How to Record a Work Equipment Video for Your Health and Safety System

Step 1: Set the Scene and Context

Your work equipment video needs to immediately establish why equipment safety matters and what your organisation's legal obligations are. The Provision and Use of Work Equipment Regulations 1998 (PUWER as amended 2002) places specific duties on employers to ensure that equipment provided to employees is safe and suitable for its intended purpose.

Why This Topic Matters

Start your video by explaining the fundamental purpose of work equipment safety. When your team understands why these arrangements exist, they are far more likely to use equipment correctly and report any concerns.

Sample opening script:

"In this video, I'm going to explain our work equipment safety arrangements and why they matter to everyone who works here. Under the Provision and Use of Work Equipment Regulations 1998—known as PUWER—we have a duty to provide equipment that is safe and suitable for the work being undertaken. This is not optional. The equipment you use must not put you, your colleagues, or anyone who visits our premises at risk."

What You Will Cover

Tell your viewers what they will learn from this video. This helps set expectations and keeps them engaged throughout.

Key points to preview:

• Our legal duty under PUWER
• How we source equipment from reputable suppliers
• Our purchasing policy and CE marking requirements
• How training is provided and recorded
• How we conduct risk assessments on equipment use
• When and how PPE is provided
• How equipment is maintained and serviced
• How we monitor and review our arrangements

The Legal Framework

Explain that the requirement comes from PUWER 1998 as amended in 2002.

Sample script:

"The Provision and Use of Work Equipment Regulations 1998, as amended in 2002, sets out what we must do to ensure work equipment is safe. PUWER applies to all work equipment—from simple hand tools to complex machinery. It requires us to ensure equipment is suitable for its intended use, maintained in safe condition, and only used by people who have received adequate training. These are legal requirements, not just good practice."

The Purpose of Equipment Safety

Explain what your equipment safety arrangements are designed to achieve.

Sample script:

"We have a duty to provide equipment to facilitate our services, and that equipment must be safe and suitable for the work being undertaken. But our responsibility does not stop at the people using the equipment. The equipment must not impact the safety of those who visit our premises either. Whether you are operating a piece of equipment or simply working nearby, you should be protected from harm."

Protecting All Stakeholders

Emphasise the breadth of who is protected by these arrangements.

Sample script:

"To protect all stakeholders, we implement specific safety arrangements for work equipment. These arrangements cover how we buy equipment, how we ensure it meets safety standards, how we train people to use it, how we assess the risks, and how we maintain it throughout its working life. I am going to walk you through each of these arrangements in this video."

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Step 2: Plan What to Record vs Write

Before you start filming, plan what content works best on camera versus what should be provided as written supporting materials.

Best for Video (On Camera)

The following content is most effective when explained and demonstrated on camera:

Explaining why equipment safety matters

Use your video to communicate the importance of safe equipment in a personal, engaging way. Help viewers understand that this is about protecting them.

Describing your safety arrangements

Walk through how you ensure equipment is safe—from initial purchase through to ongoing maintenance. This overview helps staff understand the system.

Explaining training requirements

Make clear that no one uses equipment without proper training. Explain how training is provided and recorded.

Showing examples of equipment and safety features

If appropriate, show specific pieces of equipment and point out safety features, guards, and warning labels.

Explaining how to report concerns

Make clear how staff should report equipment that seems unsafe or is not working correctly.

Best for Supporting Written Text

The following content works better as written reference materials that accompany your video:

The purchasing policy

The detailed purchasing policy, including approval processes and supplier requirements, is best as a written document.

Equipment risk assessments

Specific risk assessments for different pieces of equipment should be available as written reference materials.

Maintenance schedules

Lists of when equipment was last serviced and when next service is due.

Training records

Documentation of who has been trained on what equipment.

Manufacturer guidance

Operating manuals and manufacturer maintenance requirements.

Sample Content Split

On camera: "Every piece of equipment we buy must be CE marked. This marking shows the equipment has been tested to recognised safety standards. When you see the CE mark on equipment, you know it meets European safety requirements. I'll show you what the CE mark looks like and where to find it on our equipment."

In written materials: Provide the full purchasing policy, approved supplier list, and guidance on what documentation to obtain when equipment is purchased.

