This policy procedure sets out how equipment is identified, checked, maintained, calibrated and taken out of use, and how premises are inspected on a set schedule.

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This policy template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Policy number and title
• Information-classification
• Version
• Page number / total pages

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Further Reading

Further guidance on managing equipment and premises:

• Management of Work Equipment
• Premises Inspection
• Management of Measuring Equipment and Calibration
• Managing Equipment and Premises knowledge base

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Management of Equipment and Premises Policy Procedure Template

The Management of Equipment and Premises Policy Procedure is a Word template that sets out how a business keeps its equipment and premises safe and fit for use. It covers equipment identification and pre-use checks, the equipment register, scheduled maintenance and calibration, defect reporting and quarantine, buying new equipment, and a schedule of premises inspections.

It applies to all equipment and premises used by workers in all activities and locations, including equipment employees provide for their own use. Title, File Location, Issue No, Issue Date, Controlled By and Approved By fields, an Amendment Record and a Business Use classification in the footer support document control.

What the Policy Covers

• Amendment record, summary, scope and applicability - the purpose of the policy, its scope of all equipment and premises used by workers at all locations, and who it applies to
• Statement of intent and managing equipment - what counts as work equipment, risk assessments and method statements, identifying and numbering equipment, pre-use checks and status tagging
• Equipment register - listing every item that needs scheduled checks with who is responsible and due dates, equipment needing a schedule of maintenance and guidance on third party checks
• Maintenance and calibration - planning maintenance around operations, recording calibration due dates, in-house checks of measuring equipment and keeping maintenance and calibration records
• Defect reporting and quarantine - stopping use of faulty equipment, documenting defects, quarantining or labelling unsafe items and disposing of equipment removed from service
• New equipment - checking new equipment is suitable and supported with spare parts, and that it carries conformity marking, a certificate and instructions in English
• Management of premises - walk round checks at the start of every shift and an inspection schedule of daily, monthly and as required checks

Built for Safe Equipment and Premises

• An equipment register showing who is responsible for each check, when it was last done and when it is next due
• Faulty or unchecked equipment marked do not use or moved to a quarantine area
• Calibrated and in-house checked measuring equipment marked with a sticker, colour code or date
• Reusable items such as straps and harnesses cut up before disposal so they cannot be used again
• Premises walk round checks at the start of every shift alongside daily and monthly inspections

Who Needs a Management of Equipment and Premises Policy Procedure?

Any business that owns or uses work equipment, vehicles or premises needing scheduled checks, maintenance or calibration. It is used by whoever keeps the equipment register and by supervisors who manage pre-use checks.

How the Policy Fits Together

Premises inspections follow a schedule using the F-HS9 Site Safety Daily Checks Form daily, the F-Q26 Premises Monthly Checklist monthly and the F-HS8 Site Safety Inspection as required. Scheduled checks on equipment, vehicles and premises are listed on an equipment register, and defects are recorded on a defect reporting form or inspection checklist.

Using the Policy

Edit the arrangements to match your own, such as how equipment is numbered and tagged, where the quarantine area is, which items need a schedule of maintenance and how often premises are inspected. Name the person responsible in the Controlled By field, give it top level approval and brief everyone who uses the equipment.

Related Documents

The GG-1-06 Management of Equipment and Premises Guidance and TT-1-06 Management of Equipment and Premises Training Talk help brief staff on the safe use and checking of equipment and premises.