Free Confined Space Permit Template (UK, HSE-Compliant)

Most confined space incidents happen because someone skipped a step on the permit. The worker assumes the gas test was done. The supervisor thought the standby person was briefed. The rescue plan exists somewhere, but nobody's looked at it in months.

A proper confined space permit template forces you to tick every box before anyone enters. It's not just paperwork — it's the thing that makes sure your team comes out the same way they went in.

What Counts as a Confined Space (Legal Definition)

The Confined Spaces Regulations 1997 define a confined space as any place where serious injury can occur from hazardous substances or conditions. That includes:

Tanks, silos, and vessels
Vats, manholes, and sewers
Ductwork and tunnels
Pits, trenches over 1.2m deep
Unventilated rooms or plant areas

The key word is "hazardous". A space doesn't need to feel claustrophobic to count. If there's a risk of dangerous gas, oxygen deficiency, drowning, or being trapped, it's a confined space under the regulations.

HSE guidance (INDG258) makes it clear: if you're not sure, treat it as confined. The paperwork takes ten minutes. A fatality investigation takes months.

When You Need a Permit-to-Work

Not every confined space needs a permit, but most do. The Confined Spaces Regulations say you must avoid entry if possible (do the work from outside). If you can't avoid it, you need a safe system of work.

For anything beyond simple, low-risk entries with permanent ventilation and safe access, that safe system is a permit-to-work. This is where HSG250 (HSE's permit guidance) comes in — it sets out when permits are required for high-risk tasks.

You'll need a confined space permit when:

Gas testing shows oxygen below 19.5% or above 23%
Flammable or toxic gases are present (or could develop)
Work generates fumes, dust, or depletes oxygen (welding, cutting, painting)
There's risk of flooding, engulfment, or temperature extremes
Access is restricted (injury could prevent escape)
Rescue would require specialist equipment

If you're running a broader permit-to-work system, confined space permits usually sit alongside hot work and electrical isolation permits as high-risk activities. If you would rather skip paper, PermitPad offers a digital confined space permit with guided checklists and atmospheric monitoring fields on the free plan.

What Goes on a Confined Space Permit (Section-by-Section)

Here's what every template needs. Miss one section and you're not compliant — or worse, you're creating a gap where someone gets hurt.

Permit Header

Permit number (for tracking and audits)
Site location and specific confined space location
Work description (brief but specific: "clean sludge from tank base", not "tank maintenance")
Planned entry and exit times
Date and shift details

Risk Assessment Reference

Link to your site-specific confined space risk assessment. The permit isn't a replacement for the assessment — it's proof the controls are in place before entry.

If the assessment says you need breathing apparatus, the permit confirms it's there and tested. If it requires forced ventilation, the permit shows it's running.

Atmospheric Testing Results

This is non-negotiable. Before anyone enters, you need baseline readings for:

Oxygen percentage (safe range: 19.5–23%)
Flammable gas (must be <10% LEL)
Toxic gases (H₂S, CO, etc. — depends on your risk assessment)

Record the tester's name, time of test, and instrument serial number. If the space needs continuous monitoring, note the monitoring frequency (typically every hour or when work changes).

Pre-Entry Checklist

List every control measure from your risk assessment:

Isolation complete (mechanical, electrical, service lines)
Ventilation operating (natural or forced)
Lighting adequate and safe (low-voltage if required)
Emergency equipment in place (rescue harness, tripod, breathing apparatus)
Communication method confirmed (radio, line signals, direct line of sight)

Each item gets a yes/no tick and initials. No "N/A" unless you can point to the risk assessment justifying why it doesn't apply.

Personnel

Names of entrants (everyone entering must be listed)
Competent supervisor (name and signature)
Standby person (must be outside, trained in rescue, never enters alone)
Rescue team details (on-site or emergency services)

Work Activities and Hazards

Be specific. "Welding" tells you nothing. "Arc welding 30-minute intervals with forced ventilation and gas monitoring" tells you what to watch for.

Flag any changes during the shift. If the scope changes, you close this permit and open a new one.

Permit Authorisation

The authorising person (usually site manager or appointed supervisor) signs to confirm:

They've reviewed the risk assessment
All controls are in place
Personnel are competent and briefed
Atmospheric testing is acceptable
Rescue arrangements are ready

Permit Closure

When the job's done, the supervisor closes the permit by confirming:

All personnel out
Tools and equipment removed
Space returned to safe condition (if applicable)
Any incidents or near-misses noted

Keep completed permits for your safety file. HSE inspectors will ask for them.

Common Mistakes (and How to Avoid Them)

Gas testing once at the start. Atmosphere can change as work progresses. If you're welding, painting, or draining, you need continuous or periodic monitoring. Set a schedule and stick to it.

Standby person helping with the work. Their job is to watch and raise the alarm. If they're fetching tools or passing materials, they're not doing their job. Worse, if something goes wrong, they might rush in and become a second casualty.

Permit stays open overnight. Close it at the end of each shift. Conditions can change when nobody's watching. The next crew needs fresh testing and a fresh permit.

Generic risk assessments. "Confined space work" isn't specific enough. You need a task-specific assessment for each location and activity. The permit references that specific assessment, not a general template.

No rescue plan. You can't just ring 999 and hope. If entry requires breathing apparatus or the space is vertical, rescue needs specialist equipment and training. Arrange it before the permit opens, not during an emergency.

Paper vs Digital Permits

Paper permits work if you're disciplined. The problem is they're easy to shortcut. Someone forgets the gas monitor, so they scribble in yesterday's readings. The supervisor's off-site, so the permit sits unsigned until they're back.

Digital systems like PermitPad include guided checklists that won't let you skip atmospheric testing or miss the standby person's name. The free plan covers confined space permits with built-in compliance checks, which helps smaller contractors who don't have dedicated safety managers.

The other advantage is traceability. Paper permits get filed (or lost). Digital permits are searchable, timestamped, and backed up. When you need to prove compliance during an audit or investigation, you've got the records instantly.

That said, paper beats nothing. If you're running a small job and digital isn't an option, print a template, fill it in properly, and file it. The regulations don't specify format — they specify process.

What to Do Right Now

If you're running confined space work and don't have a permit system:

Download or create a template that covers all sections above
Train your supervisors on when permits are required and how to complete them
Make sure every site has calibrated gas testing equipment
Arrange rescue cover (on-site team or emergency service agreement)
File completed permits and review them periodically for patterns (same hazards, same mistakes)

The Confined Spaces Regulations 1997 are straightforward: avoid entry if you can, use a safe system if you can't. A properly completed permit is that safe system. It takes ten minutes to fill in and could save someone's life.

If you treat it like a tick-box exercise, it won't protect anyone. If you use it as a final check before entry — atmospheric testing done, rescue ready, everyone briefed — it works exactly as intended.