Free tag-out / out-of-service notice
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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.
- 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.
- 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.
Benefits of digitising forms in MapTrack
When you move your checklists from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
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- 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 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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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 WHS Regulations 2011 Part 3.2, Division 5, the PCBU must ensure that plant which is not safe to use is not used. Safe Work Australia's Code of Practice for managing risks of plant in the workplace recommends that defective plant be clearly identified and removed from the work area or isolated until repaired. Maintaining a centralised tag-out register linked to each asset's maintenance history ensures visibility across sites and supports audit readiness.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Regulations 2011 - Part 3.2, Division 5 (management of risks from plant)
- Work Health and Safety Act 2011 (Cth) - Section 19 (primary duty of care)
- AS 4024.1603 - Safety of machinery: Lockout/tagout procedures
- Safe Work Australia - Code of Practice: Managing risks of plant in the workplace
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