A permit to work (PTW) system is a formal process that controls access to high-risk activities. It ensures that specific hazards are identified, controls are in place and only authorised personnel perform the work. Without a PTW system, multiple teams may unknowingly create conflicting hazards on the same site.
This guide covers designing and implementing a PTW system from scratch, including identifying permit-required activities, designing the permit forms, defining authorisation levels, training personnel and auditing the system.
Before you start
Gather your permit to work form template, a current risk register, your organisational chart (to determine who can authorise permits) and any existing safe work procedures for high-risk activities. You will also need access to the relevant Codes of Practice for your jurisdiction. Review your compliance requirements to understand what regulations apply to your operations.
If your site involves energy isolation, a lockout/tagout (LOTO) procedure is often integrated with the PTW system. LOTO may be a prerequisite control listed on the permit before work can commence. Ensure your existing LOTO procedures are current before building them into the permit workflow.
Step-by-step system setup
1. Identify activities that require permits
Not every task needs a permit. Focus on activities where the risk is high enough that formal controls, authorisation and documented verification are necessary before work starts. Common permit-required activities include hot work (welding, cutting, grinding), confined space entry, working at heights, electrical isolation, excavation, lifting operations near traffic and work on pressurised systems. Use your risk register to confirm which activities on your site meet this threshold.
2. Design the permit types
A single general permit is not enough. Different activities have different hazards and require task-specific controls. Common permit types include a hot work permit, a confined space entry permit, a working at heights permit, an electrical work permit and an excavation permit. Each type addresses the hazards unique to that activity and lists the specific controls that must be verified before work begins.
3. Define roles and authorisation levels
The area authority (or permit issuer) confirms the worksite is safe and issues the permit. The performing authority accepts the permit and takes responsibility for compliance during the task. A separate person must be authorised to close the permit and confirm the site is returned to a safe state. Define an escalation path for when conditions change.
4. Create the permit forms
Each form should include: task description, location, identified hazards, controls in place, required isolations, atmospheric testing results (where applicable), permit duration, start and finish times, signatures of the issuer and performing authority, and a handback checklist for close-out.
5. Build the workflow (issue, accept, close, cancel)
Permits are issued for a fixed duration, typically one shift. If work continues beyond that period, a new permit must be issued. Build in suspension and cancellation procedures for emergencies or scope changes. When a permit is suspended, all work stops until re-validated. When cancelled, the site must be made safe before personnel leave.
6. Train all personnel
Everyone on site must understand the PTW system, even those who do not hold permits. Training should cover: when a permit is needed, who to contact, what the permit conditions mean and what happens if the system is bypassed. Record all training with dates and attendees. Refresher training should occur annually and after any incident.
7. Audit and review the system
Conduct PTW audits quarterly. Check that permits are being used for all required activities, forms are complete, isolations match reality on site and closed permits are filed. Review the system after any incident, near miss or regulatory change.
Permit types
The table below summarises the most common permit types, the key hazard each addresses and the specific controls required.
| Permit type | Key hazard | Specific controls |
|---|---|---|
| Hot work (welding, cutting, grinding) | Fire, explosion | Fire watch, gas testing, fire extinguisher, flammable clearance |
| Confined space entry | Toxic atmosphere, engulfment | Atmospheric testing, forced ventilation, rescue standby |
| Working at heights | Falls | Edge protection, harness and lanyard, rescue plan |
| Electrical work | Electrocution, arc flash | Isolation, lockout/tagout, voltage testing |
| Excavation | Ground collapse, buried services | Shoring, service location, barricading |
| Lifting near traffic | Dropped load | Exclusion zone, traffic management plan, lift plan |
Permit to work vs SWMS
A PTW and a Safe Work Method Statement (SWMS) are often confused because both deal with high-risk work. They serve different purposes and are used in different contexts.
| Aspect | Permit to work | SWMS |
|---|---|---|
| Purpose | Controls access to a specific high-risk activity at a specific time and place | Documents the method, hazards and controls for a type of high-risk construction work |
| Duration | One shift or less (time-bound) | Valid for the duration of the activity (until reviewed) |
| Issued by | Area authority or permit issuer | PCBU or principal contractor |
| Signed by | Issuer and performing authority | Workers performing the work |
| Required in | All industries (oil and gas, mining, manufacturing, construction, facilities) | Construction only (Australian WHS legislation) |
| Relationship | May require a SWMS to be in place before the permit is issued | May reference a PTW as an additional control |
Regulatory requirements
In Australia, WHS Regulations do not mandate a PTW system by name, but Codes of Practice for confined spaces, hot work and electrical work reference PTW as a required control. Safe Work Australia guidance recommends PTW for all high-risk activities. Failure to implement adequate controls for high-risk work can result in significant penalties under the harmonised WHS Act.
In the US, OSHA standards for confined spaces (29 CFR 1910.146) and hot work (29 CFR 1910.252) effectively mandate a permit system. Process Safety Management (29 CFR 1910.119) requires PTW for work on covered processes in facilities handling highly hazardous chemicals.
In the UK, HSE guidance L101 (permit-to-work systems) provides detailed implementation advice. The Control of Major Accident Hazards Regulations (COMAH) require PTW systems for COMAH-designated sites.
Going digital with MapTrack
Paper-based permits are difficult to track, easy to lose and impossible to monitor in real time. With MapTrack, you can create and manage permits using digital forms that enforce completion of every required field, capture signatures on mobile devices and attach photos of the work area as evidence. Approval workflows route permits to the correct authoriser based on type and location.
Track open permits, expired permits and close-out status through compliance management. Every permit is visible on a site map, giving supervisors real-time visibility of all active high-risk work. Automated alerts notify the issuer and performing authority when a permit approaches expiry. All records are stored with a full audit trail for regulatory inspections.
