Method and limits
This report gives an original planning framework using the official sources below. It is not a statutory interval table, a survey of client buildings or a legal sign-off. Establish which requirements apply with competent advice; do not treat a generic five-year, annual or monthly reminder as proof that a particular duty has been met.
Build the calendar from the premises
Identify building ownership and the boundaries of landlord, occupier and provider control. Inventory the systems and spaces that need assessment. Collect current reports, service records, recommendations and missing-document issues before entering dates into software.
- Record the asset or area and its responsible owner.
- State the applicable requirement or assessment basis.
- Distinguish inspection, maintenance, examination and remedial work.
- Name the competent person or provider needed for the task.
A calendar record that can be checked
| Field | What to enter | Reason |
|---|---|---|
| Task and asset | Specific activity and identified equipment or area[1] | Avoid one reminder covering unrelated systems |
| Interval basis | Applicable requirements and competent assessment[1] | Equipment use and risk may affect the plan |
| Access and preparation | Permissions, isolation and work coordination[2] | An inaccessible task is not a completed task |
| Findings and follow-up | Report link, defects, owner and next action[2] | Completion of a visit need not close recommendations |
Check the relevant source, not a universal interval
For equipment inspection, HSE describes risk-based frequency informed by manufacturer recommendations and experience. Its electrical FAQ also explains why annual PAT is not a universal legal requirement. Use the appropriate source for the particular asset rather than copying an interval from another building.
Fire, asbestos and water responsibilities depend on the premises and the dutyholders involved. Keep the relevant assessment, plan, records and actions together. Our compliance-record checklist links the official context and helps organise those documents; it does not determine the legal regime for the premises.
Report exceptions and review after changes
Show overdue, deferred and inaccessible work separately. Give each exception a risk priority, an owner, the reason and an agreed next step. Explain any interim measures and who authorised them. A high percentage of completed visits should not conceal an unresolved high-consequence item.
Review the calendar after equipment changes, altered use, faults or new findings. Update the asset register and link the new records to the old ones. At mobilisation and contract exit, check that the client can retrieve the data and understand what remains open.
Frequently asked questions
Is a generic calendar evidence of compliance?
No. The applicable tasks, competence, intervals and records need to be established for the actual premises. The calendar is a way to organise that work, not a legal conclusion.
Does every portable appliance need annual PAT?
HSE explains that annual PAT is not automatically required. The inspection and testing approach needs to reflect the equipment and risk; follow the official electrical guidance.
Sources
- [1] HSE, Accessed 2026. HSE: Inspection of work equipment
- [2] HSE, Accessed 2026. HSE: Maintenance of work equipment
- [3] HSE, Accessed 2026. HSE: Portable appliance testing questions