What is a Permit to Work System? A Complete Guide

Working in high-risk industries like construction, manufacturing or electrical maintenance? Then you know how crucial permit to work (PTW) systems are for safety. Known as “work authorization permits” or simply “work permits,” these systems are the backbone of hazardous work management, granting designated workers permission to perform specific tasks, in a specific place, at a specific time. Imagine a team setting up a traffic sign near high-voltage cables—without a PTW system in place, the risk would be far too high. PTW systems outline clear steps to reduce that risk and keep everyone safe.

But here’s the thing: just following PTW checklists won’t keep hazards at bay. True risk management comes from full adherence to the process, taking every preparation and precaution to heart. When executed properly, PTW systems enforce strict controls that ensure safe conditions are upheld before, during and after the work.

Surprisingly, many companies still rely on spreadsheets to handle PTW systems. While functional, this approach often lacks efficiency. In the blog guide, we'll talk through all aspects of carrying out an effective PTW system.

What Is a Permit To Work System?  

Permit to work (PTW) systems are complex and serve varying purposes. They serve many functions in high-risk situations, including establishing precautions before work can commence and detailing a method of communication between personnel involved in the work. A PTW system can also provide a record of procedures, precautions and permissions.

Because of their many purposes, organizations define and use PTW systems differently. According to OSHA, the PTW is a "documented procedure that authorises certain people to carry out specific work within a specific time frame. It sets out the precautions required to complete the work safely, based on a risk assessment." Additionally, it describes what work will be done and how it will be done; the latter can be detailed in a “method statement.”

Most PTW systems can be outlined as follows:

• Purpose: The work to be performed and the purpose of the PTW system.

• Scope: The scope of the work to be performed, including the time frame during which work is allowed and the precise location of the work.

• Responsibilities: The roles and responsibilities of each person involved in the work.

• Procedure/Method Statement: The exact nature of the procedure workers will follow when performing the work.

• Precautions: The precautions that will be taken as the workers carry out the procedure.

• Documentation: Documents that support the PTW system, such as a risk assessment.

• Approval and Issue: The names of those who approve the system, the date of approval and any records of previous versions of the document.

• Definitions: Definitions of terms used in the system.

• References: References made in the document, often to regulations laid out by organizations such as HSE or OSHA.

Why Do Businesses Need PTW Systems? 

While high-risk industries tend to be the most frequent users of PTW systems, the decision of whether one is required does not depend on an industry’s hazard level. Rather, it depends on the hazard level of the specific work to be performed. This information can be gathered in a risk assessment, often performed before a PTW system is established.

Examples of work situations that require PTW systems include:  

• Work that involves a source of ignition or an open flame, e.g., welding, cutting, brazing, soldering, using open flames, blowlamps, torches, bitumen and tar boilers. These processes are known as hot work, and without taking proper precautions, workers risk burns, respiratory conditions, eye damage and more.

• Work in confined spaces, such as tunnels, tanks or silos. Without taking precautions, workers in these enclosed or partially enclosed spaces risk potential asphyxiation from noxious fumes, reduced oxygen levels and fire.

• Working with or near electricity. Without taking precautions, workers performing electrical work or work adjacent to an electrical source risk electric shock, injury and explosions.

But PTW systems don’t just aim to create safe conditions before work begins. Using a PTW system can have many added benefits, including the following: 

• Written Record: Properly utilizing a PTW system ensures that risks, precautions and people involved in requesting and performing the work are documented.

• Consistent Safety: A safe working situation is maintained throughout the work, even as conditions, such as the weather, change.

• Communication: A PWM system establishes methods of communication regarding health and safety between all those involved in the system and performing the work.

• Acknowledgment of Process: Using the provided checklist, businesses can ensure all conditions and requirements are both implemented effectively and understood by all individuals involved.

• Compliance: Implementing a PWM system ensures regulatory compliance.

Key Elements of a PTW System  

According to OSHA, a permit to work system must do the following:

• Determine which working areas are considered hazardous 

• Define hazardous spaces in which workers will perform tasks

• Determine which working activities are considered hazardous 

• Define hazardous activities in which workers plan to engage

• Determine the level of risk associated with hazardous activities 

• Provide an assessment of the level of risk associated with hazardous working areas and activities

• Ensure adequate training is provided 

• Outline the training processes and methods workers must undertake to perform the designated activities safely

• Ensure an agreed hazard communication strategy is implemented 

• Outline a communication strategy that applies to all personnel involved in carrying out the designated activities

• Designate individuals responsible for authorizing and supervising hazardous activities 

• Include the names and permissions of those responsible for authorizing and supervising hazardous activities

• Ensure the permit to work system is monitored proactively 

• Outline the way it will be monitored

Common Types of Work Permits 

Work permits are not a one-size-fits-all approach. They are distinguished by the nature of work being performed to ensure that the permit includes thorough details specific to the work. They also enable permit originators to determine which permit should be applied to the hazardous work in question.

These are the most common types of work permits:

Hot Work Permit  

This permit should be applied to any operation involving open flame or that generates a source of ignition, including welding, flame cutting, drilling and brazing.

Cold Work Permit 

This permit should be applied to tasks involving hazardous, but non-flammable, materials. These activities may include cleaning or using chemicals, working on pipelines and constructing scaffolding.

Confined Space Permit  

This permit should be applied to any operation in which workers enter confined spaces, such as vessels or tanks. It should detail practices for entering, working within and exiting confined spaces safely.

Electrical Permit  

This permit should be applied to activities that involve the usage of charged electrical conductors. These operations could include the installation, maintenance or removal of electrical conductors. 

General Permit  

This permit should be applied to any hazardous work situation that doesn’t delve into specific categories covered by the permits listed above.

Who Is Involved in the Management of a PTW System? 

The management of a PTW system requires the involvement of many people. In the UK, the following individuals will take part: 

How Can Using Software Streamline Your PTW System?  

It’s clear that using EHS software can boost the efficiency and effectiveness of many health and safety processes, and the PTW system is no exception. Today’s permit to work software solutions create a centralized, secure location for storing all relevant documentation, simplify the method of obtaining contractor approval and create an effective way of ensuring regulatory compliance.

Today’s market-leading software solutions can identify various types of permits as well as the hazards and risks associated with each. They can help your organization move through the application process to ensure all steps are taken and maintain regular checks of your site to ensure safety throughout the engagement.

In addition, software solutions can train users in the learning flow to ensure they're using the equipment properly, adhering to the PTW system and keeping themselves safe. Plus, with a software solution, your company can update the PTW system in real-time, giving your entire to team access to updates as they are added.

For more information on how a PTW system can benefit your business, click below!