How I Set Up the PPE Condition Check Template with Customers in Pilla

I'm Liam Jones, NEBOSH-qualified health and safety consultant and founder of Pilla. This is how I approach PPE condition checks with customers, based on close to twenty years in frontline operations and advising hundreds of businesses on compliance. You can email me directly; I read every email.

PPE gets bought, put in a cupboard, and forgotten about. That's the pattern I see across most of the businesses I work with. There's a box of gloves somewhere, maybe some aprons on a hook, possibly some oven mitts that should've been replaced six months ago. The equipment exists, but nobody's checking whether it's actually fit for purpose.

The weekly PPE condition check fixes that gap. It's a structured walkthrough of your PPE provision, verifying that stock levels are adequate, reusable items are in good condition, the right sizes are available, and everything's stored where people can actually get to it. I'll walk you through how I set this up with customers, what each section of the template is looking for, and the mistakes I see most often.

Key Takeaways

  • What is a PPE condition check? A weekly inspection verifying that personal protective equipment is available, in good condition, and accessible at the point of use. It covers disposable and reusable items, sizes, storage, and stock levels
  • Why do you need one? The Personal Protective Equipment at Work Regulations 1992 (as amended 2002) require employers to maintain PPE in good repair and replace it as necessary. PPE that's worn, missing, or the wrong size provides no protection at all
  • How do you set it up in Pilla? Use the work template below, set it as a recurring weekly activity, and assign it to a manager or supervisor at your premises
  • How do you automate the follow-up? Set up Poppi to chase overdue checks, notify managers of failed results, and send a weekly summary of completion status

Article Content

Understanding What's Required of You

PPE is the last line of defence. It exists because some hazards can't be eliminated, substituted, or adequately controlled by other means. Hot surfaces, sharp knives, chemical splashes, contaminated materials. PPE creates a barrier between those hazards and the person doing the work.

But that barrier only works if the equipment is actually there, in good condition, and the right size. I've walked into kitchens where the only oven mitts had holes burned through the palms. I've seen cut-resistant gloves with visible tears still hanging on the rack. I've found boxes of disposable gloves in a single size, medium, in a team of twelve people. These aren't edge cases. They're what happens when nobody checks.

The Personal Protective Equipment at Work Regulations 1992 (as amended 2002) require employers to provide suitable PPE free of charge, ensure it's maintained in good condition, and replace it when it's no longer fit for purpose. The Health and Safety at Work etc Act 1974 sits above this with the general duty to maintain safe systems of work. In the US, OSHA standards carry similar requirements. The principle is the same everywhere: if you require staff to wear PPE, you have to make sure it's available and working.

Weekly checks catch the predictable failures. Stock runs out because disposable items get used and nobody reorders. Reusable items degrade through normal wear. Wrong sizes mean people either don't wear the equipment or wear it badly. Storage conditions cause PPE to deteriorate before it's even used. Wet oven gloves conduct heat instead of blocking it. These are all things I've seen, and they're all things a five-minute weekly check would have caught.

The check isn't about ticking boxes. It's about answering a simple question: if someone needed this PPE right now, would it protect them?

Setting It Up as a Work Activity

I've built a PPE condition check template in Pilla covering the sections below. It walks you through the full inspection, from checking individual equipment categories through to recording the overall result and listing what needs restocking.

When you create the work activity, tag it (e.g. "PPE Check" or "Weekly H&S Checks"). Tags make it easy to find and filter, and they're what Poppi uses to track completion in automated reports. Set it up as a recurring weekly schedule. Beginning of the week works well for most operations because it gives you time to order replacements before the weekend rush.

Assign it to whoever does the physical walkthrough. That's usually a duty manager or supervisor, someone who knows where the PPE is stored and what gets used most. Rotate who does it occasionally. Different people notice different things.

1. PPE condition check

Work through the checklist, verifying availability and condition of each PPE category. This is the core of the inspection.

What I'm looking for when I review these:

Every item should be checked against two questions. Is there enough? And is what's there actually in good condition? Ticking an item means adequate supplies are available and the equipment is fit for use. Items you can't tick need restocking or replacement.

