How to Set Up a Permit to Work System

Define the work activities in your organisation where a PTW is needed. The starting point is the risk assessment — any task where the risk assessment concludes that normal controls are insufficient and that specific preconditions must be confirmed before each occurrence of the task is a candidate for PTW.

Typical categories include: confined space entry (legal requirement under the Confined Spaces Regulations 1997); hot work in areas where flammable substances or materials are present; electrical isolation and work on electrical equipment above low voltage; breaking containment on pipelines or vessels containing hazardous substances; roof access and work at height in specific high-risk areas; and work in classified hazardous areas (ATEX zones).

Do not over-extend the PTW system to routine, low-risk work. A PTW for changing a light bulb in a standard office undermines the system. Reserve PTW for genuinely non-routine, high-consequence activities where the consequences of failure are severe.

Design a permit template for each work type. Common permit types include: confined space entry permit; hot work permit; electrical isolation permit; cold work permit (for breaking containment on hazardous systems without hot work); height access permit; and general high-risk work permit.

Each permit must include as a minimum: a unique permit number for traceability; the location and description of the work; the date and time the permit is valid (start and expiry); the name and signature of the issuer (person with authority to issue); the name(s) and signature(s) of the performer(s); the identified hazards; the preconditions that must be met before work starts (isolations confirmed, atmosphere tested, standby person in place, PPE required); the emergency arrangements; the handback section (to be completed when work is finished and the area is safe to return to normal); and the cancellation procedure (for abandonment mid-task).

A PTW system has defined roles: the Authorised Issuer (the person with the authority and competence to assess the specific work area, confirm preconditions are met, and issue the permit); the Permit Performer (the person or team leader carrying out the work, who signs to confirm they understand the permit conditions and precautions); and, for confined space entry, the Standby Person (who remains outside the confined space, monitors the entrants, and initiates emergency procedures if needed).

The issuer must be competent to assess the specific hazards involved — this is not a role that can be delegated to the most junior person available. Define the limits of authority clearly: which permit types each issuer is authorised to issue, for which areas, and under what circumstances a more senior authority is required. Maintain a list of authorised issuers and keep it updated.

Everyone involved in the PTW system — issuers, performers, standby persons, and supervisors — must be trained in the system before they participate in any permit-controlled work. Training must cover: the purpose of the PTW system; the permit types and what triggers each; the roles and responsibilities of the issuer, performer, and standby person; how to complete a permit correctly; what to do if conditions change during the work (suspension, cancellation); the emergency procedures; and the prohibition on starting work without a valid permit.

Record training attendance and link it to a competency assessment. For confined space entry, the Confined Spaces Regulations 1997 specifically require that all involved (entrants, standby persons, and those involved in rescue) are trained and competent. Keep training records — they may be critical evidence if a fatal accident triggers an investigation.

Launch the PTW system with a briefing to all affected workers, supervisors, and contractors. Make clear: that no permit-controlled work may start without a valid permit issued by an authorised issuer; that the permit must be displayed at the worksite throughout the work; that the work must stop if conditions change and the permit cannot accommodate the change; and that the permit must be returned to the issuer when the work is complete, with the handback section completed.

For contractors who carry out permit-controlled work on your site, brief them on your PTW system before they start work. A contractor who brings their own PTW system must integrate with yours — dual permits may be required in some circumstances, but one system must have primacy (typically the host employer's). Do not allow contractors to override your permit system.

A PTW system that is not regularly audited will deteriorate. Common modes of failure include: permits being completed retrospectively (after the work, not before); preconditions being signed off without being physically checked; permits being extended verbally rather than formally; and the same issuer both issuing and performing the work (which negates the independent check). Regular audits should check for these failures.

Conduct permit audits at least quarterly for high-risk activities. Observe a permit being issued in real time and check that preconditions are genuinely being verified, not just ticked. Review all permit records monthly for completeness and anomalies.

Following any incident or near miss involving permit-controlled work, conduct an immediate review of the permit that was in use. Was it issued correctly? Were preconditions met? Was it cancelled properly? The answers will determine whether the failure was a procedural error, a training failure, or a systemic flaw in the permit design.