An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a PUWER inspection record is
A work-equipment inspection record (often associated with provision-and-use regimes such as PUWER) documents a periodic inspection of equipment — to confirm it is installed correctly, has not deteriorated and remains safe to operate.
This page is an educational overview with a simplified example. It is not an official template and does not itself constitute an inspection — the employer decides the scope, the competent inspector and the frequency for each piece of equipment.
Purpose
- Confirm work equipment remains safe through its life, not just when new.
- Detect deterioration, damage or maladjustment that could cause harm.
- Record the inspection, the findings and any action required.
- Support safe use alongside the risk assessment and maintenance regime.
Who completes it
- A competent person nominated by the employer to inspect the equipment.
- Someone with the knowledge and experience for that type of equipment.
- The employer decides who is competent and how often to inspect.
- Operator pre-use checks and statutory examinations are separate tasks.
When it is used
- After installation or assembly, and before first use in a new location.
- At intervals based on the equipment, its use and the risk.
- After exceptional circumstances that could affect safety.
- The employer is responsible for setting and keeping the inspection schedule.
Typical fields
- Equipment identity, location and description.
- Date of inspection, the inspector and the next due date.
- Scope of inspection and items checked.
- Defects found, risk level and action required with owner and date.
- A statement of whether the equipment is safe to continue in use.
- Example fields only — adapt to the equipment and your risk assessment.
Common mistakes
- Treating a pre-use check as if it were a full inspection.
- Setting an inspection interval that ignores how the equipment is used.
- Recording an inspection but not following up the actions.
- Using a generic record that does not match the equipment.
Document workflow
The inspection record sits above operator pre-use checks and feeds the planned maintenance record. A defect found at inspection should trigger a maintenance or breakdown record and, where the equipment is unsafe, removal from service until repaired and re-inspected.
See the related documents below for what is commonly used with and completed after a PUWER inspection record.
Retention (high level)
Inspection records are typically kept until at least the next inspection and for a period set by the employer and any applicable rules. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
Inspection records are commonly completed and stored as PDFs with the equipment’s history. Exporting to PDF supports the record; it does not make the inspection official or guarantee compliance.
Employer checklist
- Decide which equipment needs inspection and how often, based on risk.
- Appoint a competent inspector for each type of equipment.
- Make sure inspection actions are completed, not just recorded.
- Keep inspection, maintenance and pre-use records together.
Operator notes
- Do not use equipment that is overdue for inspection or marked unsafe.
- Report damage or deterioration you notice between inspections.
- Carry out your own pre-use checks as well.
Country considerations
Requirements for inspecting work equipment, the frequency and the official authority vary by country. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for ensuring work equipment is suitable, maintained and inspected as the risk requires, and for compliance. This page is an educational overview with a template example; it does not constitute an inspection 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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