# Equipment safety & maintenance

Identify equipment, record pre-use defects and connect maintenance to an authorised return-to-use decision.

Source review: 2026-10-27

Operational starters in English. References identify their own jurisdiction. Select the rules that apply to your site, adapt the documents, and obtain competent approval before use.

## Identify the equipment and intended use

Record a stable equipment identifier, location, intended use and the instructions relevant to that model. The HSE PUWER overview describes suitability, maintenance, inspection and training duties in Great Britain. Other equipment-specific requirements may also apply. A generic pre-use check is only one part of the control system.

## Separate visual checks from maintenance

Define which observations a trained operator can make and which activities require an authorised specialist. Record visible defects without attempting hazardous tests. Do not instruct staff to bypass guards, open live equipment or perform maintenance through a checklist. Reference the approved isolation and service procedures.

## Keep unsafe equipment out of ordinary use

Follow the site procedure for restriction, identification and escalation when a defect is found. Record the responsible decision and affected work. Preserve the initial observation alongside later service evidence. Completing the repair task should not automatically be treated as authority to resume use.

## Verify the return-to-use decision

Record who reviewed the service outcome and what evidence supports release. Where measurements matter, link the instrument and calibration record to the observation. Review checks when equipment is moved, modified, repaired or used for a new task, using the manufacturer instructions and competent assessment.

## SOP starter: Equipment defect reporting and return-to-use review

Status: DRAFT — complete site-specific details and obtain approval before use.

Site: __________
Owner: __________
Version: __________
Approved by / date: __________
Next review / trigger: __________

### Preparation

- Identify equipment, approved instructions, authorised users and service contacts.

- Define operator observations separately from specialist inspection and maintenance.

- Reference the approved restriction, isolation and release procedures.

### Procedure

1. Carry out only the approved operator checks and record equipment identity and event time.

2. Record any defect and follow the site restriction and escalation process.

3. Link the service request and responsible maintainer to the original observation.

4. Have authorised personnel perform maintenance under the approved safe system of work.

5. Record service evidence and the authorised return-to-use decision.

6. Communicate restrictions or changes and review the next applicable check.

### Records

- Equipment observation and defect

- Maintenance and inspection references

- Release authority and follow-up

### Review triggers

- Defect or failure

- Modification, relocation or repair

- Change in intended use

## Editable templates

- [Equipment pre-use inspection checklist](https://kivloo.com/template-library/equipment-pre-use-checklist)

- [Equipment calibration & verification record](https://kivloo.com/template-library/equipment-calibration-record)

- [Corrective action register](https://kivloo.com/template-library/corrective-action-register)

## Official references

- [HSE: PUWER overview](https://www.hse.gov.uk/work-equipment-machinery/puwer-overview.htm) — Great Britain; Official guidance

Canonical: https://kivloo.com/template-library/packs/equipment-safety