How to Set Up PUWER Inspections for Work Equipment

A PUWER inspection is not a single annual check that applies to every machine. The Provision and Use of Work Equipment Regulations require inspection in particular circumstances, including after installation where safety depends on it, at suitable intervals when deterioration could create danger, and after exceptional events that may have affected safety. Your task is to identify which equipment needs inspection, set a suitable method and frequency, and act on findings.

Which equipment and situations need an inspection?

PUWER covers a wide range of work equipment, from machinery and tools to appliances and installations used at work. The Health and Safety Executive (HSE) explains that Regulation 6 inspection duties apply in three main situations: when installation affects safety, when deterioration could create danger, and after exceptional circumstances that may have jeopardised safety.

That means a machine may need checking after installation and before first use, or after it is assembled at a new location. Equipment exposed to wear, corrosion, harsh conditions or other deterioration may need inspections at suitable intervals. A major modification, suspected serious damage or substantial change in use may also prompt an inspection.

Start with an equipment list. Record each item’s location, use, operating conditions, safety-critical parts and any events that could affect its safe condition. For equipment subject to other rules, identify those duties separately; for example, lifting equipment can also fall under LOLER. Your wider industrial equipment compliance arrangements should make these overlaps clear.

How should you set the inspection criteria and frequency?

There is no universal PUWER inspection interval for every type of equipment. The HSE says frequency should be determined by risk assessment, taking account of manufacturer recommendations, industry advice and your experience with the equipment. Review the interval when inspection history or changes in use and conditions show that it may no longer be suitable.

Define the scope before arranging a check. The inspection should be appropriate to the equipment and the hazards it presents. A useful plan identifies the parts and functions to examine, the signs of deterioration or damage to look for, the inspection method, and the action required if a defect is found. Where installation conditions affect safety, include checks after installation or relocation as applicable.

The person setting the inspection arrangements and the person carrying them out do not have to be the same, provided the person deciding the nature of the inspection is competent. The HSE notes that inspectors need enough knowledge and experience to know what to examine, what to look for and what to do if they find a problem.

Should your team inspect equipment or should you appoint a specialist?

For familiar equipment and straightforward checks, a trained, experienced employee may be able to inspect in-house. This can make it easier to fit checks around day-to-day operations and to respond quickly to defects. Make sure the inspector understands the equipment, has clear instructions and knows who can take equipment out of use or authorise repairs.

A specialist may be more appropriate when the equipment is complex, safety-critical, unfamiliar to your team or needs technical expertise your staff do not have. When comparing providers, ask what equipment they are competent to inspect, what their inspection includes, how they record defects and whether they can explain which findings require immediate action. A service visit should not be treated as evidence of compliance unless its scope matches your actual inspection duties.

Inspections are also distinct from maintenance and statutory thorough examinations. PUWER requires equipment to be maintained in an efficient state, in efficient working order and in good repair. The HSE’s maintenance guidance advises using competent people and planning maintenance safely; a routine service does not necessarily fulfil an inspection duty. For lifting equipment, check separately whether a LOLER thorough examination is required.

How can you put the inspection process into practice?

1. List the equipment and identify which items need inspection under PUWER Regulation 6.
2. Assess the hazards, operating conditions, deterioration risks and manufacturer recommendations for each item.
3. Set the inspection scope, frequency, responsible person and process for dealing with defects.
4. Brief operators and supervisors on how to report damage, faults or changes that may affect safety.
5. Keep inspection records and make sure findings lead to action, not just paperwork.

If you hire or transfer equipment between sites, agree what evidence accompanies it and who checks it before use. The HSE says equipment requiring inspection should not be used unless you know the inspection has taken place; equipment arriving from another undertaking should have physical evidence of its last inspection, such as a report or a suitable tag or label.

What should you check after an inspection?

Review whether the inspection happened when planned, covered the agreed scope and was completed by someone competent for that equipment. The HSE advises keeping records of inspections where required and retaining them until the next inspection is recorded. The record should help you identify the equipment inspected, when it was checked, what was found and what action remains outstanding.

Treat defects according to their safety significance. If equipment is unsafe, prevent its use until the risk has been controlled and any necessary repair or further assessment is completed. Track remedial work to closure, update maintenance or inspection arrangements where the findings suggest they need changing, and keep a record of why you revised the frequency or scope.

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