What is the difference between a tag-out notice and a LOTO procedure?

A tag-out / out-of-service notice is the physical tag or notice attached to equipment to warn others that it must not be operated. It identifies the reason for tag-out, who tagged it, and the conditions for return to service. A Lock-Out Tag-Out (LOTO) isolation procedure is a broader safety process that includes isolating energy sources, applying locks and tags, and verifying zero energy before maintenance. This template covers the tag/notice itself. Not the full LOTO isolation procedure.

When should I use an out-of-service tag?

Attach an out-of-service tag whenever equipment or plant is found to be defective, damaged or unsafe and must not be used until repaired. Common situations include: a failed pre-start inspection, a fault discovered during operation, equipment awaiting parts or repair, items that have failed calibration or compliance checks, and any plant that has been involved in an incident. The tag stays on until an authorised person clears it for return to service.

Who can remove an out-of-service tag?

Only an authorised person should remove an out-of-service tag, typically the person who placed it, a qualified repairer who has completed the repair, or a supervisor who has verified the equipment is safe to return to service. The tag should include a 'return to service' section signed by the authorised person. Removing a tag without proper authorisation is a serious safety breach on most sites.

Does Australian WHS law require out-of-service tags?

Australian WHS regulations require that plant which is not safe to use is taken out of service and that workers are informed. While the specific method (tags, locks, barriers) depends on the risk, out-of-service tags are a widely accepted and often required control measure on construction, mining, manufacturing and industrial sites. Many principal contractors mandate their use in site-specific safety management plans.

Is the template free to use without MapTrack?

Yes. You can download and use the tag-out / out-of-service notice template 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 asset status tracking with fault alerts, repair workflows and audit trails, we'd be happy to show you MapTrack.

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Free tag-out / out-of-service notice template

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A tag-out / out-of-service notice is the physical tag or notice you attach to defective or unsafe equipment to prevent its use until repaired. This page explains what to include on an out-of-service tag, how to use it, and provides a free PDF-ready tag-out notice template you can download and print straight away. This is NOT a full LOTO isolation procedure. It is the tag/notice itself.

Last updated: 2026-02-21 · MapTrack

Jarrod Milford

Commercial Director

Updated 21 February 2026

How to use: Fill equipment details → describe the reason and hazard → sign and date → attach to the equipment → complete return-to-service section when cleared.

✓ PDF-ready. Open and print to PDF
✓ Prominent DO NOT OPERATE warning with reason, hazard and sign-off
✓ Free to use with or without MapTrack

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What is an 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.

Benefits of using an 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.
Compliance: meet WHS obligations to take unsafe plant out of service and inform workers, with documented evidence.
Repair tracking: the expected repair date and return-to-service sign-off help track repairs and reduce equipment downtime.

Benefits of digitising forms in MapTrack

When you move from paper tags to digital asset status 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 asset status management and fault workflows in MapTrack.

What to include on a tag-out / out-of-service notice

Our free tag-out notice template includes:

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 a tag-out / out-of-service notice

When a fault or defect is identified (e.g. during a pre-start inspection, routine use or maintenance), stop using the equipment immediately.
Complete the tag - fill in equipment details, describe the reason for tag-out, describe the hazard, and sign with your name, position, date and time.
Attach the tag securely to the equipment in a visible location (e.g. the controls, steering wheel, power switch or access point). The tag must be clearly visible to anyone approaching the equipment.
Report the fault to your supervisor and/or maintenance team. Record who you reported it to on the tag.
The equipment must not be used by anyone until the fault has been repaired and the tag has been removed by an authorised person.
Once repaired, the authorised person completes the return-to-service section - describing the repair, signing and dating the clearance.
Remove the tag only after the return-to-service section is completed. File the completed tag with the asset record.

In MapTrack, you can set an asset's status to "Out of Service" digitally, trigger a work order for repair, and track the full lifecycle from fault to clearance, with photos, timestamps and audit trails. Book a demo to see how.

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When to use an out-of-service tag

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:

A failed pre-start inspection item that affects safety.
A fault discovered during operation (unusual noise, leak, electrical fault, structural damage).
Equipment awaiting parts or scheduled repair.
A failed calibration, compliance check or certification (e.g. expired test and tag, overdue service).
Equipment involved in an incident or near miss.
Any situation where continued use could put people at risk.

The tag remains on the equipment until an authorised person has verified the repair and signed the return-to-service clearance. Do not set a calendar schedule for tag-out. It is event-driven, not time-driven.

Frequently asked questions

What is the difference between a tag-out notice and a LOTO procedure?: A tag-out / out-of-service notice is the physical tag or notice attached to equipment to warn others that it must not be operated. It identifies the reason for tag-out, who tagged it, and the conditions for return to service. A Lock-Out Tag-Out (LOTO) isolation procedure is a broader safety process that includes isolating energy sources, applying locks and tags, and verifying zero energy before maintenance. This template covers the tag/notice itself. Not the full LOTO isolation procedure.
When should I use an out-of-service tag?: Attach an out-of-service tag whenever equipment or plant is found to be defective, damaged or unsafe and must not be used until repaired. Common situations include: a failed pre-start inspection, a fault discovered during operation, equipment awaiting parts or repair, items that have failed calibration or compliance checks, and any plant that has been involved in an incident. The tag stays on until an authorised person clears it for return to service.
Who can remove an out-of-service tag?: Only an authorised person should remove an out-of-service tag, typically the person who placed it, a qualified repairer who has completed the repair, or a supervisor who has verified the equipment is safe to return to service. The tag should include a 'return to service' section signed by the authorised person. Removing a tag without proper authorisation is a serious safety breach on most sites.
Does Australian WHS law require out-of-service tags?: Australian WHS regulations require that plant which is not safe to use is taken out of service and that workers are informed. While the specific method (tags, locks, barriers) depends on the risk, out-of-service tags are a widely accepted and often required control measure on construction, mining, manufacturing and industrial sites. Many principal contractors mandate their use in site-specific safety management plans.
Is the template free to use without MapTrack?: Yes. You can download and use the tag-out / out-of-service notice template 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 asset status tracking with fault alerts, repair workflows and audit trails, we'd be happy to show you MapTrack.

Need digital out-of-service tracking for your assets?

Set asset status to out-of-service in MapTrack, trigger work orders for repair, and track the full lifecycle from fault to clearance, with photos, timestamps and audit trails.

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