PPE Assessment for Small Businesses: What You Need and How to Do It
TL;DR — Personal protective equipment (PPE) is the last resort in the hierarchy of controls, not the first thing you reach for. But when you do need it, you’re legally required to assess what’s necessary, provide it free of charge, and document the whole thing. This guide walks you through how to carry out a PPE assessment for a small business, what the law says in the UK and Ireland, which PPE is typically needed by trade, and how to avoid the mistakes that get businesses fined. If you want a head start, our Pro kits include a pre-filled PPE assessment for your trade.
Introduction: Why Most Small Businesses Get PPE Wrong
Here’s a scene that plays out in small businesses every single day: someone identifies a hazard — chemical splashes, loud machinery, flying debris — and the immediate response is to buy a box of gloves or a pack of ear plugs. Job done, right?
Not quite. PPE is the last line of defence, not the first. It sits at the very bottom of the hierarchy of controls, and the law expects you to exhaust every other option before you hand someone a pair of safety goggles and call it sorted.
Yet most sole traders and micro businesses (one to five staff) skip straight to PPE because it feels like the quickest fix. The problem is, this approach fails on two fronts. First, it doesn’t actually control the hazard — it just puts a barrier between the hazard and the person. Second, if an inspector asks to see your PPE assessment and you can’t show that you considered alternatives first, you’re in trouble.
This guide is written for sole traders and small businesses across the trades — whether you run a cleaning business, a landscaping company, a beauty salon, or a dog grooming parlour. We’ll cover the legal requirements, show you how to carry out a proper PPE assessment step by step, and list the specific PPE typically needed by trade.
If you haven’t already completed your general risk assessment, do that first. Your PPE assessment flows directly from it.
Legal Requirements for PPE
The law on PPE is broadly similar in the UK and Ireland, but the specific regulations differ. Here’s what applies to you.
United Kingdom
The primary legislation is the Personal Protective Equipment at Work Regulations 1992, which were significantly amended in 2022. These sit beneath the Health and Safety at Work etc. Act 1974 (HSWA) and work alongside the Management of Health and Safety at Work Regulations 1999 (MHSWR) and the Control of Substances Hazardous to Health Regulations 2002 (COSHH).
What the 2022 amendment changed — and this is important if you use any workers who aren’t direct employees — is that the PPE Regulations now extend to limb (b) workers. Before April 2022, only employees had the right to be provided with PPE. Now, the duty covers:
- Self-employed workers engaged by you
- Agency workers
- Casual workers and those on zero-hours contracts
- Anyone who falls under the definition of a “worker” in section 230(3) of the Employment Rights Act 1996
If you hire a casual helper for a weekend landscaping job, you must assess and provide their PPE just as you would for a full-time employee. This catches out a lot of small businesses.
Ireland
In the Republic of Ireland, PPE requirements are set out in the Safety, Health and Welfare at Work Act 2005 and the Safety, Health and Welfare at Work (General Application) Regulations 2007, specifically Part 2, Chapter 3 which deals with personal protective equipment.
The obligations are closely aligned with EU directives and in practical terms mirror the UK requirements. Employers must assess, provide, maintain, and replace PPE, and ensure workers are trained in its use.
Your Duties as an Employer (or Self-Employed Person)
Regardless of which jurisdiction you’re in, the core duties are:
- Assess — Identify where PPE is needed based on your risk assessments
- Provide — Supply suitable PPE that fits the individual worker
- Maintain — Keep PPE in good working order through inspection, cleaning, and repair
- Replace — Replace PPE that is damaged, worn, or expired
- Train — Ensure every worker knows how to use, store, and check their PPE
- Ensure use — Monitor that PPE is actually being worn when required
PPE must be provided free of charge to workers. You cannot ask employees or workers to buy their own safety boots, gloves, or eye protection. This is a legal requirement, not a nice-to-have.
If you’re a sole trader with no staff, you still need to assess your own PPE needs. The HSWA 1974 and the SHWW Act 2005 both place duties on the self-employed to conduct their work safely — and that includes wearing appropriate PPE where the risk assessment identifies it as necessary.
For a broader overview of your legal obligations, see our health and safety for small businesses guide.
The Hierarchy of Controls: Why PPE Comes Last
Before you can assess what PPE you need, you need to understand why it’s the last resort. The hierarchy of controls is a framework used in every risk assessment, and it looks like this:
| Priority | Control Type | Example |
|---|---|---|
| 1 (Best) | Eliminate the hazard | Stop using the hazardous substance entirely |
| 2 | Substitute with something less hazardous | Switch from solvent-based to water-based paint |
| 3 | Engineering controls | Install local exhaust ventilation, machine guarding, enclosures |
| 4 | Administrative controls | Safe working procedures, training, signage, job rotation |
| 5 (Last) | PPE | Gloves, goggles, masks, ear defenders |
Each level is less effective than the one above it. Eliminating a hazard removes the risk entirely. PPE, by contrast, only works if the right kit is selected, it fits properly, it’s worn correctly every single time, and it’s in good condition. That’s a lot of “ifs.”
