Free hot work permit
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Free hot work permit template (PDF-ready). Covers fire watch, extinguishers, clearance distances, isolations and atmospheric testing. Download free.
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See the first part of the hot work permit below. Download the full version above.
What is a hot work permit?
A hot work permit is a formal document that authorises work involving open flames, sparks or heat-producing equipment such as welding, oxy-cutting, grinding, brazing or soldering. It is part of the broader permit-to-work system used on construction, industrial and maintenance sites in Australia. The permit ensures a systematic check is carried out before work begins, confirming that combustible materials have been removed or protected, fire-fighting equipment is available, atmospheric testing has been completed where required, and a fire watch person has been assigned. Under Australian WHS regulations, employers have a duty to manage fire risks associated with hot work, and a well-completed permit demonstrates due diligence.
Hot work is a leading cause of workplace fires. Sparks and molten metal can travel significant distances and ignite materials that are not immediately visible to the operator. The permit system forces a deliberate pause before work begins, requiring both the operator and a designated fire watch person to confirm that the area has been inspected, cleared and protected. The post-work fire watch period further reduces the risk of delayed ignition after the work is complete.
AS 1674 (Safety in welding, brazing, cutting and allied processes) provides detailed guidance on the precautions required before, during and after hot work. Most Australian site safety management plans reference this standard and require a completed hot work permit as a prerequisite for any spark-producing activity on site.
Learn more about compliance and inspections in MapTrack.
Benefits of using this hot work permit
- Fire risk reduction: a structured pre-work checklist ensures combustibles are cleared, fire-fighting equipment is available and the area is safe before work begins.
- Regulatory compliance: meets WHS obligations and demonstrates due diligence to regulators, insurers and auditors.
- Clear accountability: the permit records who authorised the work, who is performing it and who is on fire watch, creating a defensible audit trail.
- Post-work monitoring: the built-in fire watch and close-out section ensures the area is monitored after work to prevent delayed ignition.
- Consistent process: a standard form ensures the same safety checks are applied across all sites, shifts and workers.
- Insurance evidence: a completed permit provides documented proof that fire risk controls were in place at the time of the work.
Benefits of digitising forms in MapTrack
When you move your permits from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Escalate critical hazards instantly to safety managers via push notification.
- Maintain an auditable safety register that satisfies WHS regulator requests.
- Correlate incident trends across sites with built-in safety analytics.
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What to include in a hot work permit
This hot work permit covers 8 key areas:
- Permit details: permit number, date, valid from/to, site/location and project.
- Hot work description: type of work (welding, cutting, grinding, brazing, other), specific location and duration.
- Personnel: hot work operator and fire watch person.
- Pre-work checklist (P/F/N/A): risk assessment completed, SWMS reviewed, area inspected for combustibles (11 m radius), combustibles removed or covered with fire blankets, floor swept clean, wall/floor openings covered, flammable liquids/gases removed or isolated, sprinkler system operational, fire extinguisher(s) within 3 m, fire watch person briefed, ventilation adequate, gas testing completed (LEL), welding screens/barriers in place, hot work signage displayed, adjacent areas checked.
- Overall result: pass, fail or action required.
- Permit authorisation: issued by, hot work operator and fire watch signatures.
- Post-work fire watch: minimum 30 minutes, time completed.
- Permit close-out: area re-inspected, no hot spots, permit cancelled, signed off.
How to use this hot work permit
- Fill in the permit details - permit number, date, valid from/to, site and project name.: Assign a unique permit number for traceability. Record the exact start and finish times the permit is valid for. The permit expires at the stated time and a new permit must be issued if work continues beyond that period.
- Describe the hot work. Type (welding, cutting, grinding, brazing), specific location and expected duration.: Be specific about the work type and location so that anyone reading the permit can identify exactly where the work is happening. Include the floor, room, structure or equipment being worked on and the estimated duration of the task.
- Record the hot work operator and fire watch person names.: The hot work operator is the person performing the welding, cutting or grinding. The fire watch person remains in the area during and after the work to monitor for fire. Both must be named on the permit and sign before work begins.
- Complete the pre-work checklist - inspect the area within an 11 m radius, clear combustibles, check fire-fighting equipment and ventilation, and confirm gas testing where required.: Walk the area within an 11 metre radius and remove or cover all combustible materials with fire-resistant blankets. Ensure at least one serviceable fire extinguisher is within 3 metres of the work. Check that ventilation is adequate and perform LEL gas testing if the area may contain flammable vapours.
- Mark each item as Pass, Fail or N/A. Record notes for any items marked Fail.: Work through the pre-work checklist systematically. A Fail on any item means the condition has not been met and must be rectified before the permit can be issued. Record specific details in the notes column to guide rectification.
- Record the overall result. If any item is Fail, the permit should not be issued until the issue is resolved.: The overall result must reflect the worst individual item outcome. If any critical item is marked Fail, the permit cannot be authorised until the issue is fully resolved and re-inspected.
- Have the permit authorised - the issuer, hot work operator and fire watch person all sign.: Each signature confirms that the signatory has verified the controls relevant to their role. The permit issuer confirms all conditions have been met. The operator and fire watch person confirm they understand their responsibilities.
- After work is complete, conduct fire watch for a minimum of 30 minutes. Record the time completed.: The fire watch person must remain in the area with a fire extinguisher for at least 30 minutes after the last spark or flame. Many site procedures require 60 minutes. Monitor for smouldering, hot spots or unusual smells. Record the start and end time of the fire watch on the permit.
- Close out the permit - re-inspect the area, confirm no hot spots, cancel the permit and sign off.: Walk the area and check all surfaces within the 11 metre radius for residual heat. Use the back of your hand near (not on) surfaces to detect warmth. Once satisfied there are no hot spots, cancel the permit with a line through it, record the close-out time and sign off.
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Back to download formHow often should you complete this permit?
A hot work permit must be completed before every instance of hot work - welding, cutting, grinding, brazing, soldering or any other work that produces sparks, open flames or high temperatures. A new permit is required each day or each shift, and whenever the scope, location or personnel change. If conditions change during the work (e.g. weather, ventilation, introduction of new combustible materials), the permit should be reviewed and re-issued if necessary. Most Australian site safety management plans and WHS codes of practice require a hot work permit as part of the permit-to-work system. Check your organisation's procedures for specific requirements.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- AS 1674 - Safety in welding, brazing, cutting and allied processes
- NFPA 51B - Standard for Fire Prevention During Welding, Cutting, and Other Hot Work
- WHS Regulations - Chapter 3 General risk and workplace management
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