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Step 3: Explain the Core Rules and Requirements

This is the heart of your video. You need to cover your organisation's work equipment safety arrangements clearly and thoroughly, based on the technical content provided.

Sourcing Equipment from Reputable Suppliers

Explain how equipment is purchased and who can authorise purchases.

Sample script:

"Our first safety arrangement is about where equipment comes from. Responsible persons will source equipment from reputable suppliers and arrange installation from competent contractors. We do not buy equipment from unknown sources or use the cheapest option without checking quality and safety. Equipment is only purchased from suppliers we trust, and if installation is required, it is carried out by competent people."

What this means in practice:

• Equipment is only purchased from approved or vetted suppliers
• The supplier's reputation and track record are considered
• Installation work is carried out by competent contractors
• We do not cut corners on safety to save money
• Responsible persons authorise equipment purchases

Sample script:

"If you think we need new equipment, speak to your manager. They will work with the responsible persons to source it properly. Do not purchase equipment yourself without going through the proper process—even if it seems like a good deal. We need to ensure every piece of equipment meets our safety standards."

The Purchasing Policy and CE Marking

Explain how the purchasing policy ensures safety standards are met.

Sample script:

"We have developed a purchasing policy for the acquisition of new equipment. This policy ensures that the process of purchase follows the same approach every time, and that all new equipment is CE marked. The CE marking identifies that the equipment purchased has been safety tested to a recognised standard."

What CE marking means:

• CE stands for Conformité Européenne (European Conformity)
• It indicates the equipment meets EU safety, health, and environmental requirements
• The manufacturer declares the product complies with relevant directives
• It is a legal requirement for many types of equipment sold in the UK and EU
• Equipment without CE marking (where required) should not be purchased

Sample script:

"When we buy equipment, we check for the CE mark. This small marking—usually on a label or stamped into the equipment—tells us the manufacturer has declared that the product meets safety standards. If equipment should have a CE mark but does not, we do not buy it. This is a fundamental safety requirement, not an optional extra."

What the purchasing policy ensures:

• Every equipment purchase follows a consistent process
• Safety requirements are checked before purchase is approved
• CE marking is verified for all relevant equipment
• Documentation is obtained and retained
• The responsible person approves significant purchases

Sample script:

"The purchasing policy is not bureaucracy for its own sake. It exists because the moment equipment enters our workplace, we become responsible for the safety of everyone who might use it or be affected by it. Getting this right at the point of purchase prevents problems later."

Training on Equipment

Explain how training is provided and recorded.

Sample script:

"We provide resources that enable all employees to be trained on the equipment they will be tasked with using. No one uses equipment without training first. And we do not just train people and forget about it—we record all training provided."

What this means in practice:

• Training is provided before anyone uses equipment
• Training covers safe operation and any specific hazards
• Training is appropriate to the complexity of the equipment
• All training is documented and records are maintained
• Refresher training is provided when necessary

Sample script:

"If you are asked to use a piece of equipment you have not been trained on, stop. Tell your manager. You should never use equipment without proper training—this is for your protection. And if you received training a long time ago and feel you need a refresher, ask for one."

Recording training:

• Training records show who was trained, on what equipment, and when
• Records demonstrate competence to inspectors and auditors
• They identify when refresher training may be needed
• They ensure no one is asked to use equipment they are not trained on

Sample script:

"Every time training is provided, it is recorded. This creates a clear record of who is competent to use what equipment. If there is ever a question about whether someone was trained, we can check the records. This protects you and protects the organisation."

Risk Assessments for Equipment Use

Explain how risk assessments are conducted for equipment.

Sample script:

"We conduct risk assessments based on the use of work equipment to identify risks associated with use. These assessments look at what could go wrong when equipment is used and what we can do to prevent it. The result is effective safe systems of work that are communicated to all employees tasked with using the equipment."

What risk assessments cover:

• The hazards associated with the equipment
• Who might be harmed and how
• The controls needed to reduce risk
• Any specific procedures that must be followed
• Training requirements identified by the assessment

Sample script:

"Every piece of work equipment has been risk assessed. The assessment identifies the hazards—what could hurt you—and the controls—what we do to prevent that. These controls become part of how you use the equipment. If the risk assessment says you must wear gloves, you wear gloves. If it says the guard must be in place, the guard must be in place."

