Respiratory protection record template (PDF & Excel): device register and wearers
Device card with maintenance and inspection record and a record for wearers with fit test and training as a PDF – plus an Excel list that tracks due inspections, expired filters, health check dates and the annual safety instruction.
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Respiratory protective devices protect against fatal hazards or permanent damage to health – so there is a lot to organise: maintenance and inspection of the devices under DGUV Rule 112-190, a fit test before tight-fitting masks are first used, safety instruction with practical exercises (Section 31 of DGUV Regulation 1) and occupational health checks depending on the device group (Occupational Health Care Ordinance, ArbMedVV, with the technical rule AMR 14.2).
The template covers both sides: the device register records maintenance, inspections and filters for each device, the wearer overview records health checks, fit test and instruction for each person. The PDF serves as a device card and personal record for signing, the Excel file as an overview with automatic due dates – including the new group classification under AMR 14.2.
What the template contains
- PDF part A: device card with maintenance and inspection record for ten entries
- PDF part B: record per person with health checks, fit test and instruction with six checkpoints
- Excel wearer overview with health check status and automatic calculation of the next instruction
- Excel device register with next inspection, status and warning for expired filters
- Sheets with the group classification under AMR 14.2 and maintenance intervals under DGUV Rule 112-190
How to use the template
- 1
Record devices and wearers
Enter every respiratory protective device with number, type, filter and storage in the device register, and every person who wears respiratory protection in the wearer overview – with the classification under AMR 14.2 and the date from the health check certificate.
- 2
Inspect and instruct
The qualified person documents maintenance and inspections on the device card. Before first use, carry out the fit test and give instruction with a practical exercise – the wearer confirms both in part B.
- 3
Keep track of due dates
Transfer the data to the Excel list. It shows due inspections, expired filters, upcoming health checks and the annual instruction – filter for “Due soon” and “Overdue”.
Legal basis
- Section 2 of the PPE Use Ordinance (PSA-BV): individual fit, use by one person, maintenance, repair, replacement and storage
- Section 3 PSA-BV and Section 31 DGUV Regulation 1: instruction, with exercises for PPE against fatal hazards or permanent damage to health
- ArbMedVV Annex Part 4 with AMR 14.2: mandatory health checks for respiratory protective devices in groups 2 and 3, offered check-ups for group 1
- Section 3(4) ArbMedVV: health check register recording that, when and for what reason a check-up took place
- DGUV Rule 112-190: selection, fit test, duration of use, maintenance and inspection intervals for respiratory protective devices
Frequently asked questions
How often do respirator masks have to be inspected?
Under DGUV Rule 112-190, full, half and quarter masks are cleaned, disinfected and checked after every use. Stored masks receive a visual and function check, full face masks also a leak check – every six months for mobile storage, such as on vehicles, and every two years for stationary storage. Stricter manufacturer requirements take precedence.
Who may maintain and inspect respiratory protective devices?
The employer can fulfil the obligations under Section 2(4) PSA-BV through a qualified person or body. They need sufficient knowledge of respiratory protective devices and the necessary facilities, measuring instruments and tools. This knowledge can be acquired, for example, in training as a respiratory equipment maintenance technician (Atemschutzgerätewart) under DGUV Principle 312-190.
Do I have to document occupational health checks for respirator wearers?
Yes. The employer keeps a health check register recording that, when and for what reason a check-up took place (Section 3(4) ArbMedVV) – without medical findings. For mandatory check-ups, the activity may only start once the check-up has taken place. The date of the next check-up is stated on the health check certificate.
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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