Warehouse PPE Audit

For warehouses and logistics businesses, however, managing PPE can become increasingly complicated as your teams grow, sites multiply and environments change.

Different departments will have different requirements. Employees may be ordering products independently and replacement rates inconsistent. Stock can build up in one location while another runs short. And without regular review, it can be difficult to know whether the PPE being provided is still the right choice.

That is where a PPE audit can help.

A well structured PPE audit provides an opportunity to step back, assess what is currently being provided and identify opportunities to improve safety, compliance and cost control.

In this guide, we explain how H&S managers can approach a warehouse PPE audit and the key areas to consider.

What is a PPE audit?

A PPE audit is a systematic review of the personal protective equipment provided and used within a workplace.

It should look beyond simply checking whether employees have access to PPE. A useful audit considers whether the equipment is:

• Appropriate for the risks identified
• Suitable for the tasks being carried out
• Correctly fitted and comfortable
• Being used as intended
• Properly maintained and stored
• Replaced when necessary
• Available when employees need it
• Consistently supplied across sites and departments
• Being purchased and managed efficiently

PPE should form part of a wider approach to controlling workplace risks. HSE guidance makes clear that PPE should generally be considered after other measures in the hierarchy of controls, rather than automatically being the first solution to a hazard.

For H&S managers, therefore, an effective PPE audit is not simply a stock check. It is an opportunity to assess whether the entire PPE management process is working as it should.

Why should warehouses carry out regular PPE audits?

Warehouse environments can change quickly.

New equipment may be introduced. Processes may change. Employee numbers can fluctuate. Seasonal workers may join the workforce. Storage layouts can be altered, and new risks may emerge as operations evolve.

At the same time, PPE itself can change. New products become available, manufacturers update ranges and employees may have different requirements from those originally considered when a PPE programme was introduced.

Regular audits help ensure your PPE provision keeps pace.

They can also uncover less obvious problems.

For example, high PPE expenditure does not necessarily mean a business is providing better protection. Excessive spend could indicate inefficient ordering, unnecessary replacement, poor product durability, inconsistent allocation or employees purchasing outside approved processes.

iSB Group's own Cost Control Audit methodology is designed to uncover these kinds of issues by examining areas including ordering, stock control, issuing, allocations, security and wastage.

Step 1: Review your workplace risk assessments

The starting point for any PPE audit should be the risks employees are exposed to.

Before reviewing individual products, ask:

• What hazards are present?
• Which employees are exposed?
• Which tasks create the greatest risks?
• How frequently are those tasks carried out?
• Have processes or equipment changed?
• Have any new substances, materials or machinery been introduced?
• Are existing control measures still effective?
• Is PPE still required after other controls have been considered?

HSE guidance recommends considering who is exposed, what they are exposed to, how long they are exposed and the level of exposure when selecting PPE.

This is particularly important in a warehouse where different roles may face very different hazards.

For example, a forklift operator, warehouse picker, maintenance engineer and delivery driver may all work on the same site but require different forms of protection.

Your PPE programme should reflect those differences rather than assuming that one standard product or kit is appropriate for everyone.

Step 2: Create an inventory of your PPE

Once you understand the risks, establish exactly what PPE is currently being provided.

Your inventory might include:

• Safety footwear
• Safety gloves
• High-visibility clothing
• Head protection
• Eye protection
• Hearing protection
• Respiratory protective equipment
• Protective clothing
• Weather protection
• Specialist PPE

For each product, record useful information such as:

• Product name and manufacturer
• Product specification
• Relevant standard or conformity information
• Department or role using it
• Number of employees using it
• Typical replacement frequency
• Current purchase price
• Supplier
• Storage location
• Any maintenance requirements

This exercise can quickly highlight inconsistencies.

For example, you may discover that several sites are buying different products for essentially the same application, or that individual departments have developed their own PPE ranges over time.

That does not automatically mean standardisation is the right answer. Different environments and tasks may justify different products. But understanding what you have is the first step towards making informed decisions.

Step 3: Check whether the PPE is suitable

Having PPE available is not enough. It needs to be suitable for the risk and the person using it.

HSE guidance states that PPE should be properly assessed before use and should be appropriate for the risk, fit the wearer correctly and work effectively without introducing additional risks.

During your audit, consider:

Does it provide the required protection?

Check that the specification matches the hazards identified in your risk assessment.

Does it fit correctly?

Incorrect sizing or poor fit can reduce protection and may create additional risks.

Is it compatible with other PPE?

Employees may need to wear several items simultaneously. Eye protection, hearing protection, head protection and respiratory protection, for example, need to work together rather than interfere with one another.

Is it appropriate for the working environment?

Temperature, lighting, moisture, chemicals, machinery and the physical demands of a task can all influence PPE selection.

Is it comfortable enough to encourage consistent use?

A product that technically provides the right level of protection may still perform poorly if employees find it uncomfortable or impractical.

PPE selection should therefore consider the person wearing it as well as the hazard it is intended to protect against.

Step 4: Speak to the people using the PPE

One of the most valuable parts of a PPE audit can be talking to employees.

Ask your teams:

• Which PPE works well?
• Which products cause problems?
• Is anything uncomfortable?
• Are there products that regularly fail or wear out?
• Is PPE readily available?
• Are replacement products easy to obtain?
• Are there occasions when employees choose not to wear something?
• Are there tasks where the current PPE makes work more difficult?

This can reveal issues that purchasing records and risk assessments alone will not show.

It can also help identify opportunities to improve PPE selection.

HSE guidance recommends involving workers in PPE selection because this can improve understanding and use.

For larger organisations, consider running wearer trials before making significant changes to a product range.

