Loss prevention standards

Permit to Work
Systems

High risk work can become even more

hazardous due to unsafe conditions and
human error. Formal controls, such as a
permit to work system, must be followed by
everyone and enforced properly to be
effective.

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 Permit to Work Systems

Introduction
The aim of a permit to work system is to remove both unsafe conditions and human error from a high-risk process, by
imposing a formal system detailing exactly what work is to be done and when and how to undertake the job safely.
Permit to work systems are used where the potential hazards are significant and a formal documented system is
required to control the work and minimise the risk of personal injury, loss or damage.

Operation of the Permit to Work System

Examples of work in which a permit to work system should be used include:
• Entry into confined spaces
• Work involving the splitting or breaking into of pressurised pipelines
• Work on high voltage electrical systems above 3,000 volts
• Hot work, e.g. welding, brazing, soldering, etc.
• Work in isolated situations or where access is difficult
• Work at height
• Work near to, or requiring the use of highly flammable/explosive/toxic substances
• Fumigation operations using gases
• High-risk operations involving contractors, such as excavation works, or demolition works

Designing the Permit to Work System

Permit to work systems demand robust, formal and effective controls in place to prevent danger, as well as good
standards of organisation to ensure compliance.
-
include fire extinguishers being available for hot work, or harnesses and resuscitation equipment available when
entering confined spaces.
In designing and implementing permit to work systems, the following should be considered:
Potential hazards
• What is the potential for a worst-case scenario?
• What are the possible outcomes, e.g. major fire due to hot work, fatality from fall through a fragile roof
surface?
Control measures needed
• At what stages are formal decisions to be made, e.g. at the beginning of the work, before entry into an area,
before the contractor is allowed in?
• Who is authorised/responsible for the job being undertaken safely?
• What physical controls are required, e.g. safety harnesses and lanyards for fall prevention, barriers to
separate work areas?
• Human factors training, competency to undertake the work safely?

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 Permit to work checklist
• Has a suitable checklist of precautions been produced as part of the permit authorisation process?
• Does it include all relevant control measures, e.g. Personal Protective Equipment (PPE) required, fire
precautions, housekeeping measures?
• Are there isolation and lock-off procedures for all power sources?
Management of permits
• Who is competent to manage permit to work jobs?
• What level of expertise is required?
• Does the permit form contain 4 signature boxes?
1. Issue of permit signed by permit issuer
2. Confirmation of receipt of permit and the control measures required signed by the permit receiver
(the person who is in charge of undertaking the work)
3. Confirmation of satisfactory completion of the work signed by both permit issuer and permit
receiver
4. Cancellation of the permit confirming the work is now complete and normal operations can be
resumed signed by the permit issuer
• Does the permit extend beyond a single shift?
• Are any amendments required documented on the permit?
Permit to work procedure
• Is there a permit to work procedure in place?
• Does it cover all tasks that are considered a high-risk?
• Are authorised competent persons listed?
• Are document control and regular reviews in place?

Training and communication arrangements

• How are authorised persons trained?
• How is competence measured?
• How are employees trained?
• How are contractors informed and monitored?
Audits of the permit to work system
• Is the permit to work system regularly audited to ensure compliance with procedures?

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 Summary
Permit to work systems should be designed so that they remain within the control of the organisation and should not
be passed to contractors to control. The permit system will only guarantee safety if the safe system of work is
adequate and is followed by all involved. In other words, deviation from the work specified on the permit must never
occur due to the significant risks involved.
• The permit must specify who is to do the work, the time for which it is valid, the work to be done and the
necessary precautions
• During the permit, no person shall work on any equipment not covered by the permit
• No person shall carry out work which is not authorised by the permit. If there is to be a change in the work, the
permit must be amended/cancelled. This can only be done by the authorised originator of the permit
• There must be liaison with other work areas whose activities could be affected by the permit system
• Where the permit to work is to be carried out on part of a site or on specific equipment, the limits of the work
must be clearly marked
• Permits must consider all contractors on site, who should be briefed prior to the commencement of work

Checklist
A generic Permit to Work Systems Checklist is presented in Appendix 1 which can be tailored to your own
organisation.

Specialist Partner Solutions

Aviva Risk Management Solutions can offer access to a wide range of risk management products and services at
preferential rates via our network of Specialist Partners.
For more information please visit:
Aviva Risk Management Solutions Specialist Partners

Sources and Useful Links

• Guidance on Permit-to-Work Systems: HSG250 Health and Safety Executive (HSE)
• Permit to Work Systems HSE
• Confined Spaces A Brief Guide to Working Safely: INDG258 HSE
• The Safe Isolation of Plant and Equipment: HSG253 HSE
• Safety in Gas Welding, Cutting and Similar Processes: INDG297 HSE
• Hot Work on Small Tanks and Drums: INDG314 HSE

Additional Information
Relevant Loss Prevention Standards include:
• Hot Work Operations

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 To find out more, please visit Aviva Risk Management Solutions or speak to one of our advisors.

Email us at [email protected] or call 0345 366 6666.*

*Calls may be recorded and/or monitored for our joint protection.

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 Appendix 1 Permit to Work Systems
Checklist

Location

Date

Completed by (name and signature)

Permit to Work Systems Y/N Comments

1. Is there a formal permit to work (PTW) procedure in place for all

high-risk activities, stating the obligations of each party, which
includes health and safety standards and property protection
precautions?

2. If hot work is to be completed, is the limit of public liability

insurance adequate for the area they are working on and the
possible exposure?
Are there any restrictions in their insurance policy on completing
hot works?

3. Have reasonable checks been completed to ensure that the

persons undertaking the work, including contractor employees are
competent?

4. Has the task(s) to be undertaken been clearly defined on the PTW

form?

5. For all contractor permit to work tasks, have copies of relevant risk
assessments and method statements been requested and received
from the contractor and are readily available to the permit issuer?

6. Are control measures clearly defined on the PTW forms?

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 Permit to Work Systems Contd. Y/N Comments

7. Is suitable PPE available, provided and worn correctly by all

employees and/or contractors undertaking tasks that require a
PTW?

8. Where testing is required, e.g. for working in confined spaces, has

this been carried out and recorded?

9. Are emergency procedures in place, e.g. confined spaces/work at

height rescue plan?

10. Are isolation and lock-off procedures being followed where

appropriate?

11. Is regular supervision and monitoring undertaken during the

period the PTW is open?

12. Are all PTW signed in all the 4 boxes by the authorised persons?

13. Additional comments

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 Please Note
This document contains general information and guidance only and may be superseded and/or subject to amendment without
further notice. Aviva
Prevention Standards), and nor shall any third party rely on them. Other than liability which cannot be excluded by law, Aviva
shall not be liable to any person for any indirect, special, consequential or other losses or damages of whatsoever kind arising
,
exposure or hazard that may arise and Aviva recommend that you obtain specific advice relevant to the circumstances.

06/07/21 V1.4
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