Site Management · Mandatory · Construction
PPE Issue Register
The PPE Issue Register records the distribution of personal protective equipment to workers, including the item type, size, issue date, and the recipient signature confirming they have received training in its correct use, maintenance, and storage. Under the Personal Protective Equipment at Work Regulations 2022, employers must provide suitable PPE free of charge and ensure it is properly used.
Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. PPE Regs 2022 remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.
1. PPE Issue Register — Documenting the Duty to Protect
The PPE issue register is documentary evidence that the employer has met their PPE duty — providing appropriate PPE free of charge, ensuring it is correctly fitted, and providing training in its use. In an enforcement investigation following a PPE-related incident, the register is the first document HSE requests.
Since April 2022, the duty extends to limb workers and self-employed persons working alongside employees — the register must capture PPE issued to this wider group.
Record PPE standards on the register — not just the item description
A register recording 'hard hat' and 'boots' without the standard number does not confirm the PPE meets the required specification. Record the specific standard: 'Hard hat EN 397 Class E, shell expiry [date]' and 'Safety boots S3 EN ISO 20345 steel toecap and midsole'.
2. PPE Issue Register — What to Record
| Field | Content |
|---|---|
| Worker name | Full name of worker receiving PPE. |
| Company | Employing company. |
| Issue date | Date PPE issued. |
| PPE item | Specific item: type, make/model, standard (EN number), size. |
| Quantity | Number of items issued. |
| Reason for issue | New employee / replacement (damaged) / replacement (worn) / task-specific. |
| Training given | Confirmed: worker shown how to fit, use, and maintain the PPE. |
| Fit check | Confirmed: PPE fits correctly (particularly: respiratory masks face-fit test; hearing protection; safety harness). |
| Worker signature | Acknowledges receipt and understanding. |
| Replacement record | When replacement issued — reason and date. |
3. Common Mistakes
No face-fit test record for respiratory protective equipment
Tight-fitting RPE (FFP3, half-face, full-face) must be face-fit tested individually. A mask that does not fit provides little or no protection. The face-fit test date and reference must be recorded. Workers with beards cannot achieve an adequate seal.
PPE not replaced when worn or damaged
Hard hat shells degrade (5 years from manufacture, 2–3 years from first use); gloves wear through; boot protection becomes compromised; hearing protection degrades. The register must track age and trigger replacements.
Charging workers for PPE or requiring they bring their own
The PPE Regulations 2022 require free provision. Charging workers or deducting from wages is prohibited. Site rules requiring workers to bring their own hard hat or hi-vis without the employer providing where needed is non-compliant.
Generic PPE not suitable for specific risk
A P1 dust mask does not protect against silica (FFP2 minimum, FFP3 for higher exposure). Standard EN 397 does not protect against electrical risk (EN 397 Class E needed). The register should record the specific standard and class confirming suitability for the identified risk.
No training in correct use recorded
Issuing PPE without demonstrating correct use reduces its effectiveness. Hard hats worn backwards, hi-vis worn over thick coats, harnesses at the wrong anchor point — the register must record that training was provided.
4. Frequently Asked Questions
What does the PPE Regulations 2022 change mean?▾
Before April 2022, the duty applied only to employees. Since April 2022, it extends to limb workers (agency, zero-hours) and self-employed persons working alongside employees. A self-employed carpenter on the PC's site must receive site-wide mandatory PPE free of charge.
Who is responsible for PPE on a multi-subcontractor site?▾
Each employer provides PPE to their own workers. The PC is responsible for site-wide mandatory PPE (hard hat, hi-vis, boots) for anyone without PPE. In practice, most subcontractors provide their own; the PC provides for visitors, day labour, and management.
When does PPE need replacing?▾
At the end of service life (manufacturer's stated period or 5 years for hard hat shells); when damaged (even if not visibly — a hard hat after a significant impact); or when it no longer provides adequate protection (worn hearing foam, degraded filter). The replacement record documents these events.
Is a face-fit test mandatory for all respiratory protection?▾
Only for tight-fitting RPE: FFP2/FFP3, half-face, and full-face respirators. Loose-fitting RPE (powered air purifying, hoods, helmets) does not require face-fit testing. The test must be conducted by a competent tester using a qualitative or quantitative protocol. The result must be recorded — which mask type and size passed for the individual.
Generate your PPE Issue Register on Construction Suite
Construction Suite walks you through every required section with a guided Q&A — built to PPE Regs 2022 — and generates a professionally formatted document in minutes.
Get started freeThis guide is for general informational purposes only and does not constitute legal advice. While every effort is made to ensure accuracy, regulations change and individual project circumstances vary. Construction Suite is a trading name of Xzist Digital Ltd, registered in England and Wales.