Libraries
780+ HR templates
Everything your business needs to stay compliant
Policies, contracts, letters, guidance and HR support tools for UK employers.
View full libraryPolicies, contracts, letters, guidance and HR support tools for UK employers.
View full libraryThe Equipment Use and Management Policy sets out how workplace equipment must be selected, used, inspected, maintained, stored and reported on to help protect employees and others. It establishes clear responsibilities for employees and managers, supports safe working practices and helps ensure equipment remains suitable and safe throughout its working life.
Use this template to:
If you are establishing clear workplace standards, these conduct policy templates give you a practical set of policies covering expected behaviour, employee responsibilities and managing concerns.
1 Overview
1.1 This policy establishes the requirements for selecting, using, inspecting, maintaining, repairing, storing and managing equipment used in connection with work. Its purpose is to reduce the risk of injury, ill health, damage and disruption arising from unsafe or unsuitable equipment.
1.2 The organisation will ensure, so far as reasonably practicable, that work equipment is suitable for its intended purpose, maintained in a safe condition and used by people who have received the necessary information, instruction and training.
1.3 This policy must be read alongside relevant risk assessments, safe systems of work, equipment operating instructions and any specific health and safety procedures that apply to particular equipment or activities.
2 Scope
2.1 This policy applies to all employees and, where relevant to their work, agency workers, contractors and other individuals who use, supervise, manage or maintain equipment on behalf of the organisation.
2.2 It covers equipment owned, hired, leased or otherwise provided for work, including machinery, tools, portable electrical equipment, warehouse equipment, workstations and other work-related equipment. It also applies to equipment supplied by individuals for work use where the organisation permits or controls that use.
2.3 Where equipment is subject to specific legislation or additional controls, including lifting equipment, pressure systems, electrical equipment or personal protective equipment, the relevant statutory requirements and equipment-specific procedures must also be followed.
3 General principles
3.1 Responsibilities of the organisation
3.1.1 The organisation is responsible for establishing arrangements to manage equipment-related risks. This includes:
You've seen 20% of how the Equipment use and management policy template is structured. Get the complete editable template instantly and customise it for your organisation.
Workplace equipment must be suitable for its intended purpose, maintained in a safe condition and used by people who have the necessary information, instruction and training. The Equipment Use and Management Policy provides a structured framework for managing equipment throughout its working life, from selection and introduction into the workplace through to inspection, repair, replacement and disposal.
The policy is suitable for employers that need to establish consistent responsibilities across offices, workshops, warehouses, manufacturing sites and other working environments. It can be adapted to cover the equipment relevant to your organisation, including tools, machinery, workstations, portable electrical equipment and other work-related items.
The policy explains that employees must use equipment only for authorised purposes, follow instructions and safety procedures, use required safeguards and protective equipment, and report defects promptly. Equipment must not be modified, misused or operated by someone who has not received the required training or authorisation.
Employers should identify which equipment requires routine checks, formal inspections, servicing or statutory examination. The frequency and level of checking should reflect the equipment, the risks associated with its use, the manufacturer's recommendations and applicable legal requirements. Defective or unsafe equipment should be taken out of use until it has been assessed and made safe.
Managers and designated equipment owners should ensure that responsibilities are allocated, maintenance and inspection arrangements are followed, and appropriate records are retained. These records can help demonstrate that equipment risks are being managed and identify recurring defects, maintenance needs and opportunities to improve working practices.
The policy should be supported by suitable risk assessments, safe systems of work, training and equipment-specific procedures. It should be reviewed when equipment changes, incidents occur, risks are identified or legal requirements change. Organisations should tailor the policy to their actual equipment and operations rather than relying on a generic document alone.
Use these best practice actions, recommended timescales and process stages to understand when and how the Equipment use and management 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.
It is a workplace policy setting out how equipment must be selected, used, inspected, maintained and reported on. It defines responsibilities for employees and managers and helps the organisation manage risks associated with work equipment.
The scope should reflect the organisation's activities and may include machinery, hand tools, portable electrical equipment, warehouse equipment, workstations and other equipment used for work. Equipment requiring specific controls, such as lifting equipment, may need additional procedures to address its particular risks and legal requirements.
There is no single inspection frequency suitable for every item. The employer should consider the risk assessment, the equipment's condition and use, manufacturer recommendations and applicable legislation. Some equipment may need pre-use checks, while other equipment requires inspections at appropriate intervals or statutory thorough examinations.
Employees should stop using the equipment where it may be unsafe, report the defect promptly and follow the organisation's procedure for preventing further use. Managers should arrange an appropriate assessment, repair or replacement and ensure that equipment is not returned to service until it is safe to use.
HRDocBox provides customisable HR policies and workplace documents that give employers a structured starting point for establishing consistent procedures. This policy can be adapted to reflect your equipment, working environment, responsibilities and existing health and safety arrangements.
A ready-made HRDocBox template provides a structured document that can be adapted for your organisation, rather than requiring you to build the policy from scratch. AI can help tailor wording, but any policy should be checked against current legislation, official guidance, the equipment in use and the risks identified in your workplace.
How this content is developed and reviewed
The Equipment use and management 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 conduct 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."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
Professionally written and fully compliant with UK employment law
Access a free contract template instantly - or save 10% on any document today.
Use this code at checkout for 10% off anything!
Includes instant download, updates, and full access to your HR templates.
