PPE issue record template (PDF) and issue list (Excel)
Record of the issue of personal protective equipment with size, quantity, issue date and signature – plus confirmation of the safety instruction. With an Excel issue list that calculates replacement dates and the next instruction.
As of PDF and ExcelAMS Go editorial team
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In Germany, the employer must provide the necessary personal protective equipment free of charge, keep it in good condition and instruct employees in its safe use (Section 3 of the Occupational Safety and Health Act, ArbSchG; Sections 2 and 3 of the PPE Use Ordinance, PSA-BV). For PPE against fatal hazards or permanent damage to health – such as respiratory protection, hearing protection or fall protection – the instruction must include exercises (Section 31 DGUV Regulation 1).
The issue record documents who received which protective equipment in which size and when, and confirms receipt and instruction with a signature. The Excel list keeps track of all issues, replacement dates and the annual repetition of the instruction.
What the template contains
- PDF record per person with nine prepared types of PPE, size, quantity, issue date, replacement date and signature
- Confirmation of instruction with six points, including practical exercises for PPE against fatal hazards
- Excel issue list with a drop-down list for the type of PPE and automatic calculation of the replacement date and next instruction
- Second worksheet with DGUV rules and the exercise requirement for each type of PPE
How to use the template
- 1
Specify PPE
Which protective equipment is needed for which task follows from the risk assessment – only after technical and organisational measures. Consult employees before providing it: PPE must fit the individual.
- 2
Issue and instruct
Enter each item of PPE issued with type, size and date, explain use, checking and care, and have receipt and instruction signed. Practical exercises are part of the instruction for respiratory protection, hearing protection and fall protection.
- 3
Plan replacement and repetition
Transfer the issue to the Excel list. Using the service life stated by the manufacturer it calculates the latest replacement date, and using the instruction date the next annual instruction.
Legal basis
- Section 3(3) ArbSchG: costs of occupational safety measures must not be imposed on employees
- Section 2 PSA-BV: selection, individual fit, maintenance, repair and replacement
- Section 3 PSA-BV: instruction in safe use, information for use in an understandable language
- Sections 29 to 31 DGUV Regulation 1: provision, use and instruction with exercises for PPE against fatal hazards or permanent damage to health
- Section 4 DGUV Regulation 1: instruction at least once a year, documentation
Frequently asked questions
Does the issue of PPE have to be documented?
Neither the PPE Use Ordinance nor DGUV Regulation 1 requires a receipt for every issue. The instruction, however, must be documented (Section 4 DGUV Regulation 1). The issue record combines both and proves that suitable protective equipment was provided and its use explained – important after an accident or during an inspection.
May employees be asked to contribute to the cost of PPE?
No. The employer must not impose the costs of measures under the Occupational Safety and Health Act on employees (Section 3(3) ArbSchG). This also covers maintenance, repair and replacement so that the PPE functions throughout its entire period of use (Section 2(4) PSA-BV).
How often must employees be instructed on PPE?
Before first use and regularly thereafter, at least once a year (Section 12 ArbSchG, Section 3 PSA-BV, Section 4 DGUV Regulation 1). For PPE against fatal hazards or permanent damage to health – such as respiratory protection, hearing protection and fall protection – instruction with exercises is mandatory (Section 31 DGUV Regulation 1).
You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.
Never search a spreadsheet for a deadline again
In AMS Go, what this template covers lives in one system with reminders, history and records at the push of a button – mobile and with AI support.
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