Purpose and Scope
This policy establishes how [Organisation Name] identifies workplace hazards, conducts hazard assessments, and selects, provides, maintains, and uses Personal Protective Equipment (PPE). It applies to all employees, contractors, and visitors in designated PPE areas.
PPE is the final control measure in the hierarchy of controls. Teams must first eliminate, substitute, or control hazards through engineering and administrative measures before using PPE to manage remaining risks.
Working through related paperwork at the same time? See also our Risk Assessment Procedure Template, COSHH Assessment Procedure Template and Hazard Communication Program Template.
Regulatory Framework
This policy complies with general workplace safety standards, including 29 CFR 1910.132. [Organisation Name] evaluates workplace hazards, certifies hazard assessments, selects appropriate PPE, and provides required training and equipment at no cost to employees, subject to standard statutory exceptions. Dedicated safety programs govern specialised gear, including respiratory and hearing protection.
Responsibilities
- PPE Coordinator ([Role]): Conducts and certifies hazard assessments, selects equipment with user input, manages inventory and allocations, and maintains this policy.
- Supervisors: Enforce PPE rules in their work areas, instruct staff on correct use, and immediately replace damaged or defective gear.
- Employees: Wear assigned PPE properly, inspect equipment before each use, maintain and store gear correctly, and report damage, poor fit, or discomfort to supervisors.
- Purchasing Personnel ([Role]): Procure gear matching the PPE matrix specifications. Do not make unapproved substitutions.
Hazard Assessment Procedure
- Walk through each work area and task to identify hazard sources: impact, penetration, compression, chemicals, thermal extremes, dust, light radiation, noise, electrical risks, falling objects, and sharp edges.
- Record identified hazards, affected staff and tasks, existing controls, and remaining risks that require PPE.
- Issue a written certification for each completed assessment. Include the workplace evaluated, assessor name and role, and assessment date.
- Archive completed assessments and certifications in [System/Location].
- Review and update hazard assessments [Frequency], whenever equipment, processes, chemicals, or layouts change, and after any incident or near-miss involving PPE.
Equipment Selection and Matrix
Document equipment selections in the PPE Matrix at [System/Location]. All PPE must meet consensus standards (e.g., ANSI/ISEA), fit the user correctly, and work effectively alongside other safety gear.
Selected equipment categories include:
- Eye and Face Protection: Wear [Safety glasses/Goggles/Face shields] for [Tasks]. Use side protection for impact hazards and chemical splash goggles when handling liquid chemicals.
- Head Protection: Wear [Hard hats/Bump caps] for [Areas/Tasks]. Inspect shells and suspensions for damage. Replace gear after any significant impact.
- Hand Protection: Select gloves based on task hazards: cut-resistant for sharp edges, chemical-resistant per the Safety Data Sheet, or thermal/insulating gloves for extreme temperatures.
- Foot Protection: Wear [Safety-toe footwear] meeting designated standards for [Tasks/Areas].
- Hearing and Respiratory Protection: Managed under the [Organisation Name] Hearing Conservation Program and Respiratory Protection Program.
- High-Visibility Clothing: Required for [Tasks/Areas with vehicle traffic].
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Payment and Personal Equipment
- [Organisation Name] provides required PPE at no cost. Standard exempted items, such as ordinary safety-toe boots, prescription safety eyewear, and everyday work clothing, are governed by [Policy Name/Position].
- Replacement gear for normal wear and tear is free. Handle lost or intentionally damaged equipment under [Policy Name].
- Employees may only use personal PPE if the PPE Coordinator reviews and approves it against matrix specifications and maintenance standards.
Training Requirements
- Before starting work that requires PPE, affected employees must complete training on:
- When PPE is necessary
- What PPE is required
- How to don, doff, adjust, and wear PPE correctly
- Equipment limitations
- Proper care, maintenance, useful life, and disposal
- Employees must demonstrate practical skill and understanding before starting assigned duties.
- Provide retraining whenever tasks or equipment change, or if employee performance shows a lack of understanding or compliance.
- Store training records, including participant names, equipment types, dates, and practical evaluations, in [System/Location].
Inspection, Maintenance, and Replacement
- Inspect PPE before every use. Check for cracks, frayed straps, degraded material, worn soles, or other signs of damage.
- Remove defective or damaged PPE from service immediately. Exchange it at [Location].
- Clean and store PPE according to manufacturer instructions at [Storage Location]. Clean and sanitize shared equipment between uses.
- Replace PPE when it reaches manufacturer expiration limits, suffers a compromising impact or exposure, or fails pre-use inspection.
Records and Policy Review
Maintain hazard assessment certifications, the PPE matrix, training records, and equipment issue logs in [System/Location] for [Retention Period].
Review this policy [Frequency], after any PPE-related incident, or following major operational changes.
- Document Owner: [Role]
- Next Review Date: [Date]
FAQs on a PPE policy and hazard assessment
What is a PPE policy and hazard assessment?
A PPE policy and hazard assessment establishes how your organisation identifies workplace hazards, conducts hazard assessments, and selects, provides, maintains, and uses Personal Protective Equipment (PPE). It applies to all employees, contractors, and visitors in designated PPE areas.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a PPE policy and hazard assessment include?
This template covers regulatory framework, hazard assessment procedure, equipment selection and matrix and payment and personal equipment.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a PPE policy and hazard assessment with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.