Communicating safe systems of work:

• The results of risk assessments are turned into clear procedures
• Procedures are communicated to everyone who uses the equipment
• Staff understand not just what to do, but why
• Procedures are available for reference
• Changes are communicated when risk assessments are updated

Sample script:

"Safe systems of work are developed from risk assessments and communicated to you. This is not just about telling you what to do—it is about making sure you understand the risks and how the controls protect you. If you do not understand why a procedure exists, ask. You should understand the reasoning, not just follow rules blindly."

Personal Protective Equipment

Explain how PPE requirements are identified and PPE is provided.

Sample script:

"We provide personal protective equipment to employees when identified as necessary following the risk assessment process. PPE is the last line of defence—we try to eliminate or reduce risks first—but when PPE is needed, we provide it and you must use it."

How PPE requirements are identified:

• Risk assessments identify when PPE is necessary
• PPE is selected based on the specific hazard
• PPE is appropriate for the task and the person
• PPE is provided at no cost to employees
• Training includes how to use and care for PPE

Sample script:

"The risk assessment tells us what PPE is needed for each piece of equipment. This might be safety glasses, gloves, hearing protection, or other equipment depending on the hazards. When PPE is specified, it is not optional. It is a control measure identified as necessary to protect you."

What this means in practice:

• If PPE is required, it must be worn—no exceptions
• PPE is checked to ensure it fits properly and is in good condition
• Damaged or worn PPE is replaced
• Staff are trained in the correct use of PPE
• PPE requirements are reviewed when risk assessments are updated

Sample script:

"If your PPE is damaged or does not fit properly, tell your manager immediately. PPE that does not fit or is damaged may not protect you. We will replace it. Never use equipment that requires PPE without wearing the correct protection."

Maintenance and Servicing

Explain how equipment is maintained.

Sample script:

"We arrange maintenance and servicing in keeping with manufacturer guidance and statutory requirements to ensure the equipment remains safe and fit for use. Equipment degrades over time. Parts wear out. Things go wrong. Regular maintenance keeps equipment safe and prevents failures."

What maintenance involves:

• Following manufacturer maintenance schedules
• Complying with any statutory inspection requirements
• Using competent persons to carry out maintenance
• Keeping records of all maintenance work
• Addressing any defects identified during maintenance

Sample script:

"The manufacturer knows their equipment best. Their maintenance guidance tells us what needs to be checked and how often. We follow that guidance. For some equipment, there are also legal requirements for inspection—lifting equipment, for example, must be inspected at specific intervals. We comply with all of these requirements."

Statutory requirements:

• Some equipment has specific legal inspection requirements
• Lifting equipment must be thoroughly examined at set intervals
• Pressure systems have specific inspection requirements
• Electrical equipment should be regularly tested
• Records of statutory inspections must be maintained

Sample script:

"Beyond manufacturer guidance, some equipment has legal inspection requirements. This is equipment where failure could be particularly dangerous—lifting equipment that could drop a load, pressure vessels that could rupture, electrical equipment that could cause shock or fire. These inspections are not optional and must be carried out by competent persons."

Keeping equipment fit for use:

• Maintenance is about more than fixing breakdowns
• Preventive maintenance catches problems before they cause harm
• Equipment that fails during use can injure people
• Well-maintained equipment also works better and lasts longer

Sample script:

"We do not wait for equipment to break before we maintain it. Preventive maintenance—checking and servicing equipment before problems occur—is how we keep equipment safe. If you notice something wrong with equipment between scheduled maintenance, report it immediately. Do not assume someone else will notice."

Monitoring and Review

Explain how your arrangements are monitored and improved.

Sample script:

"We monitor and review our control measures to ensure these safety arrangements are followed. We also make improvements when they are identified to the way we manage the provision and use of work equipment. This is an ongoing process, not something we do once and forget."

What monitoring involves:

• Checking that equipment is being used correctly
• Verifying that maintenance is happening as scheduled
• Ensuring training is up to date
• Reviewing whether controls are effective
• Acting on any concerns or near-misses

Sample script:

"Managers check that equipment is being used safely and that our arrangements are being followed. If we see something being done incorrectly, we address it—not to punish people, but to prevent harm. If we identify a better way of doing something, we update our arrangements."

