Free tag-out / out-of-service notice
Free tag-out / out-of-service notice (PDF-ready). Reason, tagged by, date, expected repair date and authorised return to service. Download free.
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Updated 26 Oct 2026
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Short answer
A tag-out or out-of-service notice is the tag fixed to defective or unsafe plant warning that it must not be used. It records the fault, who tagged it and when, and who cleared it for return to service. It is used whenever a fault is found, not on a schedule. Regulation 203 of the model WHS Regulations requires the person managing plant to manage its risks.
Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates
Key takeaways
- Out-of-service tags are one way to manage plant risks under regulation 203 of the model WHS Regulations.
- A tag warns but does not isolate. Before maintenance or repair, the plant Code (Section 4.5) calls lock-out the most effective isolation procedure.
- Record the fault, the date, who tagged it, and who verified the repair and signed the return to service.
- Tagged plant stays out of service until an authorised person has verified the repair, and only an authorised person removes the tag.
- Model WHS Act section 21: the person managing plant must ensure, so far as reasonably practicable, it is without risks to health and safety.
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Used by construction, mining and field service teams
What is a tag-out / out-of-service notice?
An out-of-service notice (also called a tag-out notice, defect tag or out-of-service tag) is a physical tag or notice attached to equipment or plant that has been found to be defective, damaged or unsafe. Its purpose is to clearly warn all personnel that the equipment must not be operated, used or energised until it has been repaired and formally cleared for return to service by an authorised person.
This is distinct from a full Lock-Out Tag-Out (LOTO) isolation procedure, which involves isolating energy sources and applying locks. The out-of-service notice is the tag itself, the visible warning that stays on the equipment. It is used across construction, mining, manufacturing, facilities and any industry where plant and equipment must be taken out of service when a fault is found. The tag creates a clear chain of accountability from the person who identified the defect through to the person who authorises the equipment to return to service after the repair is verified.
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Benefits of using this tag-out / out-of-service notice
- Prevent use of unsafe equipment: a visible tag stops personnel from using defective plant, reducing the risk of injury or further damage.
- Clear communication: the tag tells everyone what is wrong, who tagged it, and what needs to happen before the equipment can be used again.
- Accountability: recording who placed the tag and who authorised its removal creates an auditable chain of responsibility.
- Tag-out records: each notice captures the fault, who tagged the plant out and when, the repair, and who cleared it for return to service, which helps show the risks from unsafe plant are being managed.
- Repair tracking: the expected repair date and return-to-service sign-off help track repairs and reduce equipment downtime.
- Consistency: a standardised tag format ensures every tag-out across the organisation contains the same information, making it easy for any worker to understand the restriction regardless of which site they are on.
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What to include in a tag-out / out-of-service notice
This tag-out / out-of-service notice covers 10 key areas:
- DO NOT OPERATE warning: large, prominent warning that the equipment must not be used.
- Equipment details: asset ID, description, make/model, serial number, site/location.
- Reason for tag-out: clear description of the fault, defect or reason the equipment was taken out of service.
- Hazard description: what hazard the defect presents (e.g. electrical, mechanical, hydraulic, structural).
- Tagged by: name, signature, position and contact details of the person who placed the tag.
- Date and time tagged: when the equipment was taken out of service.
- Expected repair date: estimated date for repair or next action.
- Reported to: supervisor or maintenance manager notified.
- Repair / action taken: space to record what was done to rectify the fault.
- Authorised return to service: sign-off by the authorised person confirming the equipment is safe to use, including name, signature, position and date/time.
How to use this tag-out / out-of-service notice
- Identify the defect and confirm the equipment must be taken out of service: When a fault, defect or unsafe condition is identified during a pre-start inspection, routine use or maintenance activity, assess whether the equipment can continue to be used safely. If there is any doubt, err on the side of caution and take it out of service. Common triggers include failed pre-start checks, unusual noises or vibrations, visible damage, fluid leaks, electrical faults and expired compliance tags.
- Complete the tag-out notice with equipment and defect details: Record the asset ID, description, make and model, serial number, site location and the date and time the equipment was taken out of service. Describe the fault or defect clearly, for example "hydraulic hose on boom cylinder leaking under pressure, approximately 500 mL per hour" rather than "hose leak". Note the hazard the defect presents (e.g. hydraulic injection, electrical shock, structural failure). Include your name, signature, position and contact details.
- Physically attach the tag to the equipment in a visible location: Secure the tag to the ignition key, main power switch, steering wheel or the most prominent operating control so that anyone approaching the equipment sees it before they can start or use the machine. If practical, also isolate the energy source (remove the key, disconnect the battery, lock the main breaker). The tag must be durable enough to remain legible for the expected repair period and must not be removable without deliberate action.
