Form library · Health and safety
PPE inspection checklist
For people issuing PPE and reviewing its suitability for a task. Record task and wearer, PPE items and instruction and replacement. Try the form below, see every question or download a blank PDF or Word copy.
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How should PPE be maintained?
HSE says PPE should be cared for, stored appropriately and, where reusable, cleaned and kept in good condition. Selection must suit the risk and wearer, and workers should report loss or defects. Follow manufacturer maintenance and replacement instructions.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE maintaining personal protective equipment and HSE assessing and choosing PPE.
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Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed PPE inspection and issue record report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the ppe inspection and issue record on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the PPE inspection and issue record template
A record of PPE selection, issue, condition, wearer instruction, defects and replacements, with item-level photos and acknowledgement. 5 sections and 32 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis records issue and routine condition checks. It does not replace specialist harness inspection, respiratory face-fit testing or the assessment that selects suitable protection.
- CheckHSE says PPE should be cared for, stored appropriately and, where reusable, cleaned and kept in good condition. Selection must suit the risk and wearer, and workers should report loss or defects. Follow manufacturer maintenance and replacement instructions.
Task and wearer
- Wearer or staff reference*Short answer
- Task and hazards the PPE is selected for*Notes
- Risk assessment and selection reference*Short answer
- Fit, compatibility and wearer needs checkedNotes
Record the combination worn together and any difficulty with fit or use. Refer unresolved compatibility questions to the assessment owner.
PPE items
- PPE itemRepeat for each ppe item. Each one asks:
- Type, make and item reference*Short answer
- Size or fitShort answer
- Date issuedDate
- Manufacturer expiry or replacement date, if specifiedDate
- Condition*Choose one
- Acceptable
- Replace
- Specialist review needed
- Defect, reason and actionNotes
- Supporting photosPhotos
- Cleaning and storage instructions explainedNotes
Instruction and replacement
- Use, limitations and defect reporting explained*Notes
- Replacement or specialist inspection referenceShort answer
- Issued or checked byShort answer
- Wearer acknowledgementSignature
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This records issue and routine condition checks. It does not replace specialist harness inspection, respiratory face-fit testing or the assessment that selects suitable protection.
What a useful entry looks like
Fit, compatibility and wearer needs checked
Record the combination worn together and any difficulty with fit or use. Refer unresolved compatibility questions to the assessment owner.
Safety glasses interfere with the selected face covering. Alternative combination referred to the task assessor before issue.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed PPE inspection and issue record report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
PPE Inspection and Issue Record FAQs
How should I record “Fit, compatibility and wearer needs checked”?
Record the combination worn together and any difficulty with fit or use. Refer unresolved compatibility questions to the assessment owner.
Is a harness inspection included?
The form can record that an item needs specialist review. Use the existing work-equipment harness inspection and the manufacturer procedure for detailed harness checks.
Does the form decide the replacement date?
No. Enter a date only where the manufacturer or your assessment specifies one, and record the basis.
What does the wearer sign?
The wearer acknowledges the issue and explanation recorded. The signature is not proof that unsuitable PPE is adequate for the task.
What are the limits of this template?
This records issue and routine condition checks. It does not replace specialist harness inspection, respiratory face-fit testing or the assessment that selects suitable protection.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
Related
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Templates that go with the PPE inspection and issue record form
A PUWER assessment record covering intended use, equipment hazards, safeguarding evidence, maintenance arrangements, competence and risk-control decisions.
A machine guarding record covering guard identity, visible condition, approved interlock checks, access risks, defects and restrictions on machine use.
An isolation record linking equipment, energy sources, isolation points, locks, verification evidence, handovers and authorised restoration of service.
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