Educational guides on how workplace documents fit together — which document is typically completed before another, what is used alongside it and what follows. Connected to workplace forms, checklists and registers. Informational only — not legal advice; employers remain responsible for required documents and compliance.
What a PAT testing workflow is
A PAT (portable appliance testing) workflow is the chain of documents an employer uses to check that portable electrical equipment is safe to use. It links the list of appliances, the risk-based plan that decides how often each is checked, the visual check and test record, the PAT register and the action taken on anything that fails.
This page is an educational overview of how those documents typically connect. It does not set test frequencies or define your programme — the employer decides what is checked and how often, informed by the equipment, the environment and the applicable law.
Why these documents connect
PAT is more than plugging in a tester. A great deal of the value is the visual check, and that only means something when it is tied to a list of what should be checked, a record of the result and a register that shows the whole estate. A failed item must connect to removal from service and a defect or repair record.
Connecting the documents lets an employer show which appliances were checked, when, and what was found, and to react to failures rather than leaving a faulty appliance in use.
The typical sequence
- Required before: an appliance list and a risk-based plan decide what is checked and how often.
- Used with: a visual check and a PAT test record capture each result, and the register tracks the estate.
- Completed after: a failed item is labelled, removed from service and recorded as a defect or repair.
- Recurring: the plan sets the next due date for each appliance based on its risk and use.
- These are example steps only — adapt the sequence to your equipment and the applicable law.
When the chain runs
The chain runs on the risk-based intervals the employer sets for each appliance, and through the visual check that should happen before use.
It also runs when an appliance is damaged, returned from repair, or newly brought into the workplace.
Who owns each step
- The employer owns the programme and the decision on what is checked.
- A competent person carries out the visual checks and tests.
- A facilities or maintenance lead keeps the register and due dates current.
- A supervisor ensures failed items are removed and repaired.
Common mistakes
- Treating PAT as a date on a label and skipping the visual check.
- Testing without a list, so appliances are simply missed.
- Leaving a failed appliance plugged in because nobody removed it.
- A register that is never reconciled against the actual estate.
- Assuming a fixed interval applies to everything regardless of risk.
Records & retention (high level)
Employers generally keep the PAT register and test records for as long as the appliances are in use and for a period afterwards, in line with their obligations and data-protection duties. A complete record supports both the next round of checks and any later review.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Sharing the workflow as a PDF
PAT registers and test records are commonly stored as PDFs so the testing history of the appliance estate stays together and can be shared or audited. Exporting to PDF supports the record; it does not make the testing official or guarantee compliance.
Employer notes
- Base the plan on the equipment and the environment, not a single interval.
- Make sure the visual check is done, not just the instrument test.
- Ensure failed appliances are labelled, removed and repaired.
- Keep the register reconciled with the actual appliances in use.
Worker notes
- Look over a portable appliance and its lead before plugging it in.
- Do not use an appliance that has failed or is out of date.
- Report damaged plugs, leads or casings.
- Hand in appliances for testing when asked.
Country considerations
How portable electrical equipment is checked, by whom and how often varies 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 process or form 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 portable electrical equipment is maintained in a safe condition and for compliance. This page is an educational overview with a template example; it does not set test frequencies, 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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