Free permit to work form
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A permit to work (PTW) is a formal document used to authorise specific work at a specific location after confirming that all hazards have been assessed and precautions are in place. It covers work description, hazard assessment, precautions checklist (isolation, barriers, signage, PPE, gas testing, ventilation), authorisation chain, time limits and close-out. This page explains what to include, how to use the template, and offers a free PDF-ready form you can download and use straight away. No sign-up required.
Last updated: 2026-04-10 · MapTrack
Commercial Director
How to use: Complete permit details → assess hazards → work through precautions checklist → identify specialist permits and PPE → authorise → extend if needed → close out when complete → save as PDF.
- ✓ PDF-ready. Open and print to PDF
- ✓ Covers hazard assessment, precautions, authorisation and close-out
- ✓ Free to use with or without MapTrack
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What is a permit to work?
A permit to work (PTW) is a formal written system used to control work activities that carry significant risk. The permit authorises specific people to carry out specific work at a specific location during a defined time period, after confirming that all identified hazards have been assessed and appropriate precautions are in place. It covers the work description, hazard assessment, precautions (isolation, barriers, signage, PPE, gas testing, ventilation), specialist permits required (hot work, confined space, working at heights), authorisation chain, time limits, extensions and formal close-out. The PTW system is a core component of workplace safety management and is required under Australian WHS regulations for high-risk work activities.
Benefits of using a permit to work system
- Systematic hazard control: ensures every significant hazard is identified, assessed and controlled before work begins.
- Clear authorisation: only authorised people can issue, accept and close out permits, creating accountability at every stage.
- Coordination of activities: prevents conflicting work activities in the same area (e.g. hot work near flammable materials).
- Regulatory compliance: demonstrates due diligence under WHS regulations for high-risk work activities.
- Time-bound control: permits have defined validity periods, ensuring conditions are reassessed if work takes longer than planned.
- Audit trail: completed and closed-out permits provide documented evidence for safety audits and incident investigations.
Benefits of digitising forms in MapTrack
When you move from paper or static PDFs to digital forms in 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).
Book a demo to see digital permits to work with real-time status tracking in MapTrack.
What to include in a permit to work form
Our free permit to work form includes:
- Permit details: permit number, date, valid from/to, site/location, area/zone, requested by, work description.
- Hazard assessment (P/F/N/A): working at heights, confined spaces, hot work, electrical hazards, excavation, hazardous substances, mobile plant, other.
- Precautions checklist (P/F/N/A): area isolated/barriered, lockout/tagout applied, gas testing completed, fire extinguisher available, PPE identified, adjacent workers notified, signage displayed, emergency plan reviewed.
- Specialist permits required: hot work, confined space, working at heights, electrical isolation, excavation, none.
- PPE required: hard hat, safety glasses, hi-vis, boots, gloves, harness, respiratory, hearing.
- Authorisation: requested by, issued by, accepted by with signatures and dates.
- Permit extension: extended to date/time, authorised by, conditions unchanged.
- Close-out: work complete, area restored, all personnel clear, closed by with date and signatures.
How to use the permit to work form
- Complete the permit details - permit number, date, validity period, site, area and work description.
- Assess hazards. Mark each hazard category as Present, Fail (requiring additional controls) or N/A.
- Work through the precautions checklist. Confirm isolation, lockout/tagout, gas testing, fire equipment, PPE, notification, signage and emergency plan. Mark P/F/N/A for each item.
- Identify any specialist permits required (hot work, confined space, heights, electrical, excavation).
- Identify required PPE and confirm it is available.
- The requester, permit issuer and permit holder sign to authorise the work.
- If work extends beyond the original validity period, complete the extension section with re-authorisation.
- When work is complete, close out the permit - confirm work is done, area is restored, all personnel are clear, and sign off.
In MapTrack, you can digitise permits to work with real-time status tracking, electronic signatures, and a complete audit trail. Book a demo to see how.
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Back to download formWhen to issue a permit to work
A new permit to work must be issued for each specific work activity, location and time period. The permit is valid only for the scope of work, location and duration described. A new permit is required when the work scope changes, when conditions change (e.g. weather, adjacent activities), when personnel change, or at the start of each new shift. If the work takes longer than planned, the permit can be extended once with re-authorisation, but a new permit should be issued if conditions have materially changed. The permit must be closed out as soon as the work is complete and the area is restored. Never allow work to proceed on an expired or closed permit.
Frequently asked questions
- What is a permit to work?
- A permit to work (PTW) is a formal written document that authorises specific people to carry out specific work at a specific location during a defined time period, after confirming that all identified hazards have been assessed and appropriate precautions are in place. It is used for work activities that carry significant risk and require additional controls beyond standard operating procedures. Common examples include hot work, confined space entry, working at heights, electrical isolation, excavation and work involving hazardous substances. The permit system ensures that hazards are systematically identified, controls are implemented, and work is formally authorised and closed out.
- When is a permit to work required?
- A permit to work is required whenever the work activity involves hazards that cannot be adequately controlled by standard operating procedures alone. This typically includes hot work (welding, cutting, grinding), confined space entry, working at heights, electrical isolation, excavation, work with hazardous substances, and any non-routine or high-risk activity. The specific triggers should be defined in your organisation's permit to work procedure. Some work types may also require specialist permits (e.g. confined space entry permit, hot work permit) in addition to or instead of a general PTW.
- Who can issue a permit to work?
- A permit to work should be issued by a competent person who has the authority, knowledge and experience to assess the hazards, verify that all precautions are in place, and authorise the work to proceed. This is typically a site supervisor, safety officer, area manager or other person specifically trained and authorised under the organisation's permit to work procedure. The permit holder (the person carrying out the work) must also accept the permit conditions before work begins.
- Is the template free to use without MapTrack?
- Yes. You can download and use the permit to work form for free. Open the file and use your browser's Print → Save as PDF to keep a copy. No MapTrack account required. If you later want digital permits to work with real-time status tracking and audit trails, we'd be happy to show you MapTrack.
Need digital permits to work with real-time status tracking?
Digitise your permit to work system in MapTrack. Issue, track and close out permits on mobile - with electronic signatures, real-time status and a complete audit trail for every permit.