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 portable tool register is
A portable tool register is a list of hand and power tools held by a business — drills, grinders, saws, hand tools — recording each tool’s identification, who holds it and its inspection or testing status.
This page is an educational overview with a simplified example of what such a register usually contains. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their tool management records must cover.
Purpose
- Identify and track the portable tools in use and who holds them.
- Link each tool to its inspection or testing status.
- Help find damaged or untested tools and remove them from use.
- Support accountability and reduce loss of tools.
Who completes it
- A stores, tool or site coordinator usually keeps the register.
- Users sign tools out and report damage.
- Inspection or testing status comes from the relevant inspection records.
- It is the employer’s responsibility to manage tool safety.
When it is used
- When a tool is added, issued, returned or disposed of.
- When a tool is inspected or tested and its status changes.
- When a tool is reported damaged or lost.
- On a review cycle to confirm the register matches the tools held.
Typical fields
- Tool ID, type and description.
- Holder or location and date issued.
- Inspection or test status and next due date.
- Condition and any defect reported.
- Status: in use, withdrawn or disposed.
- These are example fields only — adapt them to your tools and the applicable law.
Common mistakes
- Tools issued without being recorded, so accountability is lost.
- Damaged tools kept in use because the register is not updated.
- Inspection or test status not linked to the tool.
- A register that does not match the tools actually held.
Document workflow
A portable tool register works with the tool inspection register and the PAT testing register, which provide each tool’s inspection and electrical test status, and feeds a defect report when a tool fails. A withdrawn tool is tracked back to repair or disposal.
See the related documents below for what is commonly used before, alongside and after a portable tool register.
Retention (high level)
Employers generally keep tool records for as long as the tools are in use and for a period afterwards, in line with their obligations. Specific retention periods vary by jurisdiction.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
Portable tool registers are commonly stored and shared as PDFs for stores records, audit and handover. Exporting to PDF supports documentation; it does not make the register official or guarantee compliance.
Employer checklist
- Record tools as they are issued, returned and disposed of.
- Link each tool to its inspection and test status.
- Withdraw damaged or untested tools from use.
- Keep the register aligned with the inspection and test records.
Worker notes
- Sign tools out and look after the ones issued to you.
- Check a tool before use and do not use a damaged or untested tool.
- Report damage or loss promptly.
Country considerations
Expectations for managing and inspecting work tools vary by country, and the official authority differs. This page is high-level and general — it is not a statement of any country’s law and not a guarantee that a register is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for ensuring tools are suitable, maintained and safe to use, and for compliance. This page is an educational overview with a template example; it does not determine what your register must contain, 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.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.