Vitrin Online · Free OHS tool · Word, Excel, PDF
List the personal protective equipment (PPE) issued to an employee on a single page. Print the record and have it signed, or download it as PDF, Word or Excel. You can also get a blank template.
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| Section | Content | Why it matters |
|---|---|---|
| Workplace and date | Company name, department/site, date of issue | Shows at which workplace and when the equipment was issued |
| Employee | Full name, employee ID, job title | PPE is selected according to the job and the risk assessment |
| Equipment list | PPE type, brand/model, standard or class, size, quantity | Records that the right equipment was issued in the right size |
| Replacement note | Replacement condition or manufacturer's recommended service life | Makes it easier to track when items need replacing |
| Declaration and signatures | Statement in which the employee confirms receipt of the equipment and that they have been informed; signatures of the issuer and the recipient | Serves as proof of issue and of information provided |
The main regulation on PPE is the Regulation on the Use of Personal Protective Equipment at Workplaces, based on Occupational Health and Safety Law No. 6331 (Official Gazette 02.07.2013, issue 28695). Summary of the provisions relevant to the record:
| Topic | Provision |
|---|---|
| Free provision and maintenance | PPE is provided free of charge by the employer; it is maintained, repaired and periodically inspected in accordance with the manufacturer's user instructions (Regulation Art. 6/1-e). |
| Information and training | The employer explains to the employee which risks the PPE protects against and ensures that practical training in its use is provided (Art. 6/1-f, g; Art. 9). |
| Period of use | Conditions of use and periods of use are determined according to the level of risk, frequency of exposure, characteristics of the workplace and the performance of the equipment (Art. 6/1-c). |
| Employee's obligations | The employee must use the PPE issued to them correctly, look after it and store it properly, and must report any defect or deficiency they notice to the employer (Art. 8/2-3; Law No. 6331, Art. 19). |
| Inspection and replacement | PPE must be inspected before every use and replaced with new equipment when necessary. Defective equipment must not be used until the defect has been rectified and the equipment inspected (Art. 8/3). |
| Cost | The employer may not pass the cost of occupational health and safety measures on to employees (Law No. 6331, Art. 4/4). |
Neither of these two texts mentions a mandatory document called a "PPE issue record". The record is a document commonly used to evidence that the PPE was issued free of charge, that the employee was informed and which equipment was issued to whom.
Note: Some sample forms contain an undertaking that "the cost of the PPE will be deducted from wages". Such a clause may conflict with the provisions stating that PPE must be provided free of charge and that OHS costs may not be passed on to employees. Seek legal advice before adding such a clause. This page provides general information and does not constitute legal advice.
Sources: PPE Regulation (mevzuat.gov.tr) · Law No. 6331 (mevzuat.gov.tr) · Last checked: 10.10.2026
The tool fills in the "Standard / class" field with an example based on the table below. Always enter on the record the marking stated on the product label and in the user instructions.
| PPE | Standard | View products |
|---|---|---|
| Safety helmet | EN 397 | Head protection |
| Safety glasses, face shield | EN 166 | Eye protection · Face shields |
| Ear plugs / ear muffs | EN 352-2 / EN 352-1 | Hearing protection |
| Dust mask (FFP1, FFP2, FFP3) | EN 149 | Respiratory protection |
| Work gloves (mechanical risks) | EN 388 | Work gloves |
| Electrical insulating gloves | EN 60903 (IEC 60903) | Electrical insulating gloves |
| Safety shoes and boots | EN ISO 20345 | Safety shoes · Safety boots |
| High-visibility clothing (reflective vest) | EN ISO 20471 | Vests |
| Rain jacket | EN 343 | Work rainwear |
| Full body harness | EN 361 | Fall protection equipment |
For detailed selection guidance: Safety Equipment (PPE) Guide · How to read a safety shoe label · Electrical insulating gloves guide
It is a record showing the type, quantity, size and issue date of the personal protective equipment handed over to an employee, signed by both the person issuing it and the person receiving it. It usually also includes a statement that the employee has been informed about how to use the PPE.
The PPE Regulation and Law No. 6331 do not prescribe a document called an "issue record". However, a written record of issue is commonly kept to show that the employer has fulfilled its obligations to provide PPE free of charge and to give information and training.
Under the Regulation, PPE is provided by the employer free of charge (Art. 6/1-e). Law No. 6331 also states that the cost of occupational health and safety measures cannot be passed on to employees (Art. 4/4). For special cases such as loss or deliberate damage, consult your legal adviser.
The legislation does not set a single period. The service life is determined by the risk, frequency of exposure, working environment and the performance of the equipment. Equipment is checked before each use and replaced when necessary. Follow the service life and replacement information in the manufacturer's user instructions. You can enter this information in the "Note / replacement" field of the record. Examples: safety helmet service life · EN 388 glove levels · safety shoe size chart.
We have not found a specific retention period for PPE issue records in the legislation. The Labour Law (No. 4857, Art. 75) requires the employer to keep a personnel file for each employee and to retain documents. Set the retention period in line with your workplace's OHS procedure and your legal adviser's guidance.
No. The tool runs entirely in your browser; details such as names and employee ID numbers are not sent to or stored by Vitrin Online. They are deleted when you close the page.
Send us the list from your record and we will prepare a written quotation by product, size and quantity. Stock availability and lead time are stated separately in the quotation.
Corporate bulk order request · Order planner · PPE selection matrix (Annex 3)
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