A simple definition
HSE's guidance on permit-to-work systems (HSG250) defines a permit-to-work system as a formal recorded process used to control work which is identified as potentially hazardous.
The permit itself is the paper or electronic form at the heart of that system. HSG250 describes it as a detailed document which authorises certain people to carry out specific work at a specific site, at a certain time, and which sets out the main precautions needed to do the job safely.
In everyday terms: a permit says who can do what, where and when, and confirms that the agreed precautions are in place before they start.
Why it exists
HSE explains that instructions or procedures are adequate for most work activities, but some require extra care. For those jobs, a responsible person should assess the work and check safety at each stage, and the people doing the job sign the permit to show they understand the risks and precautions.
According to HSG250, a permit system is there to:
- make sure the work is properly authorised
- make clear exactly what the job involves, and its limits
- identify the hazards, including any left over after isolation
- specify the precautions to be taken, including safe isolation
- communicate all of this to the people doing the work and to those in control of the area
- control how the work is displayed, suspended, handed over between shifts, and handed back at the end
- manage work that could interact with other jobs nearby
What goes on a permit
Permit forms vary between companies and sites, but HSG250 sets out the essential elements most share:
- permit title and a unique reference number
- references to other related permits or isolation certificates
- the job location and the plant or equipment involved
- a description of the work to be done and its limitations
- the hazards, including residual hazards and those created by the work
- the precautions needed, and what to do in an emergency
- protective equipment, including PPE
- the issuer's signature confirming isolations and precautions, with the date, time and duration
- the acceptance signature of the person taking responsibility for the work
- details of any extension or shift handover
- hand-back and cancellation signatures
HSE also says permits should be clear, accurate and in a suitable format. A single-sided A4 permit might be enough. The aim is a document people can actually read on site, not a booklet nobody finishes.
Permit to work or RAMS?
People sometimes mix these up, but they do different jobs.
- RAMS (risk assessment and method statement) plan the whole job: the hazards, the controls and the safe sequence of work. See what are RAMS for more.
- A permit controls a specific high-risk part of the work at the point it happens. It is time-limited, issued on the day, and confirms that the conditions on the ground match the plan.
HSE says a permit to work is not a replacement for robust risk assessment, but it can help bring the risk assessment to life where it matters. In practice the two work together, and a good permit refers back to the RAMS it relies on.
Permits, certificates and isolations
Many sites use certificates alongside permits. HSG250 describes an isolation certificate as a way of making sure particular equipment is mechanically and electrically isolated before it is worked on, cross-referenced to the permits that rely on it. It also lists a "sanction to test" among the documents some sites use.
Electrical work has its own conventions. HSE's guidance on electrical safe working (HSG85) describes an electrical permit-to-work as primarily a statement that a circuit or item of equipment is safe to work on, because it has been isolated and, where appropriate, earthed. HSG85 is clear that you must never issue an electrical permit for equipment that is still live, or to authorise live work.
Common types of permit
Names vary, but these are the permits you are most likely to come across:
- general or cold work permits
- hot work permits, for welding, cutting, grinding and other heat or spark sources
- confined space entry permits
- permits to dig or break ground near underground services
- electrical permits, including high-voltage permits for work and sanctions to test
- work at height and roof access permits
- line breaking and pressure testing permits
- temporary works permits to load and to strike
Our guide on when a permit to work is needed goes through these in more detail.
What a permit is not
- Not a guarantee. HSE says the issue of a permit does not, by itself, make a job safe.
- Not a blanket approval. HSE's fire safety in construction guidance says hot work permits should not give blanket authorisation to carry out hot work anywhere on site at any time. A permit covers a defined job.
- Not for everything. HSG250 says permit systems should not be applied to all activities, as that can weaken their effectiveness.
Paper or electronic?
Both can work. HSG250 sets out safeguards for electronic systems, including protected electronic signatures to prevent unauthorised issue or acceptance, no remote issue without a site visit, issued permits that cannot be altered, the ability to print for display at the job, and back-up arrangements if the system goes down.
HSE also advises that if you move from paper to electronic permits, you should assess the risks of the changeover and train people in the process, not just the software.
How AutoRAMS helps
AutoRAMS V2 lets you create permits from ready-made templates, which we call permit families. There are two packs:
- Construction pack: 28 shared families, such as hot work, confined-space entry, permit to dig, HV permit for work, sanction to test, line breaking and work at height, plus 24 construction families such as excavation entry, temporary works permit to load and to strike, MEWP and scaffold alteration.
- Manufacturing pack: the same 28 shared families plus 28 manufacturing families such as machine-guard removal, jam clearing, robot-cell entry, refrigeration and ammonia, and production restart.
Permits can be linked to the RAMS for the job. Holders confirm who they are with a one-time code sent to their email before signing, every step is logged with a time stamp, and you can download a PDF permit record that includes a fingerprint of the issued permit. The permits tool is available as an add-on to an AutoRAMS RAMS package (Construction pack) or as a permit-only package (Construction or Manufacturing).
Please note: AutoRAMS is a tool for creating and recording permits. Your company and its competent people stay responsible for deciding when a permit is needed, for making and removing isolations, and for the work itself. Closing a permit in AutoRAMS is never the same as releasing an isolation.
Frequently asked questions
What is the difference between a permit to work and a method statement?
A method statement plans how the whole job will be done safely. A permit controls a specific high-risk task on the day, confirming that precautions such as isolations are in place before work starts.
Who signs a permit to work?
Typically the person issuing it, who confirms the precautions are in place, and the person accepting it on behalf of the workers, who confirms they understand the work, hazards and precautions. Signatures are also needed at hand-back and cancellation.
How long does a permit to work last?
It depends on your system and the job. HSE's guidance says a permit should show its date, time and duration, and any extension or shift handover should be recorded.
Can you have an electrical permit for live work?
No. HSE's guidance HSG85 says you must never issue an electrical permit-to-work for equipment that is still live or to authorise live work. An electrical permit confirms equipment has been made dead and safe.
Are electronic permits acceptable?
Yes, HSE's guidance covers both paper and electronic systems. Electronic systems need safeguards such as protected signatures, a site visit before issue, permits that cannot be altered once issued, and back-up arrangements.