Why this matters for your PPE assessment: You must be able to demonstrate that you’ve worked through the hierarchy before landing on PPE. An inspector who sees “provide gloves” as your only control measure for chemical handling will want to know whether you considered using less hazardous chemicals, installing better ventilation, or changing the process. If you can’t show that you’ve thought about it, the assessment is inadequate.
Your risk assessments and COSHH assessments should already document the hierarchy of controls for each hazard. The PPE assessment picks up where those leave off — it deals with the residual risk that remains after you’ve applied every reasonably practicable higher-level control.
How to Carry Out a PPE Assessment
Here’s the step-by-step process. It’s more straightforward than most people expect, especially if your risk assessments are already in order.
Step 1: Review Your Risk Assessments and COSHH Assessments
Your PPE assessment doesn’t start from scratch. It starts with the hazards you’ve already identified in your risk assessments and COSHH assessments.
Pull out every hazard where “provide PPE” appears as a control measure. These are the items your PPE assessment needs to cover. Common examples include:
- Chemical splashes to skin or eyes
- Inhalation of dust, fumes, or vapours
- Noise exposure above 80 dB (action level) or 85 dB (mandatory PPE)
- Impact injuries to head, feet, or hands
- Cuts and abrasions
- Slips on wet surfaces
Step 2: Confirm Higher Controls Are in Place
For each hazard on your list, check that you’ve genuinely considered controls higher up the hierarchy. Ask yourself:
- Can I eliminate this hazard entirely?
- Can I substitute a less hazardous material or process?
- Are there engineering controls I could install (ventilation, guards, barriers)?
- Are there administrative controls in place (procedures, training, rotation)?
Document your reasoning. Even a short note — “Solvent-based cleaner cannot be substituted; water-based alternative does not remove industrial grease effectively” — is enough. The point is to show the thought process.
Step 3: Identify What Body Parts Are at Risk
For each residual hazard, map it to the part of the body that needs protection:
| Body Part | Hazard Examples |
|---|---|
| Hands | Chemical contact, cuts, abrasion, burns, vibration |
| Eyes | Splashes, flying particles, dust, UV radiation |
| Head | Falling objects, impact with fixed objects |
| Feet | Falling objects, puncture from below, slips |
| Ears | Noise above 80 dB |
| Lungs | Dust, fumes, vapour, mist |
| Skin/Body | Chemical splashes, contamination, weather exposure |
| Legs | Chainsaw contact, cuts |
Step 4: Select Appropriate PPE
This is where the detail matters. PPE must be:
- The right type for the hazard (not all gloves protect against all chemicals)
- The right standard (look for EN standard numbers — more on this below)
- The right fit for the individual (PPE must fit each worker, not just be “medium for everyone”)
- Compatible with other PPE being worn (a dust mask must work with safety goggles, for example)
We’ll cover trade-specific PPE selections in the next section.
Step 5: Document the Assessment
Your PPE assessment should record:
- The hazard
- The body part at risk
- The PPE selected (including type, standard, and specification)
- Who needs it (roles or names)
- How it will be provided and maintained
- Training requirements
- Review date
This doesn’t need to be complicated. A simple table or form is fine. What matters is that it exists, it’s specific, and it’s kept up to date.
Step 6: Provide, Train, and Monitor
Once you’ve documented the assessment:
- Provide the PPE to each worker (and record that you’ve done so)
- Train them on how to use it correctly (covered in detail below)
- Monitor that it’s being worn and maintained
- Review the assessment whenever circumstances change — new chemicals, new tasks, new equipment, or after an incident
Our Pro kits (£79) include a pre-filled PPE assessment for your trade. The hazards, body parts, and PPE selections are already completed based on the most common risks in your industry — you just review, adjust for your specific situation, and sign. See kits or download a free sample.
PPE by Trade: What’s Typically Needed
Every business is different, but here’s what’s commonly required for the trades we work with most. Use this as a starting point for your assessment, not a substitute for it — your specific risks may vary.
