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 to work register is
A permit to work register is the control log behind a permit system: it records each permit issued for high-risk activities — such as hot work, confined space entry or work at height — and tracks it from issue to close-out.
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 system runs.
Purpose
- Track which permits are open, for what work and where.
- Show that high-risk work was authorised and controlled.
- Prevent conflicting work happening at the same time and place.
- Confirm permits are properly closed when work ends.
Who maintains it
- An authorised issuer maintains the register and signs permits.
- The person in charge of the work accepts and closes the permit.
- A supervisor oversees the system.
- The employer decides who is authorised and how it runs.
When it is used
- When a permit is issued for high-risk work.
- While the work is in progress, to track open permits.
- When the work ends and the permit is closed.
- When checking no conflicting work overlaps.
Typical fields
- Permit number, type and the work authorised.
- Location, issuer and the person in charge of the work.
- Date and time issued, valid period and conditions.
- Status (open, suspended, closed) and close-out time.
- Link to the underlying permit and risk assessment.
- Example columns only — adapt to your work and the applicable law.
Common mistakes
- Leaving permits open after work has finished.
- Issuing permits without the controls actually in place.
- Allowing conflicting permits in the same area.
- Treating the register as the permit rather than a control log.
Document workflow
A permit to work register sits at the heart of the permit workflow: a risk assessment and method statement come first, a permit is issued and logged here, the work is done under its conditions, and the permit is closed and recorded. Any incident triggers review of the system.
See the related documents below for what is commonly required before and used with a permit to work entry.
Retention (high level)
Closed permits and the register are generally kept for a period the employer sets to show high-risk work was controlled, in line with its obligations. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Permits and the register are often completed and stored as PDFs alongside the risk assessment and method statement. Exporting to PDF supports the record; it does not make the permit official or guarantee compliance.
Employer checklist
- Define which work needs a permit and who may issue one.
- Ensure controls are in place before a permit is issued.
- Track open permits and prevent conflicting work.
- Make sure permits are properly closed and recorded.
Worker notes
- Do not start permit-controlled work without a valid permit.
- Work within the permit’s conditions and time limits.
- Tell the issuer when the work is finished so the permit can be closed.
Country considerations
Where a permit system is required, and how it must operate, varies by country, activity and sector, 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 a sound permit system, authorisation and control of high-risk work and for compliance. This page is an educational overview with a template example; it does not authorise anyone, 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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