Hot Work Permits: Everything You Need to Know
Hot Work Permits: Everything You Need to Know
Join an upcoming webinar with Senior Risk Consultant Shaun Small from RiskSTOP to learn more about hot work risk management. Shaun will discuss strategies and best practices for managing risks. Register your interest here, and we’ll be in touch.
Fires as a result of hot works remain one of the leading causes of fire. The damage can be severe. Without proper precautions, these can lead to big losses. Here, we are looking more specifically at hot work permits, what they are, what they consist of, any legal requirements and resources to help you improve safety and compliance in your/your client's operations.
What is Hot Work?
Hot work is any task that uses open flames or produces heat and/or sparks. Examples include welding, torch cutting, grinding and brazing. Often used in construction, maintenance and industrial settings, these activities come with fire risks and need to be managed carefully.
One of the biggest issues with risk management is the misconception that “we don’t do hot work”. This is widespread among policyholders, who often don’t realise that many everyday tasks, including those carried out by contractors such as builders and plumbers, are classed as hot work. To comply with requirements when it comes to insurance, it is simply a case of having a permit-to-work template drawn up and used if any such tasks are ever done. For more on this, see our article: What’s the most ‘challenging’ risk requirement?
However, if hot works are being performed in a controlled, designated workshop environment specifically designed to handle such activities safely, a permit may not be necessary. These environments are typically equipped with built-in safety measures that mitigate the risks associated with these activities, making the formal permit process redundant in such settings.
What is a Hot Work Permit?
A hot work permit, often part of an overall permit-to-work system, is a safety document used to authorise and manage tasks that involve heat, sparks, or open flames. Its purpose is to check that all necessary safety controls are in place to help prevent fires or explosions. It is a formal checklist that confirms that risks have been assessed and controls are in place to mitigate those risks.
A new permit must be completed every time hot work is done, and if it expires while work is ongoing, it must be re-issued. They should not be issued for more than a day or a shift’s length of work. A responsible person, known as the permit issuer, must visit the location to confirm that conditions have not changed since the permit was first issued. If conditions have changed, the situation must be re-assessed, and additional controls must be put in place as required.
The duration of a permit can vary depending on the organisation issuing it and its specific requirements and policies. This ‘valid for’ period should be shown on the permit itself.
Once work and fire watch have been completed, the permit must be signed off and returned to the issuer, confirming that the area is safe for normal operations. Finalising the hot work permit should include ensuring that any temporarily isolated fire protection or detection systems are fully reinstated.
What information is on a Hot Work Permit?
Hot work permits can vary depending on the workplace, the type of work being done and the local regulations or industry standards. But most permits will have some common elements to ensure safety:
Work Area: The permit should describe the location of the work. This includes specifying the exact area so all hazards can be identified and managed.
Permit Issuer: The person issuing the permit must be identified. This person, often a safety officer or supervisor, must be competent in the risks and controls associated with hot work and have the authority to enforce the safety procedures. The permit issuer will complete all the safety checks before work starts.
Safety Checklist: The template should have a checklist of safety measures, such as removing flammable materials from the work area, verifying that fire extinguishers are available, and confirming that the work area is ventilated.
Competent Person: The permit should specify the competent person doing the hot work. This person must be trained and knowledgeable about the risks and the safety controls.
Fire Watch: A person must be designated to watch the work area during the works and continuously for a defined period (normally a minimum of 60 minutes) after the hot work is complete. This fire watch is to detect and respond to any signs of fire and to take immediate action if needed. Only after the fire watch has been completed should the permit be closed off.
While these elements are most common, the specifics can vary depending on the organisation, the complexity of the task and the regulations. Some industries or companies may have additional checks or more stringent requirements based on their risks and operational needs.
Hot work permits are necessary for contractors working within a site and for internal maintenance and/or engineering teams working outside of a designated workshop.
Is a Hot Work Permit required by law?
While UK legislation does not explicitly state that hot work permits are legally required, the requirements imposed by various health and safety laws and regulations effectively necessitate their use to ensure compliance. These regulations require employers to manage risks, including those associated with hot work:
Regulatory Reform (Fire Safety) Order 2005 (RRO)
Health and Safety at Work etc. Act 1974
Management of Health and Safety at Work Regulations 1999
Construction (Design and Management) Regulations 2015
Hot Work Permit Template UK
If you are looking to download a hot work permit template, you can find one on the Fire Protection Association website via the link below.
Ensuring Compliance and Safety
Hot work permits are critical to ensure safety when tasks involve heat, sparks or open flames. By doing proper risk assessments and following permit-to-work systems, organisations can reduce the risk of fire and other hazards. Using available resources and templates can make this process easier to manage and protect people and property.
To find out more about hot work risk management. Sign up for an upcoming webinar with RiskSTOP's Senior Risk Consultant, Shaun Small, by clicking the button below.