Making improvements:

• Feedback from staff is valued and acted upon
• Incidents and near-misses lead to reviews
• New equipment types may need new arrangements
• Changes in regulations are reflected in our approach
• Continuous improvement is the goal

Sample script:

"If you have suggestions for how we could manage equipment more safely, speak up. You use this equipment day to day—you may see things that managers miss. Our arrangements are not fixed in stone. When we identify improvements, we make them."

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Step 4: Demonstrate or Walk Through the Process

Now walk your viewers through exactly how your equipment safety arrangements work in practice.

The Journey of a New Piece of Equipment

Sample script:

"Let me walk you through what happens when we acquire a new piece of equipment.

First, the need is identified. Perhaps existing equipment is worn out, or we need new capability. A responsible person assesses what is needed.

Second, we source from a reputable supplier. We do not just buy the cheapest option—we check the supplier and the equipment quality.

Third, we verify CE marking. Before purchase is approved, we confirm the equipment is CE marked where required.

Fourth, if installation is needed, competent contractors carry it out.

Fifth, we conduct a risk assessment. What are the hazards? What controls are needed? What training is required? What PPE?

Sixth, we train everyone who will use the equipment. Training is documented.

Seventh, the equipment enters service with clear safe systems of work communicated to all users.

Eighth, we establish a maintenance schedule based on manufacturer guidance and statutory requirements.

And from then on, we monitor that everything is working as it should."

Before Using Equipment

Walk through what someone should check before using equipment.

Sample script:

"Before you use any piece of equipment, there are things you should check.

First, are you trained? Do not use equipment you have not been trained on. If you are unsure, ask.

Second, is the equipment in good condition? Look for obvious damage, missing parts, or anything that seems wrong. Check that guards and safety devices are in place.

Third, do you have the correct PPE? If the safe system of work specifies PPE, make sure you have it and it is in good condition.

Fourth, do you understand the task? Make sure you know what you are doing and how to do it safely.

If anything is wrong—you are not trained, the equipment seems damaged, you do not have PPE, or you do not understand the task—stop and ask before proceeding."

During Equipment Use

Explain what safe use looks like.

Sample script:

"While using equipment, follow the safe system of work you were trained on.

Use the equipment only for its intended purpose. Do not improvise or use equipment in ways it was not designed for.

Keep guards and safety devices in place. Never bypass or remove them, even if they seem inconvenient.

Wear the specified PPE throughout the task.

Stay alert to anything unusual—strange noises, vibrations, smells, or behaviour from the equipment.

If something seems wrong, stop immediately and report it."

Reporting Problems

Explain how to report equipment issues.

Sample script:

"If you find a problem with equipment—damage, malfunction, missing parts, anything that concerns you—report it immediately.

Tell your supervisor or manager. Do not assume someone else has noticed or will report it.

If the equipment is unsafe, stop using it and make sure no one else uses it until the problem is addressed. You can put a sign on it or physically isolate it if necessary.

The sooner problems are reported, the sooner they can be fixed. Unreported problems can lead to injuries. Never think a problem is too small to mention."

The Maintenance Cycle

Explain how maintenance works.

Sample script:

"Equipment follows a maintenance cycle based on manufacturer guidance and statutory requirements.

Scheduled maintenance happens at set intervals—this might be daily checks by users, weekly checks by supervisors, or periodic servicing by contractors.

When maintenance is due, it is carried out by competent persons. For simple checks, that might be trained staff. For technical servicing, it is qualified contractors.

Records are kept of all maintenance. These records show what was done, when, and by whom.

Any defects found during maintenance are addressed before the equipment is returned to service.

This cycle continues throughout the equipment's working life."

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Step 5: Highlight Common Mistakes and How to Avoid Them

This section helps your team avoid the errors that can undermine equipment safety.

Mistake 1: Using Equipment Without Training

Signs this is happening:

• Staff operate equipment they have not been formally trained on
• Training records do not exist or are incomplete
• People learn by watching others rather than receiving proper training
• Staff feel unable to admit they have not been trained

How to avoid it:

• Make training mandatory before any equipment use
• Maintain clear records of who is trained on what
• Create a culture where asking for training is encouraged
• Check competence before allowing people to use equipment

Sample script:

"Never use equipment you have not been trained on. This is a fundamental rule. If you are asked to use something and you have not received training, say so. It is not a weakness to admit you need training—it is responsible. Using equipment without proper training puts you and others at risk."

