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 PPE register is
A PPE register records the personal protective equipment a workplace provides and issues — gloves, eye protection, hi-vis, footwear, hearing protection, respiratory protection and the like — so it is clear who has what and when items are due for replacement.
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 what PPE is needed, based on the risk assessment, and how issue is recorded.
Purpose
- Record what PPE each worker has been issued.
- Show that the right PPE was provided for the task and risk.
- Track replacement, sizes and condition over time.
- Support training on correct use and fit where relevant.
Who maintains it
- A supervisor, stores or safety lead records PPE issue.
- Workers confirm receipt of the equipment.
- A safety lead reviews provision against the risk assessment.
- The employer decides what PPE is required and how it is recorded.
When it is used
- When PPE is first issued to a worker.
- When items are replaced, damaged or reach end of life.
- When a task or risk assessment changes the PPE needed.
- During reviews of PPE provision and use.
Typical fields
- Worker name and the PPE issued, with size where relevant.
- Date issued and expected replacement.
- Confirmation of receipt and any fit or use training.
- Condition checks and replacement history.
- Link to the task or risk assessment requiring it.
- Example columns only — adapt to your PPE and the applicable law.
Common mistakes
- Issuing PPE without checking it suits the task and the person.
- Recording issue but never replacing worn or damaged items.
- Treating PPE as the first control rather than the last resort.
- Not training people to use and fit certain PPE correctly.
Document workflow
A PPE register follows the risk assessment, which decides what protection is needed, and links to induction and training where PPE requires correct fit or use. Issue is recorded here, replacement is tracked, and damaged-equipment reports may feed a corrective action.
See the related documents below for what is commonly required before and used with a PPE register entry.
Retention (high level)
PPE issue records are generally kept for the period the employer needs to show provision and replacement, in line with its obligations and data-protection duties. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
A PPE register is often kept in a system or on paper and exported to PDF for records. Exporting to PDF supports the record; it does not make it official or prove the PPE is adequate or compliant.
Employer checklist
- Base PPE on the risk assessment, after other controls.
- Issue suitable PPE in the right size and record receipt.
- Replace worn or damaged items and track replacement.
- Provide fit and use training where the PPE requires it.
Worker notes
- Use the PPE provided and report it when it is worn or damaged.
- Ask for the right size and for training where you need it.
- PPE is a last line of defence, not a substitute for other controls.
Country considerations
PPE requirements, standards and record-keeping vary by country, task and hazard, 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 providing suitable PPE, maintaining it 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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