Cleaning Businesses
Cleaners face chemical exposure as their primary PPE hazard, particularly during mixing, decanting, and applying cleaning products. See our full health and safety guide for cleaning businesses for broader context.
| Body Part | PPE Required | Standard | Notes |
|---|---|---|---|
| Hands | Chemical-resistant gloves (nitrile) | EN 374 | Must be rated for the specific chemicals used — check the SDS |
| Eyes | Safety goggles or splash-proof glasses | EN 166 | Required when mixing or decanting chemicals |
| Feet | Non-slip safety shoes | EN 20345 | Particularly for commercial cleaning on hard floors |
| Lungs | FFP2 or FFP3 respirator mask | EN 149 | Required for mixing bleach or strong chemicals in enclosed spaces |
| Skin | Chemical-resistant apron | EN 14605 | For chemical handling, decanting, and mixing |
Key point: Not all gloves resist all chemicals. A standard nitrile glove may offer no protection against certain solvents. Always check the safety data sheet (SDS) for each product and cross-reference it with the glove manufacturer’s chemical resistance chart. Your COSHH assessment should specify the glove type for each substance.
Landscaping Businesses
Landscaping carries a wide range of physical hazards — noise, impact, cuts, and chemical exposure from herbicides and pesticides. Our landscaping health and safety guide covers the full picture.
| Body Part | PPE Required | Standard | Notes |
|---|---|---|---|
| Hands | Cut-resistant gloves | EN 388 | For hedge cutting, handling thorny material |
| Hands | Chemical-resistant gloves | EN 374 | For herbicide and pesticide application |
| Eyes | Safety glasses | EN 166 | For strimming, chainsaw work, hedge cutting |
| Ears | Hearing protection (ear defenders or plugs) | EN 352 | Mandatory above 85 dB — mowers, chainsaws, strimmers |
| Head | Safety helmet | EN 397 | For chainsaw and tree work |
| Head | Forestry helmet with visor and ear defenders | EN 397 + EN 1731 + EN 352 | Integrated protection for chainsaw operations |
| Feet | Safety boots with steel toe and midsole | EN 20345 S3 | General landscaping work |
| Feet | Chainsaw boots | EN 17249 Class 1+ | Required for all chainsaw operations |
| Legs | Chainsaw trousers | EN 381-5 Class 1+ | Required for all chainsaw operations |
| Body | High-visibility clothing | EN 20471 Class 2+ | For any work near roads or traffic |
| Lungs | FFP2 respirator mask | EN 149 | For herbicide and pesticide spraying |
Key point: Chainsaw PPE is non-negotiable. If anyone in your business uses a chainsaw — even occasionally — they need the full complement: helmet with visor and ear defenders, chainsaw trousers, and chainsaw boots at minimum. This is one area where inspectors show zero tolerance.
Beauty Salons
Beauty treatments involve chemical exposure (hair dye, bleach, nail products, adhesives) and biological hazards. See our beauty salon health and safety guide for the wider picture.
| Body Part | PPE Required | Standard | Notes |
|---|---|---|---|
| Hands | Nitrile gloves (not latex) | EN 374 | For hair dye, bleach, chemical treatments — nitrile avoids latex allergy risk |
| Eyes | Safety glasses | EN 166 | For chemical mixing and lash adhesive application |
| Lungs | FFP2 respirator mask | EN 149 | For acrylic nail dust and spray tanning |
| Skin | Chemical-resistant apron | EN 14605 | For colour treatments and chemical services |
Key point: Always use nitrile gloves, not latex. Latex allergies are common and can develop with repeated exposure — a serious occupational health risk for salon workers. Nitrile offers equivalent or better chemical resistance without the allergy risk.
Dog Groomers
Dog grooming combines physical hazards (bites, scratches), noise from high-velocity dryers, wet and slippery surfaces, and chemical exposure from shampoos and treatments. Our dog grooming health and safety guide covers the full range.
| Body Part | PPE Required | Standard | Notes |
|---|---|---|---|
| Hands | Bite-resistant gloves | — | For handling aggressive or anxious dogs |
| Hands | Nitrile gloves | EN 374 | For chemical handling (medicated shampoos, flea treatments) |
| Eyes | Safety glasses | EN 166 | For high-velocity drying (debris, fur, water) |
| Ears | Hearing protection | EN 352 | High-velocity dryers can exceed 100 dB — well above the mandatory action level |
| Feet | Non-slip shoes | EN 20345 | Essential for wet grooming parlour floors |
| Skin | Waterproof apron | — | For bathing and drying |
Key point: Hearing damage from high-velocity dryers is an underestimated risk in dog grooming. These dryers can produce noise levels above 100 dB — significantly above the 85 dB threshold where hearing protection becomes mandatory. Ear defenders or moulded ear plugs should be worn every time the dryer is running.
