Count equipment by room, not just by desk
Walk through the premises and make a rough room list: workstations, meeting rooms, reception, storage and the staff kitchen. Include the equipment that is easy to overlook, such as chargers, extension leads and cleaning appliances. The aim is a useful starting inventory, rather than a perfect technical classification before you enquire.
Check who owns shared, leased or staff-provided equipment and who is arranging its maintenance. A photocopier supplier, building manager or neighbouring tenant may have a separate arrangement. Mark any uncertain items on the list so responsibility can be clarified before the visit, rather than silently leaving them out or paying for duplicated work.
Explain how the appliances are used
Explain how the appliances are used
Tell Max what sort of workplace you operate and which items move between rooms, go off site or receive heavy use. Mention damp, dusty or demanding conditions where relevant. HSE guidance bases maintenance arrangements on the equipment and its environment; there is no automatic legal requirement for every workplace appliance to receive an annual PAT.
Bring any previous inspection records and details of known faults. These help the conversation about the current inventory and future maintenance arrangements. New purchases, items brought back from home and equipment kept in locked cupboards can otherwise fall outside an old list. Do not assume a previous label covers a different appliance or a new location.
Arrange access and sensible interruption windows
Arrange access and sensible interruption windows
Identify the person who can provide keys and access to each work area. Ask staff to make the agreed items available, including portable equipment normally taken home. Let Max know about reception procedures, occupied meeting rooms and restrictions around visitors. A clear access plan helps avoid an incomplete visit caused by equipment that cannot be reached.
Discuss equipment that cannot simply be disconnected during the working day, including network equipment, booking systems and appliances holding temperature-sensitive contents. Ask the responsible supplier or manager about any shutdown or restart requirements. Agree the approach before attendance; a convenient booking time does not by itself mean every appliance can safely be interrupted.
Agree what the inspection and records cover
Agree what the inspection and records cover
PAT commonly describes appliance inspection and, where appropriate, electrical testing. It is separate from inspecting the fixed wiring, distribution boards and circuits through an EICR. If you have been asked for a particular document by a landlord, insurer or customer, send the wording with your enquiry so the requested scope can be discussed.
Ask how appliances will be identified in the record and how any inaccessible or unsuitable items will be noted. Agree who will receive the findings and who can make decisions about defective equipment. A label alone is not a complete maintenance plan, and the visit should not be described as a guarantee against every future fault.
Plan what happens after the visit
Plan what happens after the visit
Keep the appliance record where the person responsible for equipment can find it. Review the findings with that person and arrange any follow-up work that has been identified. Equipment reported as unsafe should be kept out of use under your workplace procedures; staff should know whom to contact rather than returning it to service without authorisation.
For a quote, send the postcode, premises type, approximate item count and preferred access arrangements. Mention shared ownership, critical equipment and any document request. Max can discuss the inspection scope and attendance with you. If the inventory is still incomplete, explain that at the start so the basis of the quotation is clear.
Your planning checklist
- Approximate appliance count, grouped by room or work area.
- Known faults and any previous appliance inspection records.
- Who is responsible for shared, hired and staff-provided equipment.
- Items that need a planned shutdown or supplier-approved restart.
- Keys, locked rooms, reception requirements and the site contact.
- Who should receive the findings and arrange any follow-up work.
Questions answered
Should staff unplug their computers before PAT testing?
Agree the sequence with the tester and your IT contact in advance. Staff may need to save work and shut systems down, but equipment should be made available according to the planned arrangements. Identify servers, shared equipment and anything requiring specialist restart rather than treating all plugs alike.
Ask Max about thisHow should we count office equipment for a PAT quote?
List equipment by room or work area and include the different items used there. Desks alone are not an inventory: power supplies, printers, shared kitchen items, cleaning equipment and stored appliances can be missed. An approximate count with clear categories is useful for the first discussion.
Ask Max about thisCan equipment in locked cupboards be checked later?
Agree access beforehand and identify any unavailable items in the scope. A locked store can leave part of the inventory unchecked or require another attendance. Arrange keys and a responsible contact, and ask how excluded or inaccessible items will be recorded rather than assuming they are covered.
Ask Max about thisDo we need new PAT labels on every item?
HSE does not impose a universal legal requirement to label tested equipment, but labels and records can help manage an inventory. Agree the identification and report format you need, including how findings will be matched to items and who follows up anything requiring attention.
Ask Max about thisWhat should we do about appliances that fail PAT testing?
Identify the affected items, keep unsafe equipment out of use under your workplace procedures, and assign repair or replacement to a responsible person. Retain the findings with the inventory and agree any checks needed before equipment returns to use. Do not wait for the next scheduled visit.
Ask Max about thisFurther reading
Read the official electrical safety guidance behind this advice.