Step 5: Review PPE condition, maintenance and replacement

PPE needs to remain effective throughout its working life.

Your audit should therefore examine what happens after products have been issued.

Ask:

• How is PPE stored?
• Who is responsible for checking it?
• How are damaged products reported?
• How quickly are replacements provided?
• Are employees clear about when PPE needs replacing?
• Are reusable products cleaned and maintained correctly?
• Are there products being replaced too early?
• Are other products being used beyond their appropriate service life?

HSE guidance places responsibilities on employers around the maintenance, storage and replacement of PPE they provide.

This is an area where better processes can potentially improve both safety and cost control.

Step 6: Analyse your PPE spend

Once you understand what PPE you have and how it is being used, look at the financial data.

Don't only look at the total annual PPE budget.

Break it down by:

• Site
• Department
• Product
• Product category
• Employee group
• Supplier
• Purchase frequency
• Replacement frequency

This can reveal patterns that are hidden within a single annual figure.

For example, one site may have significantly higher glove consumption than another. That could indicate differences in workload, but it could also point towards unnecessary usage, poor product durability or inconsistent allocation.

Similarly, a product with a higher purchase price may ultimately represent better value if it lasts significantly longer.

This is why PPE decisions should consider whole-life cost, rather than simply the initial purchase price. iSB Group's cost-control approach specifically focuses on reducing overall and long-term PPE and workwear costs without compromising safety or quality.

Step 7: Look for unnecessary waste

PPE waste can come from several sources.

During your audit, look for:

• Unused stock
• Overstocking
• Products being discarded prematurely
• Duplicate product ranges
• Employees ordering more than they need
• Emergency or last-minute purchases
• Products that are unsuitable for the task
• Excessive packaging
• Uncontrolled replacement requests

Don't assume that reducing waste means simply giving employees less PPE.

The better question is: why is the waste occurring in the first place?

For example, if employees are using several pairs of gloves during a shift because the gloves quickly deteriorate, switching to a more durable product may reduce both consumption and cost.

iSB has previously highlighted how selecting a higher-quality glove can significantly reduce consumption and waste in the right application.

Step 8: Review your ordering and approval processes

Your audit should also examine how PPE gets from supplier to employee.

Consider:

• Who can place orders?
• Are products pre-approved?
• Are employees able to order directly?
• Are there spending limits?
• Are orders reviewed?
• Can employees purchase from alternative suppliers?
• Can managers see what individual sites are spending?
• How quickly can urgent PPE be supplied?
• Is there a consistent process across all locations?

A complicated ordering process can create its own problems.

If employees cannot easily obtain approved PPE when they need it, they may look for alternative routes.

iSB's Control-iT system, for example, uses online ordering and guided buying to give employees self-service access to approved products while allowing businesses to retain greater control over purchasing and spend.

For multi-site operations, visibility is particularly important.

Step 9: Check compliance and documentation

An effective audit should also confirm that your PPE programme is supported by appropriate information, instruction and training.

Where PPE is required, UK employers have duties around providing suitable PPE and ensuring workers have sufficient information, instruction and training on its use. The 2022 amendments extended relevant PPE duties to limb (b) workers.

Check that:

• Employees know what PPE they need
• Employees know when it must be worn
• Instructions are available
• Training is provided where required
• Employees understand the limitations of PPE
• Faults and damage can be reported
• PPE is stored appropriately
• Relevant records are maintained
• Products meet applicable product-safety requirements

Your audit should identify gaps rather than simply confirm that paperwork exists.

Step 10: Turn your findings into an action plan

The final stage of the audit is arguably the most important.

There's little value in identifying ten problems if none of them are addressed.

Create an action plan that separates findings into categories such as:

Immediate safety actions — issues that could expose employees to unnecessary risk should be prioritised.

Compliance actions : Address gaps in training, documentation, product suitability or PPE management.

Cost-control opportunities : Look for opportunities to reduce unnecessary spend without compromising protection.

Operational improvements: Consider changes to ordering, stock management, allocation or supplier processes.

Longer-term improvements: These might include product standardisation, sustainable alternatives, technology or changes to the overall PPE supply model.

Give each action an owner and target date, then review progress regularly.

How often should you carry out a PPE audit?

There is no single frequency that will be right for every warehouse.

The appropriate approach will depend on factors such as the size and complexity of your operation, the risks involved, workforce changes and how frequently working practices change.

A formal review should also be considered when there is a significant change to:

• Workplace layout
• Equipment
• Processes
• Workforce
• Materials or substances
• Risk assessments
• PPE products
• Supplier arrangements

In addition, ongoing monitoring should form part of your normal PPE management process.

Don't wait for an accident, failed inspection or major overspend to tell you that something needs attention.

PPE audit checklist

As a starting point, H&S managers can use the following checklist:

From PPE audit to better PPE management

A PPE audit should not be viewed as a one-off compliance exercise.

For H&S managers, it can provide a much broader picture of how effectively PPE is being selected, supplied, used and managed across the business.

The right process can help you identify opportunities to:

• Improve protection
• Strengthen compliance
• Improve employee experience
• Reduce waste
• Control expenditure
• Simplify procurement
• Improve consistency across sites
• Make better-informed PPE decisions

For businesses operating across multiple warehouses or depots, having clear processes and reliable data becomes even more important.

At iSB Group, we work with organisations across the UK logistics, warehousing and distribution sector to help them manage PPE, workwear and safety equipment more effectively. Our Cost Control Audit takes a strategic look at areas including product usage, spend, ordering, stock control, allocations, wastage and compliance, with the aim of identifying opportunities for long-term improvement.

Frequently Asked Questions