- Notify the supervisor and maintenance team: Report the tag-out to your direct supervisor and the maintenance coordinator. Provide them with the defect description and the estimated urgency. If the equipment is critical to operations, the supervisor can arrange an alternative unit while the repair is scheduled. Enter the tag-out into the maintenance management system or defect register so the repair can be tracked and prioritised alongside other open work orders.
- Authorise return to service once the repair is complete and verified: Only an authorised person should clear the equipment for return to service. This is typically the qualified repairer who performed the repair, or a supervisor who has verified the equipment is safe. The authorised person completes the return-to-service section of the tag, recording their name, signature, position, date and time, and a brief description of the repair performed. Remove the out-of-service tag and file it with the asset maintenance records.
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Get the free templateEnter your email above to download the full tag-out / out-of-service notice as a PDF.Back to download formHow often should you complete this checklist?
Use an out-of-service tag any time equipment or plant is found to be defective, damaged or unsafe and must not be operated. Common triggers include failed pre-start inspections, faults discovered during operation, equipment awaiting parts or scheduled repair, items that have failed calibration or compliance checks, plant involved in an incident, and any equipment with an expired service or registration tag. The tag remains on the equipment until an authorised person has verified the repair and signed the return-to-service clearance. Tag-out is event-driven, not calendar-driven; there is no set frequency.
Organisations should audit their tag-out registers at least monthly to identify equipment that has been tagged out for an extended period without resolution, which may indicate parts supply issues, resource constraints or forgotten work orders. Under the WHS Regulations 2011 (Part 5.1, regulation 203), the person with management or control of plant must manage the risks associated with it, and the WHS Act requires plant to be without risks to health and safety so far as is reasonably practicable (section 21). Safe Work Australia's Code of Practice: Managing the risks of plant in the workplace (November 2024) says plant with damage that poses a risk to health and safety should be withdrawn from service until those risks have been controlled. Maintaining a centralised tag-out register linked to each asset's maintenance history ensures visibility across sites and supports audit readiness.
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Frequently asked questions
Applicable regulatory standards
This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety RegulationsRisks from plant must be managed (reg 203), and maintenance and inspection done by a competent person (reg 213). | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)The person managing or controlling plant must ensure, so far as reasonably practicable, it is without risks to health and safety. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Code of Practice: Managing risks of plant in the workplaceGuidance on repair by competent people, and on isolating energy sources, with lock-out as the most effective isolation procedure. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| Safe Work Australia |
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
Risks from plant must be managed (reg 203), and maintenance and inspection done by a competent person (reg 213).
- reg 203: A person managing or controlling plant must manage its risks in line with Part 3.1.
- reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Work Health and Safety Act (Model Work Health and Safety Bill)
Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)
The person managing or controlling plant must ensure, so far as reasonably practicable, it is without risks to health and safety.
- s 21: The person managing or controlling fixtures, fittings or plant at a workplace must ensure, so far as reasonably practicable, they are without risks to health and safety.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Code of Practice: Managing risks of plant in the workplace
Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)
Guidance on repair by competent people, and on isolating energy sources, with lock-out as the most effective isolation procedure.
- Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
- Section 4.5: Isolating energy sources before maintenance, repair or cleaning, with lock-out as the most effective isolation procedure.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
Tag-out / out-of-service notice preview
The numbers behind this tag-out / out-of-service notice
The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.
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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Tag-out / out-of-service notice</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">DO NOT OPERATE warning: large, prominent warning that the equipment must not be used.</li>
<li style="margin:4px 0;">Equipment details: asset ID, description, make/model, serial number, site/location.</li>
<li style="margin:4px 0;">Reason for tag-out: clear description of the fault, defect or reason the equipment was taken out of service.</li>
<li style="margin:4px 0;">Hazard description: what hazard the defect presents (e.g. electrical, mechanical, hydraulic, structural).</li>
<li style="margin:4px 0;">Tagged by: name, signature, position and contact details of the person who placed the tag.</li>
<li style="margin:4px 0;">Date and time tagged: when the equipment was taken out of service.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/tag-out-service-notice" style="color:#071D49;font-weight:600;text-decoration:none;">Tag-out / out-of-service notice</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
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- MapTrack Tag-out / out-of-service notice, https://www.maptrack.com/templates/tag-out-service-notice
- Reference list
- MapTrack. (2026). Tag-out / out-of-service notice [Checklist template]. Retrieved from https://www.maptrack.com/templates/tag-out-service-notice
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/tag-out-service-notice.
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