PPE Standards and CE/UKCA Marking
When you’re selecting PPE, you’ll encounter EN standard numbers on the packaging and documentation. These tell you exactly what the equipment has been tested and certified for.
What EN Standards Mean
EN (European Norm) standards are harmonised testing standards that set performance requirements for PPE. For example:
- EN 374 — Protection against chemicals and micro-organisms (gloves)
- EN 388 — Protection against mechanical risks (gloves) — rated for abrasion, cut, tear, and puncture
- EN 166 — Personal eye protection
- EN 352 — Hearing protectors
- EN 149 — Filtering half masks (FFP1, FFP2, FFP3)
- EN 397 — Industrial safety helmets
- EN 20345 — Safety footwear
- EN 20471 — High-visibility clothing
Always check that the PPE you purchase carries the correct EN standard for the hazard you’ve identified. A glove rated to EN 388 (mechanical) won’t protect against chemicals — you need EN 374 for that.
CE Marking vs UKCA Marking
This is where Brexit has added a layer of complexity:
- CE marking — Required for PPE sold in the EU and Ireland. Indicates conformity with EU PPE Regulation 2016/425.
- UKCA marking — Required for PPE sold in Great Britain (England, Scotland, Wales). Indicates conformity with the UK’s PPE regulations.
In practice, the UK government has extended the deadline for mandatory UKCA marking several times, and CE-marked PPE remains accepted in Great Britain for the time being. However, you should always check the current position, as this may change. For Northern Ireland, CE marking continues to apply under the Windsor Framework.
Bottom line: Buy from reputable UK or EU suppliers, check for the correct EN standard, and ensure the marking (CE or UKCA) is present. Avoid unbranded PPE from marketplace sellers that may not meet the required standards.
PPE Categories
PPE is classified into three categories based on the severity of the risk it protects against:
| Category | Risk Level | Examples | Certification |
|---|---|---|---|
| Category I | Minimal risk | Gardening gloves, sunglasses | Self-certified by manufacturer |
| Category II | Intermediate risk | Safety glasses, hard hats, safety boots | Tested by a notified body |
| Category III | Serious, irreversible, or fatal risk | Respiratory protection, fall protection, chainsaw PPE | Tested by notified body + ongoing production audit |
Most PPE used in the trades we’ve discussed falls into Category II or III. Category III PPE (respiratory protection, chainsaw gear) requires the most rigorous testing and certification — never cut corners on it.
PPE Maintenance and Replacement
Providing PPE is only the beginning. You’re also responsible for keeping it in working condition.
Inspection Schedule
Set up a regular inspection routine — the frequency depends on the type of PPE and how often it’s used:
- Daily (before each use): Respiratory equipment, chainsaw PPE, harnesses
- Weekly: Gloves, safety glasses, ear defenders
- Monthly: Safety boots, hard hats, high-vis clothing
Workers should be trained to check their PPE before each use and report any defects immediately.
Storage Requirements
PPE must be stored properly to maintain its protective properties:
- Keep in a clean, dry location away from direct sunlight and chemicals
- Store respiratory equipment in sealed bags or cases to prevent contamination
- Hang high-vis clothing rather than folding (maintains reflective strip integrity)
- Keep safety glasses in cases to prevent lens scratches
Replacement Criteria
Replace PPE when:
- It’s damaged — cracks in goggles, holes in gloves, worn soles on safety boots
- It’s worn beyond its useful life — materials degrade with use and UV exposure
- Filters or cartridges have expired — respiratory equipment has shelf lives and use-by dates
- It no longer fits — weight changes, different workers
- After a significant impact — hard hats and safety footwear must be replaced after absorbing a blow, even if no visible damage is apparent
Records of PPE Issued
Keep a simple log of what PPE has been issued to each worker, including:
- Worker name
- PPE item and specification
- Date issued
- Condition at issue
- Signature of receipt
This provides evidence of compliance if you’re ever inspected or face an insurance claim.
Training on PPE Use
Providing PPE without training is like handing someone a fire extinguisher without telling them how it works. The law requires you to train workers on every item of PPE they’re issued.
