If you manage a site, a building, or a team of contractors, you'll have encountered the phrase "permit to work." But what exactly is it, when is one required, and what does a valid permit actually need to contain?
This guide cuts through the jargon and gives you a clear, practical answer to each of those questions.
What is a permit to work?
A permit to work (PTW) is a formal written document that authorises specific hazardous work to take place in a controlled way. It is issued by a responsible person — typically a site manager, facilities manager, or authorised person — and accepted by the person or team carrying out the work.
The permit is not just a form-filling exercise. It is a communication tool that ensures everyone involved in a piece of hazardous work has agreed on what the work involves, what the risks are, what controls are in place, and what happens if something goes wrong.
Key principle: A permit to work doesn't make work safe on its own. It is the system of controls, isolations, and checks that the permit records and confirms that make the work safe. The document is evidence that the right process was followed.
When is a permit to work required?
UK health and safety legislation does not specify a single definitive list of work types that always require a permit. However, the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 require employers to implement safe systems of work for hazardous activities — and a permit to work is widely recognised as the appropriate mechanism for doing that.
In practice, a PTW is expected or legally required for the following types of work:
| Work type | Relevant legislation |
|---|---|
| Hot works (welding, cutting, grinding, soldering) | DSEAR 2002, Fire Safety Order 2005 |
| Electrical isolation (work on live or recently live systems) | Electricity at Work Regulations 1989 |
| Confined space entry | Confined Spaces Regulations 1997 |
| Working at height (beyond normal access) | Work at Height Regulations 2005 |
| Excavation / ground works | CDM Regulations 2015 |
| Chemical / COSHH works | COSHH Regulations 2002 |
| Asbestos works | Control of Asbestos Regulations 2012 |
Even where a permit is not strictly mandated, using one is considered best practice and provides strong evidence of due diligence in the event of an incident or HSE inspection.
What must a permit to work contain?
There is no single prescribed format, but HSE guidance and industry practice have established a clear set of elements that a valid PTW should include:
- Permit number and type — a unique reference and the category of work (e.g., Hot Works, Confined Space Entry)
- Work description — a clear statement of what work is being carried out, where, and by whom
- Validity period — the date and time from which the permit is active, and when it expires
- Identified hazards — all foreseeable risks associated with the work
- Control measures and precautions — what has been done to eliminate or reduce each hazard
- PPE requirements — personal protective equipment the work party must use
- Pre-work safety checks — specific confirmations required before work begins (e.g., fire watch in place, isolations confirmed)
- Emergency procedure — what to do if something goes wrong
- Authorisation — signature (physical or digital) of the issuing person confirming the work is safe to proceed
- Permit holder acknowledgement — signature confirming the work party has read and accepted the conditions
- Closure / hand-back record — confirmation that work is complete, the area is safe, and the permit is closed
Who issues a permit to work?
The permit issuer (sometimes called the Authorised Person or AP) is the person responsible for confirming that the necessary controls are in place and that it is safe to proceed. This is typically the site manager, facilities manager, or a designated competent person.
The permit holder is the person in charge of the work party carrying out the job. They accept the permit and take responsibility for ensuring the work is carried out within the scope and conditions stated.
⚠ Important: The permit issuer and permit holder must not be the same person. The issuer is there to provide independent oversight — if one person fulfils both roles, the control function is lost.
What happens if you don't use a permit to work?
Failing to implement a permit to work system for hazardous activities can have serious consequences:
- HSE enforcement action — improvement notices, prohibition notices, or prosecution under the Health and Safety at Work Act
- Criminal liability — unlimited fines and up to two years imprisonment for serious breaches
- Civil liability — claims from injured workers or contractors
- Insurance implications — insurers may refuse to pay out if adequate safe systems of work were not in place
- Reputational damage — incidents become part of the public record
The cost of getting this right is small compared to the consequences of getting it wrong.
Paper permits vs digital permits
Traditionally, permits to work have been managed on paper — pre-printed forms filled out by hand, signed in person, and filed in a cabinet. This approach works, but it has well-known weaknesses: illegible handwriting, lost paperwork, no way to search historic records, and no live visibility of what permits are currently active on a site.
Digital permit systems address all of these issues. Permits can be drafted in seconds using AI assistance, issued digitally, accepted by the permit holder via a link on their phone, and automatically stored in a searchable audit trail. When the HSE or an insurer asks for records, you can produce them instantly.
Ready to move beyond paper permits?
PermitDesk generates compliant, AI-drafted permits in seconds — with digital sign-off and a full searchable audit trail.
Start your free 14-day trial Download free templatesFree permit to work templates
If you're not yet ready for a digital system, or you need a paper fallback, we've produced free permit to work templates in Word (.docx) format that closely match the format used by PermitDesk. Each template is available in both a pre-filled version (with standard hazards and controls already populated) and a blank version.
Templates are currently available for Hot Works, Electrical Isolation, Working at Height, Confined Space, Excavation & Ground Works, and Lifting Operations. Each is free to download and edit.
Visit the templates page to download all available formats.
Related guides
→ Hot Works Permits: a complete guide for site managers
→ Electrical Isolation Permits: lock-out tag-out, confirmed dead & AP/CP roles
→ Working at Height Permits: WAH Regs 2005, rescue plans & harness inspection
→ Confined Space Entry Permits: atmospheric testing & standby person requirements
→ Excavation & Ground Works Permits: CDM 2015 & service strikes
→ Lifting Operations Permits: LOLER 1998 & Appointed Person duties