Managing PAT Testing in the Workplace

This guide is for duty holders and managers responsible for electrical safety. Whether PAT testing is outsourced or done in-house, you’re responsible for having a sensible system in place: deciding what is included, setting risk-based frequencies, making sure defects are reported, and keeping enough records to show due diligence.

What to include in your equipment register
Setting frequencies using risk assessment
Records, labelling and defect management
User checks, training and workplace policies
Outsourcing vs in-house testing

What is Portable Appliance Testing (PAT)?

PAT testing is a practical way of managing the safety of electrical equipment. It typically includes a user check (simple visual checks), a formal visual inspection (including plug wiring and cable grip where applicable), and electrical testing. The IET Code of Practice provides guidance on how inspection and testing should be carried out and recorded.

What Equipment Needs to be Tested?

Despite the name, PAT is not limited to “portable appliances”. In a workplace, your system should cover electrical equipment that is connected (or could be connected) to the supply, including items plugged into sockets and equipment permanently connected via a fused spur. The most practical approach is to maintain an equipment register and assess items by type, environment and use. See our guide to what falls within the scope of PAT testing .

How often should it be Done?

There are no fixed legal intervals for PAT testing. Frequencies should be set using a risk assessment based on the equipment type, how and where it is used, who uses it, and what you’ve found previously. High-risk items (for example, hand-held tools in workshops) need more frequent checks than low-risk items (such as office IT equipment). Our guide to risk assessment for PAT testing frequency explains how to set sensible intervals and when additional control measures are needed.

PAT Testing Equipment

If PAT testing is being carried out in-house, you will need suitable test equipment for the types of appliances you intend to inspect and test. The most appropriate tester will depend on the volume of equipment, whether you need downloadable records, and the types of tests required. For example, some organisations only need straightforward manual testing, while others benefit from downloadable testers with asset management features and more advanced test options.

Choosing the wrong tester can make record keeping harder and may limit the types of equipment you can deal with properly. See our guide to choosing a PAT tester for a practical overview of the options and the features that matter.

Maintaining Test Records

Keeping records is not always a legal requirement, but it is an excellent management tool and helps demonstrate due diligence. Good records make it easier to track recurring damage, identify problem areas, review test frequencies, and show that defects were acted on appropriately.

At a minimum, records should include the equipment description, its unique ID (usually an asset number or serial number), location, the visual inspection result, and the measured test values, not just a simple pass/fail, along with the test date and the person or company carrying out the work.

Labelling

Labelling is a practical way to show the current safety status of equipment and to link the item back to its inspection and test record. A good label should include a unique ID or asset number so the equipment can be clearly cross-referenced against the records, along with the date of inspection/test and a simple indication of its status.

In general, the next test due date should not be shown on the label. Re-test intervals should be controlled through the equipment register and risk assessment, not by a fixed date printed on the appliance. Putting a future test date on every item can encourage the mistaken idea that all equipment must be retested at blanket intervals regardless of risk.

Labels should be durable enough for the environment in which the equipment is used. In offices, a standard adhesive label may be adequate, but for tools and equipment in harsher environments, such as workshops, construction sites or industrial areas, labels may need extra protection to resist dirt, moisture, abrasion or cleaning chemicals.

Where an item fails inspection or testing, it should be removed from service immediately and clearly labelled to prevent accidental reuse. A simple “Failed”, “Unsafe” or “Do Not Use” label is usually appropriate.

For more detail, see our guide to PAT testing records and labels.

Calibration and Accuracy Checks

If PAT testing is carried out in-house, the test instrument itself also needs to be managed. The IET Code of Practice recommends regular checks between calibrations and periodic calibration of test instruments to help confirm that readings remain reliable.

Calibration does not need to be complicated, but there should be a clear system for keeping certificates, checking due dates, and carrying out simple periodic accuracy checks between calibrations. For more detail, see our guide to PAT tester calibration.

User Checks and Staff Training

User checks are one of the most effective controls because many faults are visible before a test is due. Staff should know what to look for (damaged plugs, crushed cables, signs of overheating) and how to report defects so equipment can be removed from service quickly. See our guide to user checks.

New Equipment

New equipment does not normally need electrical testing before first use, but it should be visually checked for transit damage and obvious defects. Add it to your equipment register and set an initial inspection/test frequency based on risk.

A visual inspection is also essential for identifying counterfeit and substandard electrical equipment. A simple purchasing policy also helps reduce risk. Buying from reputable suppliers reduces the likelihood of counterfeit or substandard electrical products entering the workplace, particularly for high-risk items such as heaters, chargers and extension leads.

Personal Electrical Equipment Policy

Personal electrical items (chargers, heaters, desk fans, extension leads) can undermine an otherwise good system because origin, condition and suitability are unknown. Consider a clear policy: either restrict personal items, or require inspection/testing before use, plus a system for reporting defects.

Damaged or Faulty Equipment

When equipment is found to be damaged or faulty during inspection or testing, it must be dealt with immediately. A clear and consistent procedure helps prevent unsafe items from remaining in service and demonstrates effective management.

If an item fails inspection or testing, the following steps should be taken:

Remove from service immediately – The equipment must not continue to be used.
Clearly label the item – Attach a “Failed” or “Do Not Use” label to prevent accidental reuse.
Report to the responsible person – Ensure the duty holder or nominated manager is informed.
Assess the cause of failure – Consider whether the damage is accidental or whether it indicates that the equipment is unsuitable for its intended use or environment.
Repair, replace or substitute – Repairs must only be carried out by a competent person. Where equipment repeatedly fails due to damage, it may need to be replaced with a more robust type designed for the environment. In some cases, a safer alternative, such as battery-powered equipment instead of 230V mains-operated tools, may be appropriate to reduce or eliminate the risk.
Retest before return to service – Any repaired equipment should be formally inspected and tested before being put back into use.
Update records – Record what was found and what action was taken.

Repeated failures should never simply be treated as a maintenance issue. They often indicate a wider management problem, such as unsuitable equipment selection, harsh environmental conditions, or inadequate user training. Addressing the root cause is an important part of effective risk control. A simple, clearly communicated failure procedure is one of the most important parts of an effective PAT management system.

Outsourcing PAT Testing

Outsourcing can be efficient, but you still need to define what “good” looks like. Agree scope (what is included/excluded), site access arrangements, how failures are handled, the format of records, and how items are labelled. If you want a practical checklist of what to agree in advance (including records, labels, failed items and charging by “item”), see our guide to outsourcing PAT testing. Make sure the contractor understands your locations, environments and any site-specific rules.

In-House PAT Testing

In-house inspection and testing can reduce disruption and improve control, especially where equipment moves between areas or is used outside normal hours. Whoever carries out the work must be competent and trained, with knowledge to select the correct tests and interpret results. If you’re unsure whether in-house PAT testing is appropriate for your organisation, see our Can I do my own PAT testing? article. If you decide to train staff for this role, see our PAT Competent Person course.

Conclusion

Whether you choose to outsource your PAT testing or handle it in-house, as a duty holder you have the overall responsibility for overseeing the safety of the electrical equipment within the workplace. It involves not only conducting the necessary tests but also establishing a system of maintenance, but it does not need to be overly complicated, it is all about taking sensible and proportionate measures to control the risks in the workplace.