Mistake 2: Purchasing Equipment Without Following the Policy

Signs this is happening:

• Equipment appears that was not purchased through proper channels
• CE marking is not checked or is missing
• Purchases are made based on price alone without considering safety
• There is no record of where equipment came from

How to avoid it:

• Enforce the purchasing policy consistently
• Train staff on why the policy exists
• Check all equipment for CE marking before use
• Reject equipment from unknown or unapproved sources

Sample script:

"All equipment purchases must follow our purchasing policy. This is how we ensure equipment meets safety standards. If someone brings in equipment they bought themselves or got from an unknown source, it cannot be used until it has been properly assessed. The policy exists to protect everyone."

Mistake 3: Ignoring Manufacturer Maintenance Guidance

Signs this is happening:

• Maintenance is reactive—only when things break
• Manufacturer schedules are not followed
• There are no records of maintenance
• Equipment is used past recommended service intervals

How to avoid it:

• Create a maintenance schedule based on manufacturer guidance
• Track maintenance and flag when service is due
• Use competent persons for all maintenance work
• Keep comprehensive maintenance records

Sample script:

"Manufacturers know their equipment. When they say it needs servicing every six months, that is based on how the equipment is designed to work. Ignoring their guidance leads to breakdowns and, worse, failures that could injure someone. Follow the maintenance schedule."

Mistake 4: Removing or Bypassing Safety Guards

Signs this is happening:

• Guards are found removed or tied back
• Safety devices are disabled
• Staff complain that guards slow them down
• There have been near-misses involving unguarded equipment

How to avoid it:

• Make clear that removing guards is never acceptable
• Investigate why guards are being removed and address root causes
• Check guards regularly and address any that are missing
• Treat guard removal as a serious safety violation

Sample script:

"Guards exist to prevent injuries. They are there because the risk assessment identified a hazard that the guard protects against. Removing a guard exposes you to that hazard. It is never acceptable to remove or bypass a safety guard, even if it seems to slow you down. If a guard genuinely impedes work, talk to your manager about finding a better solution—do not just remove it."

Mistake 5: Not Conducting Risk Assessments for Equipment

Signs this is happening:

• Equipment is put into use without being risk assessed
• Risk assessments exist but do not cover all equipment
• Assessments are generic rather than specific to the equipment and task
• Safe systems of work have not been developed from assessments

How to avoid it:

• Ensure every piece of equipment is risk assessed before use
• Make risk assessments specific to the equipment and how it is used
• Develop clear safe systems of work from assessment findings
• Review assessments when equipment or tasks change

Sample script:

"Every piece of equipment needs a risk assessment. The assessment identifies what could go wrong and how we prevent it. Without this, you are operating without understanding the risks. If you are using equipment and you do not know what the risk assessment says, ask to see it."

Mistake 6: Failing to Provide Required PPE

Signs this is happening:

• PPE requirements are identified but PPE is not available
• Staff use their own PPE because none is provided
• PPE is provided but is the wrong type or does not fit
• PPE is worn out or damaged but not replaced

How to avoid it:

• Ensure PPE identified in risk assessments is actually provided
• Check that PPE fits each individual user
• Replace worn or damaged PPE promptly
• Never allow work to proceed without required PPE

Sample script:

"If the risk assessment says you need PPE, we provide it. If you do not have the right PPE, or it does not fit, or it is damaged, you cannot do the task safely. Tell your manager immediately. We will get you what you need. Do not proceed without proper protection."

Mistake 7: Not Recording Training

Signs this is happening:

• Training happens but is not documented
• There is no central record of who is trained on what
• When asked, no one can prove training occurred
• Staff are asked to use equipment without verification of training

How to avoid it:

• Document all training when it occurs
• Maintain a central training record or matrix
• Verify training before assigning equipment tasks
• Treat training records as essential safety documents

Sample script:

"Training that is not recorded might as well not have happened. If there is an incident and we cannot prove someone was trained, that is a serious problem. Every training session is recorded—who attended, what was covered, when it happened. This protects you as much as it protects the organisation."

