UK PPE Policy Template (Personal Protective Equipment)

Purpose and Scope

This policy sets out the operational requirements for selecting, issuing, maintaining, and managing Personal Protective Equipment (PPE) at [Organisation Name]. It applies to all workers, including casual staff, as well as contractors and visitors on company premises.

It covers all PPE identified through risk assessments, including gloves, eye protection, safety footwear, hearing protection, high-visibility clothing, and respiratory protection. We provide and manage PPE in line with health and safety legislation, including the Personal Protective Equipment at Work Regulations 1992 (as amended 2022) and the Management of Health and Safety at Work Regulations 1999.

Working through related paperwork at the same time? See also our US PPE Policy & Hazard Assessment Template, NY Retail Worker Safety Act Policy Template and Health & Safety Policy Template.

Policy Statement

[Organisation Name] treats PPE as the last line of defence. We apply it only after controlling risks at the source through elimination, substitution, engineering controls, or organisational measures.

When a risk assessment shows that residual risks require PPE:

• We provide equipment free of charge to all affected workers.
• No worker pays for required PPE, purchases their own equipment, or incurs payroll deductions for PPE costs.
• Workers must wear mandatory PPE as designated. Do not start any task requiring PPE until the specified equipment is correctly fitted and deployed.

Responsibilities

• [Role/Policy Owner]: Maintains this policy, manages the central PPE register, and monitors consumable PPE stock levels.
• [Role/Purchasing]: Buys PPE that carries required conformity markings and meets the exact specifications set out in risk assessments.
• [Role/Managers]: Enforces PPE rules in operational areas, stops work if required PPE is missing or defective, and resolves supply or fit issues immediately.
• [Role/Workers]: Wears assigned PPE as instructed, inspects equipment before use, stores it correctly, reports loss or damage immediately, and never modifies equipment.

Selection and Provisioning

1. Identify task-specific PPE requirements through formal risk assessments. Specify the exact protection standard and type rather than generic categories.
2. Evaluate individual wearer needs during selection, including fit, long-term comfort, compatibility with other PPE, and personal requirements (such as prescription eyewear or religious attire).
3. Run user trials with affected workers before standardising any new PPE item.
4. Log all PPE issued to each worker in [System/Location].
5. Keep consumable stock at [Location] so inventory does not run out.

Usage and Enforcement

1. Check area signage at [Location] to confirm mandatory PPE requirements.
2. Inspect PPE before every use. Exchange damaged, contaminated, or ill-fitting items immediately at [Location] before starting work.
3. Stop work immediately if required PPE is unavailable, damaged, or unserviceable.
4. Investigate why a worker fails or refuses to wear PPE to find root causes like poor fit or discomfort. Manage continued non-compliance without a valid reason under the organisational disciplinary policy.
5. Issue temporary loan PPE at [Location] and brief visitors and contractors on safety before letting them enter designated mandatory-PPE areas.

Storage, Maintenance, and Replacement

• Storage: Store clean, dry, reusable PPE at [Location]. Never leave PPE on machinery, in vehicles, or in damp conditions.
• Maintenance: Inspect and maintain equipment according to manufacturer instructions and set schedules (for example, weekly inspections for eye protection and monthly deep cleaning for hearing protection).
• Replacement: Replace damaged, degraded, contaminated, or expired PPE immediately upon request at no cost to the worker.
• Disposal: Dispose of single-use and contaminated disposable PPE in designated bins at [Location], following hazardous waste procedures where applicable.

Training and Information

1. Train all workers before issuing PPE for the first time. Training covers:

• The specific risks protected against.
• Correct procedures for putting on, adjusting, and removing equipment.
• Pre-use inspection routines.
• Storage and maintenance requirements.
• Equipment limitations.

1. Check equipment fit when issuing items and re-assess if the wearer’s circumstances change.
2. Record completed training in [System/Location].
3. Run refresher training at [Frequency] or whenever equipment specifications change.

Records and Review

• Records: Keep the central PPE register, individual issue logs, inspection records, maintenance logs, and training certificates in [System/Location] for [Retention Period].
• Review: Review this policy at [Frequency], after any incident involving PPE failure or non-compliance, or whenever tasks, substances, or equipment change.

Policy Owner: [Role] Next Review Date: [Date]