How to work through each category:

Disposable gloves stocked (various sizes)

Check your supplies of disposable gloves, typically nitrile or vinyl for food handling. I want to see at least a week's usage in stock, across multiple sizes. S, M, and L at minimum. Boxes should be accessible at points of use, not locked in a back office.

Common issues: Only one size available. Supplies running low because nobody's monitoring usage rate. Gloves stored in heat or direct sunlight, causing them to perish. Blue gloves unavailable for food handling areas. I worked with a restaurant in Manchester that went through 400 gloves a week and kept a stock of 200. They ran out every Wednesday.

Rubber/heavy-duty gloves available for cleaning

Check your reusable gloves for cleaning tasks. Standard disposable gloves don't provide adequate chemical resistance for heavy cleaning work.

What to look for: Adequate pairs available in various sizes. No holes, tears, or material degradation. Clean and not contaminated from previous use. Stored correctly, not balled up and wet.

Common issues: Gloves with holes still in use because nobody's checked. Only one size stocked. Gloves left damp inside out, growing mould. Not enough pairs for the team.

Cut-resistant gloves in good condition

If your risk assessment identifies knife work or glass handling as a hazard, check these. Cut-resistant gloves lose their protective properties once they're damaged, and they do get damaged.

What to look for: Gloves present and accessible near the relevant work area. No cuts, tears, or holes in the protective material. Clean or washed regularly. Correct sizes available for the people who need them.

Common issues: Damaged gloves still in use. Not enough pairs. Gloves dirty and unwashed for weeks. Wrong sizes, so staff either don't wear them or they slip during use.

Oven gloves/heat-resistant mitts undamaged

Burns from hot pans, trays, and equipment are some of the most common kitchen injuries. Heat-resistant gloves have to be in good condition to do their job.

What to look for: Oven gloves present at every cooking station. No holes, thin spots, or damage. Dry, because wet oven gloves conduct heat. Not saturated with grease. Both hands catered for.

Common issues: Thin or worn gloves that offer almost no protection. Wet gloves near the fryer. Grease-saturated gloves that are themselves a fire risk. Only one glove at a station. I've seen cooks grab hot sheet pans with folded tea towels because the oven mitts were unusable. That's a burn waiting to happen.

Aprons clean and available

Aprons protect clothing and skin from splashes, spills, and contamination. They need to be clean to prevent cross-contamination.

What to look for: Enough clean aprons for everyone who needs one. No excessive damage or wear. Waterproof aprons available for dishwash and wet work. Laundering happening frequently enough.

Common issues: Not enough clean aprons at the start of a shift. Damaged aprons not replaced. No waterproof options for wet areas. Aprons not laundered often enough to be hygienic.

Safety footwear in good condition (if provided)

If your organisation provides safety shoes, check their condition. Worn-out soles lose slip resistance, and damaged toe caps don't protect.

Note: Many businesses require staff to provide their own suitable footwear. If that's your arrangement, this item may not apply, but you should still check that staff are wearing what's required.

Common issues: Provided shoes worn smooth on the sole. Wrong sizes available. Shoes not cleaned. Staff wearing personal shoes that don't meet the standard.

Eye protection available (if required)

If your risk assessments identify eye hazards, chemical splashes, flying debris, check that eye protection is available where it's needed.

What to look for: Safety glasses or goggles available at the point of use. Lenses clean and unscratched. Straps on goggles in good condition. Enough for everyone who may need them.

Common issues: Eye protection stored far from where it's needed. Scratched lenses impairing vision. Staff unaware eye protection is required for certain tasks.

Hearing protection available (if required)

If noise assessments indicate a requirement, check hearing protection availability. Prolonged noise exposure causes permanent damage, and it's cumulative.

What to look for: Ear plugs or ear defenders available at entry to noisy areas. Adequate supply of disposable plugs. Defenders in good condition with intact seals. Not stored where they'll get dirty.

Common issues: Supplies run out because disposable plugs deplete fast. Ear defenders damaged or dirty. PPE not at the point of use.

High-visibility clothing available (if required)

If work in traffic areas, delivery zones, or outdoor areas requires hi-vis, check availability and condition.