Mistake 8: Continuing to Use Faulty Equipment

Signs this is happening:

• Equipment with known faults remains in use
• Staff report problems but they are not addressed
• There is pressure to keep using equipment despite issues
• Repairs are delayed due to cost or inconvenience

How to avoid it:

• Take faulty equipment out of service immediately
• Address reported problems promptly
• Never pressure staff to use equipment they have reported as unsafe
• Budget for repairs and treat them as priorities

Sample script:

"If equipment is faulty, it must be taken out of service until it is fixed. This is not negotiable. If you report a fault and are told to keep using the equipment anyway, escalate the concern. No deadline or target is worth someone getting injured. Faulty equipment is dangerous equipment."

Mistake 9: Not Monitoring Equipment Use

Signs this is happening:

• Equipment is provided and then forgotten
• No one checks whether safe systems of work are followed
• Problems only come to light after incidents
• Staff develop shortcuts or bad habits unchallenged

How to avoid it:

• Include equipment checks in management routines
• Observe equipment use periodically
• Act on any deviations from safe systems of work
• Encourage staff to report concerns about colleagues' practices

Sample script:

"We do not just set up safe systems of work and assume they are followed. Managers periodically check that equipment is being used correctly. This is not about catching people out—it is about ensuring everyone stays safe. If you see someone using equipment unsafely, say something or report it."

Mistake 10: Failing to Review and Improve

Signs this is happening:

• Equipment arrangements have not been reviewed for years
• Near-misses and incidents do not lead to changes
• Staff suggestions are not acted upon
• The same problems keep recurring

How to avoid it:

• Schedule regular reviews of equipment arrangements
• Use incidents and near-misses to drive improvements
• Value and act on staff feedback
• Track whether improvements are implemented

Sample script:

"Our equipment arrangements are not perfect and never will be. We improve them over time. If there is a near-miss or an incident, we review what happened and what we can do better. If you have suggestions, share them. Continuous improvement keeps everyone safer."

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Step 6: Summarise the Key Takeaways

End your video with a clear summary of the most important points.

The Legal Requirement

Sample script:

"Let me summarise the key points you need to remember.

First, work equipment safety is a legal requirement under PUWER—the Provision and Use of Work Equipment Regulations 1998. We must ensure equipment is safe and suitable for the work being undertaken. This protects you, your colleagues, and anyone who visits our premises."

How We Ensure Equipment Is Safe

Sample script:

"We follow specific safety arrangements. Equipment is sourced from reputable suppliers. We follow a purchasing policy that ensures all new equipment is CE marked. Installation is carried out by competent contractors. Risk assessments identify hazards and controls. Safe systems of work are communicated to you."

Training Is Mandatory

Sample script:

"You must be trained before using any equipment. Training is provided and recorded. If you have not been trained on a piece of equipment, do not use it. Ask for training. This protects you from harm."

PPE and Maintenance

Sample script:

"When risk assessments identify that PPE is needed, we provide it and you must use it. Equipment is maintained according to manufacturer guidance and statutory requirements. If you notice a fault, report it immediately. Do not use faulty equipment."

Your Responsibility

Sample script:

"Equipment safety is a shared responsibility. We provide safe equipment, training, and PPE. You must use equipment correctly, follow safe systems of work, report faults, and never take shortcuts with safety. If something seems wrong, speak up."

Final Message

Sample script:

"Work equipment is part of your daily work. Used correctly, it helps you do your job efficiently. Used incorrectly or poorly maintained, it can cause serious injury. The arrangements I have described exist to ensure you can use equipment safely. Follow them, report concerns, and never take risks with equipment safety. Your wellbeing depends on it."

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Bringing It All Together

Your work equipment video should leave your team with a clear understanding of:

• The legal requirements under PUWER
• How equipment is sourced, purchased, and checked for safety
• The importance of CE marking
• That training is mandatory before using any equipment
• How risk assessments lead to safe systems of work
• When PPE is required and why it must be used
• How equipment is maintained throughout its life
• Their personal responsibilities for equipment safety
• How to report faults and concerns

Pair your video with written reference materials including the purchasing policy, equipment risk assessments, training records, maintenance schedules, and manufacturer guidance. This combination of engaging video content and practical reference materials will give your team the knowledge they need to use work equipment safely.