Training should cover:
How to Use PPE Correctly
- Putting on (donning) — correct sequence, adjustments for fit
- Adjusting — straps, headbands, nose clips, seal checks for masks
- Removing (doffing) — correct sequence to avoid contamination (especially gloves after chemical handling)
- Fit testing — for tight-fitting respiratory equipment (FFP3 masks), a formal fit test is required to ensure an adequate seal
Limitations of the PPE
Workers need to understand what their PPE does and doesn’t protect against:
- Nitrile gloves resist many chemicals but not all solvents — check the SDS
- FFP2 masks filter particulates but don’t protect against gases or vapours
- Safety glasses protect against impact but not chemical splashes (goggles are needed for that)
- Ear plugs reduce noise by a specific number of decibels — they don’t eliminate it
When to Report Defects
Make it clear that workers should report:
- Cracks, tears, holes, or other damage
- Straps or adjustments that no longer hold
- Discomfort or poor fit (PPE that’s uncomfortable won’t be worn)
- Any reduction in effectiveness (e.g., a respirator that feels harder to breathe through)
Chemical-Glove Compatibility
This deserves its own mention because it’s one of the most common mistakes. Not all gloves protect against all chemicals. A nitrile glove that’s perfectly adequate for diluted cleaning chemicals may offer zero protection against concentrated solvents. Your COSHH assessments should specify the correct glove type for each substance, based on the manufacturer’s chemical resistance data and the product’s safety data sheet.
Common PPE Mistakes
These are the errors we see most often in small businesses. Avoid all of them:
-
Jumping straight to PPE without considering the hierarchy of controls. This is the single most common failure. You must show you’ve considered elimination, substitution, engineering controls, and administrative controls before reaching for PPE.
-
Wrong type of PPE for the hazard. Latex gloves for chemical handling. Safety glasses instead of goggles for liquid splashes. An FFP1 mask where an FFP3 is needed. Always match the PPE to the specific hazard.
-
One-size-fits-all approach. PPE must fit the individual. A pair of medium gloves won’t protect someone with large hands if they split at the seams. Tight-fitting respiratory equipment must be fit-tested for each wearer.
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Not replacing worn or damaged PPE. Worn-out safety boots, scratched goggles, and degraded gloves offer a false sense of security. Replace them.
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No training on correct use. PPE that’s worn incorrectly — a mask without a proper seal, gloves put on over contaminated skin — can be worse than no PPE at all because it creates a false sense of protection.
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Not documenting the PPE assessment. If it’s not written down, it didn’t happen — at least as far as an inspector is concerned. Your assessment must be recorded.
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Expecting workers to buy their own PPE. This is illegal. PPE must be provided free of charge by the employer. The only exception is footwear or clothing that’s also used outside work, and even then the position is nuanced — when in doubt, provide it.
Make sure you’re also ticking off the rest of your obligations with our health and safety compliance checklist.
What Inspectors Look For
If an HSE inspector (UK) or HSA inspector (Ireland) visits your business, PPE is one of the things they’ll check. Here’s what they typically look for:
- A documented PPE assessment — not just a risk assessment that mentions PPE, but a specific assessment of what PPE is needed and why
- Evidence that the hierarchy of controls has been followed — they want to see that PPE is genuinely the last resort, not the first
- PPE that matches the hazards — correct type, correct standard, correct fit
- CE or UKCA marking on all PPE, with the correct EN standard numbers
- Records of PPE issued to workers
- Evidence of training — training records, signed acknowledgements
- PPE in good condition — they’ll look at the actual equipment being used, not just the paperwork
- Workers actually wearing it — they’ll observe work in progress
- Maintenance and replacement records — evidence that PPE is being inspected and replaced when needed
An inspector who finds workers using damaged PPE, the wrong type of PPE, or no PPE at all where the assessment says it’s required will take a dim view. Enforcement action can range from verbal advice to an improvement notice, a prohibition notice (stopping work immediately), or prosecution for serious breaches.
The good news is that most small businesses that have done the assessment properly and can produce the paperwork will sail through an inspection. It’s the businesses that have done nothing — or done it badly — that face problems. For more on what to expect, see our guide on what happens during a health and safety inspection.
Summary
A PPE assessment for a small business doesn’t need to be complicated, but it does need to be done properly. Here’s the process in brief:
- Start with your risk assessments and COSHH assessments — these tell you where PPE is needed
- Confirm you’ve worked through the hierarchy of controls — PPE is the last resort
- Identify what body parts are at risk for each residual hazard
- Select the right PPE — correct type, correct EN standard, correct fit
- Document everything — the assessment, the PPE selected, the reasons
- Provide PPE free of charge and record what’s been issued
- Train every worker on correct use, limitations, and defect reporting
- Maintain, inspect, and replace PPE on a regular schedule
- Review the assessment whenever circumstances change
Get this right and you’ll have a solid defence against both workplace injuries and regulatory action. Get it wrong — or don’t do it at all — and you’re exposed on both fronts.
Browse all kits at /kits/ — from £49 for a complete compliance set. Each kit includes risk assessments, COSHH assessments, PPE assessments, policies, and checklists tailored to your specific trade. Everything you need to be compliant, in one purchase.