What to look for: Hi-vis vests or jackets available. Enough for everyone who needs one. Clean, with visible reflective strips. Not faded or damaged.

Common issues: Not enough hi-vis items. Dirty vests where the reflective strips are hidden. Faded items no longer effective. Items stored inside when they're needed outside.

PPE stored correctly when not in use

Proper storage extends PPE life and maintains its protective properties. Improper storage causes degradation, contamination, and premature failure.

What to look for: Designated storage location for each type. Protected from dust, chemicals, and physical damage. Dry and ventilated. Clean before storage. Dirty and clean items not mixed together.

Common issues: PPE left out on counters. Wet items stored damp. Clean and contaminated items mixed. Storage location not maintained.

Common mistakes I see across all categories:

Only checking what's visible. Open the cupboards, check the stores, count the supplies. "We have some" isn't an answer. Verify that quantities are adequate for a week's expected use. Damaged PPE should be replaced immediately, not left in circulation because it's "still sort of usable." And check sizes. If you've got a team of ten and only medium gloves, four or five people can't use them properly.

What I'd want to see:

Actually counted stock levels, not just a glance. Condition of reusable items inspected, not just confirmed present. Size range checked against who's actually on the team. PPE stored at the point of use, not in a back office.

2. Check result

Record whether PPE provision passes this week's inspection.

What good answers look like:

  • Pass, all PPE satisfactory means adequate stock, good condition, proper storage, and appropriate sizes available.
  • Fail, items missing or damaged means stock is low, items are damaged, sizes are missing, or equipment isn't accessible.

How to decide:

Consider four things. Are there adequate quantities for the week ahead? Is everything in acceptable condition? Are the sizes your team needs available? Is PPE accessible where it's needed, not locked away or stored on the wrong floor?

What triggers a fail:

Stock levels that won't last the week. Items in poor condition still in circulation. Required sizes not available. PPE not accessible at the point of use. Reusable items that haven't been cleaned.

Common mistakes I see:

Passing when stock is "probably enough." If you're not sure, that's a fail. Ignoring minor damage because the item "still works." Accepting a limited size range because "most people can use medium."

Record a fail whenever restocking or replacement is needed. That's the whole point of the check. Track your results over time and you'll start to see patterns, which items run out fastest, which get damaged most, where the gaps keep appearing.

3. Items to replace or restock

List anything that needs ordering or replacing. Be specific.

What good answers look like:

For a passing check: "All items adequate" or leave blank.

For items needed:

  • "Disposable gloves, 2 boxes medium, 1 box large"
  • "Cut-resistant gloves, 2 pairs size L (current pair has a tear in the right palm)"
  • "Oven mitts, replace both (worn thin, no padding left in fingers)"
  • "Hi-vis vests, need 2 more for increased delivery staff"

What I'd want to see:

The item named specifically. The quantity needed. The size, if relevant. The reason, whether that's depleted, damaged, worn, or a new requirement. Enough detail that someone else could place the order correctly without asking follow-up questions.

Common mistakes I see:

"Gloves needed." Which type? What size? How many? Writing a list and then not acting on it. Ordering the same quantities week after week when you run out every single time, which means your base stock level is wrong.

Order promptly after the check. Review your ordering patterns monthly. If you're restocking the same items every week, increase your standing order or adjust your minimum stock level.

Automate the Follow-Up with Poppi

The check itself takes five minutes. Making sure it actually gets done every week is the harder part. Poppi can handle the chasing so you don't have to.

Once your PPE condition check is set up as a recurring work activity in Pilla, you can use Poppi Actions to track completion, flag failures, and report on the gaps. Here are three automations I'd set up:

Overdue work escalation

Automatically chase when a work activity hasn't been completed on time. Set how long to wait before Poppi sends the alert.

Poppi
Poppi

Kitchen Opening is overdue by 30 mins

Review freshness report

Track when tagged work items were last completed and flag any that are overdue for review. Useful for risk assessments and audits that need regular updates.

Poppi
Poppi

Kitchen Risk Assessment: last completed 15 Sep 2025 (6 months ago) Fire Risk Assessment: last completed 20 Nov 2024 (16 months ago), 2 incomplete since then