescribed details within the period set by the jurisdiction (often 14 days). A name change usually requires documentary evidence such as a marriage certificate or change of name certificate. Updating details keeps the licence accurate and ensures renewal notices reach the holder.
Transfer between jurisdictions
High risk work licences are recognised nationally under mutual recognition, but the holder may need to transfer or apply for recognition in the new jurisdiction. A transfer is not automatic in every case; some jurisdictions require an application and fee. The licence class and expiry generally carry over, but conditions may differ.
Traps in questions
- A change of address does not require a new licence card in every jurisdiction, but it must be notified.
- A licence is not transferable to another person - only the jurisdiction of issue can change.
- A replacement does not change the expiry date.
- Failing to notify a change of details can attract a penalty and may cause renewal notices to be missed.
Rule of thumb
Lost → replace; moved → notify; new state → transfer. Keep the regulator's record current so the licence remains valid and notices arrive on time.