Hot works permit template: UK checklist, fire watch times and how to use it on site featured image
Templates & Resources

Hot works permit template: UK checklist, fire watch times and how to use it on site

TrainAR Team 1 month ago 6 min read

Category: Templates & Resources • Niche: Compliance templates, fire safety, small contractors

Hot works permit clipboard, extinguishers and a phone timer for fire watch on a UK refurbishment site

Contents

Who this is for

Small UK contractors, maintenance teams and site supervisors who need a simple, compliant way to control any task that creates heat or sparks: welding, cutting, brazing, soldering, grinding, heat guns and torch-on roofing. This guide focuses on UK HSE guidance and what UK insurers expect.

Quick answer

  • If a job produces heat, flames or sparks and you cannot eliminate it, you should control it with a permit to work. HSE points to permit systems for hot work in construction and sets clear controls for before, during and after the work. See HSE Fire safety in construction and HSG250 on permit-to-work systems.
  • UK insurers commonly require a documented hot work permit and recorded post-work fire watch. If you ever have a fire claim, missing permit paperwork can cause major headaches with your insurer.

Useful references:

  • HSE Fire safety in construction (HSG168)
  • HSE Guidance on permit-to-work systems (HSG250)

Free hot works permit template

Copy this into Word or Google Docs and print. Add your logo and project details. It follows HSE principles and aligns with typical UK insurer requirements.

HOT WORKS PERMIT (UK)
Project / Site: ___________________________  Location: ______________________________
Permit No: __________  Date: __________  Start time: ______  End time (validity): ______

Task description (specific): ______________________________________________________
Trade / Company: _______________________  Supervisor (on site): _____________________
Hot work method:  Welding  Cutting  Brazing  Soldering  Grinding  Heat gun  Roofing torch  Other: ______

Pre-work checks (issuer to confirm ✓)
[ ] RAMS reviewed and suitable for this task/location/date
[ ] Area cleared of combustibles (incl. below/above/adjacent voids)
[ ] Floors/penetrations/soft strips protected (non-combustible covers)
[ ] Fire detection isolated if needed (time window agreed) and re-enablement plan set
[ ] At least 2 suitable extinguishers in place and operatives briefed
[ ] Continuous fire watch nominated (name): __________________ Mobile: ______________
[ ] Nearby permits/works checked for conflicts (incl. roofing/timber frame)
[ ] Weather/wind/ventilation considered (if external)

Controls during work (operatives to confirm ✓)
[ ] Keep area under continuous fire watch during hot work and any breaks
[ ] Maintain good housekeeping and spark containment (screens/guards)
[ ] Stop if conditions change (wind, materials, detection isolation window expiring)

On completion (fire watch & sign-off)
Hot work stopped at: ________    Area cleared and cool to touch: ________
Continuous fire watch end (≥60 min): ________
Intermittent checks complete (usually to 120 min): ________  By: __________________
Final check made by thermal imaging (if available):  Yes / No   Time: ________
Fire detection re-enabled at: ________   By: __________________ (name/company)

Authorisations
Permit Issuer (competent person): __________________  Signature: __________  Time: ____
Hot Work Supervisor: __________________  Signature: __________  Time: ____
Fire Watcher: __________________  Signature: __________  Time: ____
Permit closed by: _________________  Signature: __________  Date/Time: ________
Notes: __________________________________________________________________________

Hot works permit flow: request, RAMS check, isolate, issue, fire watch 60 minutes, final checks 120 minutes, close permit

What this template covers

  • Specific task, location and time window (no blanket permits)
  • RAMS and adjacent area checks (above, below, behind walls/voids)
  • Isolation and re-enablement of alarms where needed
  • Minimum two extinguishers to hand
  • Named continuous fire watch during work and afterwards
  • Recorded post-work checks and close-out

How to run it step by step

  1. Decide if you can avoid hot work. Can you use cold cuts or prefabrication off site? HSE advises eliminating hot work where possible.
  2. Write or review RAMS for the exact location and task. Add how you will protect adjacent voids and contain sparks.
  3. Prep the area. Remove combustibles, protect floors and voids, position at least two suitable extinguishers, and set up screens/guards.
  4. Coordinate alarms. If you must isolate detection, agree a time window and re-enable immediately after close-out.
  5. Issue the permit. Name the supervisor and the fire watcher. Set a clear validity period (often one shift). No permit, no hot work.
  6. Do the work under continuous fire watch. Stop if conditions change or controls lapse.
  7. Post-work fire watch. Record a continuous 60 minutes at minimum, with further checks to around 120 minutes, or longer for higher-risk substrates like timber frame or torch-on roofing.
  8. Close the permit. Re-enable alarms, record final checks and thermal imaging if used, sign off and file.

Fire watch times in the UK

Insurer expectations broadly align with HSE’s call to keep watching after the work stops. Typical UK positions:

  • Standard hot work indoors: 60 minutes continuous fire watch after hot work stops, plus intermittent checks up to at least 120 minutes. Aviva’s procedure and Loss Prevention Standard set out this approach and advise extending where risk is higher.
  • Timber frame / timber clad, or cavity-rich areas: extend significantly. Aviva notes a minimum combined watch of 4 hours in and around timber framed/clad structures.
  • Torch-on roofing: Zurich advises longer checks (often 120 minutes) because hidden ignition is a known risk.

Links:

  • Aviva Hot Work Permit Procedure and Hot Work Operations guidance
  • Zurich Hot Works guidance and Smart Permit overview
  • HSE Fire safety in construction (watch after-work, make checks 2 hours after and complete hot work at least 2 hours before end of day)

Evidence to keep for insurers

  • Signed permit with named issuer, supervisor and fire watcher
  • Times: hot work stopped, continuous watch end, final checks made and alarms re-enabled
  • Photos of the setup (extinguishers, screens) and any thermal images
  • RAMS copy, and any alarm isolation certificate or email from the fire alarm maintainer
  • If roofing or timber frame: extra notes on extended watch duration and who checked when

Common mistakes and how to avoid them

  • Blanket permits for a whole site or week. Always issue per task, location and time window.
  • No checks in adjacent voids. Sparks travel; check above ceilings, behind linings, and below floors.
  • Fire watch leaves early. Record names and times and schedule the final 120 minute check.
  • Forgetting to re-enable detection. Put a calendar reminder and record who re-enabled and when.
  • No extinguishers in reach. Keep at least two suitable units to hand and brief the team.

What are people saying on Reddit?

A recent thread from site supervisors highlights two practical points: notify building management early so alarms can be put in test, and if it is your site, make sure your own hot work policy and permit are in place before any sparks start.