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View full libraryThis Personal Protective Equipment (PPE) Policy sets out how the organisation will assess, provide, use, maintain and monitor PPE where workplace risks cannot be adequately controlled by other means. It establishes clear responsibilities for selecting suitable PPE, providing training and ensuring PPE is properly used.
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If you are reviewing your workplace safety arrangements, these health and safety policy templates give you a practical set of policies covering responsibilities, risk assessment, implementation, training and review.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
1 Overview
1.1 The organisation is committed to protecting the health, safety and welfare of employees, workers and other people who may be affected by its activities.
1.2 Personal Protective Equipment (PPE) will be used where workplace risks cannot be adequately controlled through the elimination of hazards, engineering controls, safe systems of work or other measures that provide equal or greater protection.
1.3 Where PPE is required, the organisation will ensure that it is suitable for the risks involved, appropriate to the conditions in which it will be used, properly fitted where necessary, maintained in effective working order and supported by appropriate information, instruction and training.
1.4 PPE will not be treated as a substitute for effective risk assessment or other reasonably practicable measures to control workplace risks.
2 Scope
2.1 This policy applies to employees and workers who may be required to use PPE as part of their work activities. It also applies to managers, supervisors and other people responsible for identifying PPE requirements, providing equipment, monitoring its use or maintaining workplace health and safety arrangements.
2.2 The policy applies to PPE used to protect against identified workplace risks, including, where relevant:
3 General principles
3.1 Risk assessment and the use of PPE
3.1.1 The organisation will assess workplace activities and identify hazards and risks that may affect the health or safety of employees, workers or others.
3.1.2 Before relying on PPE, consideration will be given to whether the hazard can be eliminated or the risk adequately controlled through other measures. PPE will normally be considered a last line of defence where other controls do not provide sufficient protection.
3.1.3 Where PPE is required, the relevant risk assessment will identify:
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Personal protective equipment is an important workplace control where risks cannot be adequately controlled through elimination, engineering controls, safe systems of work or other measures. This policy provides a practical framework for managing PPE throughout its lifecycle, from identifying the need for protection through to selection, issue, use, maintenance and replacement.
PPE should not normally be treated as the first response to a workplace hazard. The organisation should consider whether risks can be eliminated or controlled through other measures before relying on PPE. Where PPE is necessary, the type of protection should be determined by the relevant risk assessment and the conditions in which the equipment will be used.
PPE should be appropriate for the risks involved, the workplace conditions and the period for which it will be worn. Selection should take account of fit, comfort, ergonomic requirements and, where relevant, individual characteristics. Where several items of PPE are worn together, their compatibility should also be considered.
Where PPE is required under the applicable health and safety arrangements, it should be provided without charge to employees and relevant workers. Suitable arrangements should be made for inspection, cleaning, maintenance, storage and replacement so that PPE remains effective throughout its intended use.
People who are required to use PPE should receive appropriate information, instruction and training. This should cover the risks being controlled, how the PPE should be worn and adjusted, its limitations, cleaning and storage requirements, and how defects should be reported. Managers should provide appropriate supervision to ensure PPE is being used correctly.
The organisation should monitor PPE arrangements to identify problems with availability, fit, condition, use or compliance. Risk assessments and PPE requirements should be reviewed when there are changes to equipment, processes, substances, working conditions or other circumstances that may affect the level of risk.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Personal Protective Equipment (PPE) policy, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
A PPE issue record form for recording the personal protective equipment provided to employees, including the equipment issued, date of issue, quantities, replacement requirements and employee acknowledgement.
Use these best practice actions, recommended timescales and process stages to understand when and how the Personal Protective Equipment (PPE) policy should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
PPE should be provided where a risk to health or safety remains after considering whether the hazard can be eliminated or adequately controlled through other means. The required PPE should be identified through the relevant risk assessment and should be suitable for the specific risk and conditions of use.
Where PPE is required to meet the employer's health and safety duties, it should be provided without charge to employees. The 2022 amendments also extended the relevant protection to limb (b) workers. Employers should not pass the cost of required workplace PPE onto those workers.
An organisation may need to consider whether personally owned PPE is suitable before allowing it to be relied upon for workplace protection. The employer remains responsible for ensuring that required PPE is suitable, properly maintained and effective, so it is generally preferable to control the specification and provision of PPE used for work.
There is no single replacement interval that applies to every type of PPE. Replacement should reflect the manufacturer's guidance, the nature and frequency of use, inspection findings, damage, contamination, wear and the continuing effectiveness of the equipment. Some types of PPE may also require specific examination or testing arrangements.
Employees should stop relying on defective PPE where doing so would leave them inadequately protected and report the problem promptly to their manager or the person responsible for health and safety. Damaged or unsuitable equipment should be repaired or replaced before it is relied upon again.
HRDocBox policies provide a structured starting point based on UK employment and health and safety requirements, recognised guidance and practical HR application. AI can help generate or adapt wording, but a ready-made HRDocBox policy provides a consistent framework that can be reviewed, implemented and adapted to the organisation's workplace risks.
How this content is developed and reviewed
The Personal Protective Equipment (PPE) policy template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing health and safety HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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