Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a permit register is
A permit register is the control sheet for permits to work: it shows every permit that has been issued, what work it authorises, where, who holds it, and whether it is open, suspended or closed, so no permit is forgotten or left live.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides which work needs a permit and how the permit system is run.
Purpose
- Track every permit issued and its current status.
- Make sure permits are closed out and not left open.
- Prevent conflicting permits in the same area at the same time.
- Provide an overview of high-risk work happening on site.
Who maintains it
- A permit issuer or authorised person manages the register.
- A site or safety manager oversees the permit system.
- Permit holders are recorded against each entry.
- The employer decides who is authorised to issue and control permits.
When it is used
- Whenever a permit is issued, suspended or closed.
- Before authorising work that could conflict with live permits.
- At shift handover, to pass on the status of open permits.
- During audits of the permit-to-work system.
Typical fields
- Permit number, type and the work it authorises.
- Location, holder and the contractor or team involved.
- Issue time, validity period and status (open, suspended, closed).
- Linked risk assessment or method statement reference.
- Sign-off on issue and on close-out.
- Example columns only — adapt to your permit system and the applicable law.
Common mistakes
- Leaving permits open after the work is finished.
- Issuing conflicting permits for the same area.
- Not linking the permit to its risk assessment and method statement.
- Letting unauthorised people issue permits.
Document workflow
A permit register is the index above individual permits to work: a risk assessment and method statement are completed first, a permit to work is then issued and recorded here, and the entry is updated through to close-out. It connects to the contractor sign-in register and the permit-to-work workflow.
See the related documents below for what is commonly required before and used with a permit register entry.
Retention (high level)
Closed permits and the register are generally kept for a period set by the applicable law and the employer’s obligations, alongside the related assessments. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
A permit register is often kept in a system or on a board and exported to PDF for audits and handovers. Exporting to PDF supports the record; it does not make the permit system official or guarantee compliance.
Employer checklist
- Authorise only competent people to issue and control permits.
- Make sure every permit is closed out, not left live.
- Check for conflicts before issuing in the same area.
- Link each permit to its risk assessment and method statement.
Worker notes
- Only work under a valid permit and within its conditions.
- Hand the permit back and confirm close-out when work is done.
- Stop and ask if conditions change or the permit has expired.
Country considerations
Which work requires a permit and how permit systems must run vary by country, sector and risk, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for operating a sound permit-to-work system and for compliance. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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