A failed kettle in a staff kitchen is rarely just a kettle problem. It can point to damaged cables, unsuitable equipment, poor storage or a testing programme that no longer reflects how the premises are used. A PAT risk assessment helps duty holders identify these issues and apply proportionate controls before they become an injury, disruption or avoidable compliance concern.
For businesses, schools, healthcare settings and managed properties, the aim is not to test every appliance at the same interval. It is to make informed decisions about electrical equipment, the people using it and the conditions it is used in. That approach supports safety while keeping disruption and unnecessary testing costs under control.
What is a PAT risk assessment?
Portable Appliance Testing, commonly known as PAT, is one part of maintaining electrical equipment safely. It normally combines a formal visual inspection with electrical tests where appropriate. A PAT risk assessment is the process used to decide what level of inspection and testing is suitable, how often it should take place, and which appliances need the closest attention.
The Electricity at Work Regulations 1989 require employers, duty holders and those in control of premises to maintain electrical systems so far as reasonably practicable to prevent danger. They do not set a fixed annual PAT testing rule for every item. This is why a site-specific assessment matters. A low-use desktop monitor in a locked office does not carry the same level of risk as a frequently moved extension lead in a workshop, classroom or communal area.
A suitable assessment should consider the appliance itself, its environment, how it is used and the likelihood that damage would be noticed before it causes harm. It should lead to a clear, documented testing and inspection plan rather than a blanket schedule based on habit.
Why one testing interval does not suit every site
Using the same PAT interval for all equipment can create two problems. Testing too often can add cost and interrupt operations without materially improving safety. Testing too infrequently can leave heavily used or higher-risk equipment in service after its condition has changed.
Risk is usually higher where equipment is portable, moved regularly, used by many people, exposed to dust or moisture, or subject to physical wear. Equipment used by members of the public, pupils, patients or visitors may also need more careful control because users may not recognise damage or know how to report it.
By contrast, permanently located IT equipment in a clean, supervised office may only need periodic formal inspection alongside regular user checks. The appropriate interval depends on the actual site conditions, previous defects, equipment type and the controls already in place.
What to consider during a PAT risk assessment
A practical assessment starts with an accurate picture of the premises. This can be informed by a pre-job discussion, an on-site survey where needed and a review of existing asset records. The assessor should not simply count plugs. They should understand how the equipment is used.
Key questions include:
- What appliances are present, and are they portable, handheld, stationary or IT equipment?
- Who uses them, including employees, contractors, pupils, residents or visitors?
- Are appliances used in offices, kitchens, workshops, plant rooms, care environments or outdoor areas?
- How often are items moved, transported or connected and disconnected?
- Is there evidence of damaged plugs, cables, casings, extension leads or overloaded adaptors?
- Have previous inspections identified recurring defects or poor equipment management?
The environment can change the assessment significantly. A portable fan in a dry office may be low risk. The same appliance used near water, in a dusty maintenance area or in accommodation with frequent occupant turnover may need closer inspection. Likewise, chargers and leads can be more vulnerable than the appliance they serve, particularly where equipment is shared or regularly moved between rooms.
Equipment ownership also matters. Staff-owned appliances, visitor chargers and contractor equipment can enter a site without appearing on the main asset register. A clear policy for bringing electrical items onto the premises helps prevent uninspected equipment from being used without suitable checks.
Turning findings into a workable testing plan
The output of a PAT risk assessment should be simple enough to manage. It should identify inspection and testing frequencies by equipment category or area, set out who is responsible for checks and explain what happens when a defect is found.
Many sites benefit from separating routine user checks, formal visual inspections and combined inspection and testing. Users can often spot obvious damage before use: cracked plugs, exposed wiring, loose cables, scorching, damaged casings or signs of overheating. They need to know that an item with visible damage must be removed from use and reported, not taped up and returned to service.
Formal visual inspections are particularly valuable because many faults are visible without electrical testing. Electrical tests can then provide additional assurance for equipment where the risk assessment indicates they are appropriate. The exact programme should be based on risk, not on an assumption that a pass label alone proves an appliance is safe indefinitely.
Where equipment fails, it should be clearly labelled, removed from use and either repaired by a competent person or disposed of. Records should show the fault, the action taken and whether the item has been retested before being returned to service. This creates an auditable trail and helps identify repeat problems, such as a particular area damaging leads or an unsuitable extension lead arrangement.
Records that support compliance and day-to-day control
Good records are useful long after the engineer leaves site. They allow facilities teams to demonstrate that equipment has been assessed, defects have been dealt with and testing intervals have a sensible basis. They also make future visits more efficient, especially across multi-room or multi-site estates.
A useful record set normally includes an appliance inventory, test results, inspection dates, asset identifiers, failed-item details and the reason for the chosen inspection frequency. It should also record any changes to the premises that may affect risk, such as a new workshop area, a refurbishment, different users or an increase in shared equipment.
Labels can help staff identify tested equipment at a glance, but the label is only one part of the control measure. It does not replace visual checks, safe use instructions or a process for reporting defects between scheduled visits.
Common gaps that increase electrical risk
The most common gaps are often operational rather than technical. Extension leads become permanent solutions, multi-way adaptors are overloaded, cables are trapped in doors, and appliances are used in areas for which they were not intended. These issues can develop after a testing visit, which is why staff awareness and routine checks matter.
Another frequent issue is treating PAT as a substitute for fixed-wire inspection. Portable appliance testing covers movable electrical equipment and associated leads. It does not replace Electrical Installation Condition Reports for the fixed installation, including distribution boards, sockets and permanent wiring. Both areas need appropriate maintenance, but they address different risks.
It is also worth reviewing equipment that has been stored for a long period, returned after repair or brought in from another site. Its previous label may not reflect its current condition or the environment in which it will now be used.
Choosing a competent PAT service provider
A competent provider should be able to explain the proposed programme in practical terms, not just offer a standard price per item. Ask how they assess the site, how failed items are controlled, what records you will receive and how they will minimise disruption to staff, residents, pupils or patients.
Qualifications, experience and suitability for the setting matter. For sites where engineers will work around children or vulnerable people, DBS clearance can be an important assurance. City & Guilds qualified engineers provide further confidence that testing is completed by people with the relevant technical training.
Janus Safety Solutions plans work around the needs of each site and can provide a free health and safety risk assessment with booked jobs where required. This helps duty holders create a proportionate PAT programme without losing sight of normal business operations.
A sensible PAT risk assessment is not a paperwork exercise. It is a practical way to keep electrical equipment under control, give staff clear instructions and show that safety decisions are based on the conditions at your premises. When your site changes, review the assessment so your electrical safety arrangements continue to fit the way people actually work.