PAT Testing Log Book: What to Record and Why It Matters

Many businesses treat PAT testing as an event — something that happens, gets a pass/fail label, and then gets filed away. The log book is an afterthought.

That is the wrong mental model. From an enforcement and insurance perspective, the record is the compliance evidence. A tested appliance with no documented record is, legally, an untested appliance. The test itself leaves no audit trail.

What you are legally required to record

The Provision and Use of Work Equipment Regulations 1998 (PUWER), Regulation 5(2), states: "Every employer shall ensure that where any machinery has a maintenance log, the log is kept up to date." If you have started keeping records, those records must be maintained.

The Electricity at Work Regulations 1989 (EAWR) places a broader duty: systems and equipment must be maintained to prevent danger "so far as is reasonably practicable." Records are how you demonstrate that maintenance actually happened.

Neither regulation specifies precisely what a PAT testing log must contain. The standard that most enforcement bodies and insurers reference is the IET Code of Practice for In-Service Inspection and Testing of Electrical Equipment (5th edition), which sets out the expected content for compliant records.

What a PAT log book should contain per appliance

For each appliance in scope, you need a record covering:

Appliance identification:

Asset or item reference number (unique to this appliance — essential for tracking across test cycles)
Description of the appliance (e.g. "laptop charger", "floor-standing drill")
Make and model
Serial number where available
Location (department, room, or zone)

Test information:

Date of inspection or test
Type of check carried out (user check / formal visual inspection / combined inspection and test)
Result (pass/fail — and for fails, the specific fault identified)
Next inspection or test due date
Name and, where applicable, qualifications of the person who carried out the test

Status tracking:

Current PAT label reference (the number printed on the label attached to the appliance)
Date label was applied
Outcome for failed appliances: quarantined, repaired, disposed of, or returned to service after repair

You do not need to record a separate row for every time a user performs an informal check before use. Those user checks should be covered in your safety induction and operating procedures, not in the test register.

The PAT label and the log: they must match

A PAT label on an appliance is visible evidence that testing occurred. The log is the supporting record. For a credible programme, the two must align.

If an appliance has a label saying "Pass — Jan 2026" but the log contains no corresponding entry, you cannot demonstrate the test actually happened. Conversely, a log entry with no label is likely to attract questions during an inspection.

The label typically shows the date tested, the next test date, and often a unique reference number. That reference number should match the log entry. When you use an electronic register (like the PAT register template generator), this cross-referencing is built into the system.

Paper log book vs. electronic register

Both are valid. Enforcement bodies accept either format, provided the records are legible, accurate, and accessible.

Paper log books are sold by various suppliers — pre-formatted books with columns for each required field. They work well for small appliance counts (under 50 items). Drawbacks: no automated reminders, difficult to search, risk of loss or damage, and manual transcription errors.

Electronic spreadsheets or registers — including the downloadable PAT register template — allow sorting, filtering, and tracking overdue items without manual cross-referencing. Easier to share with insurers or inspectors. Require backup to avoid loss.

Purpose-built PAT software automates reminders, generates certificates, and tracks renewal dates. Useful for facilities programmes managing hundreds of assets across multiple sites.

For most small and medium businesses, a well-structured spreadsheet register is the most practical balance of effort and functionality.

How long to keep records

The HSE does not specify a statutory minimum retention period for PAT records in most sectors. The standard recommendation is to keep records for at least the life of the appliance, plus one additional test cycle. Practically, most compliance programmes retain records for five years as a default.

In some sectors, retention obligations may be longer. Healthcare (CQC-regulated settings), schools (Ofsted and DfE guidance), and certain financial services environments may have additional record-keeping requirements that apply alongside general health and safety obligations.

For the specific question of how long PAT test results are considered valid, the how long does a PAT test last guide covers the difference between the "valid for" period shown on the label and the actual re-test cycle.

What happens with failed appliances

A failed appliance that remains in service is both a safety hazard and a compliance problem. Your log needs to record the disposition of every failure:

Quarantined and repaired: Record the fault, the date quarantined, the repair carried out (by whom), and the re-test result after repair before return to service.
Disposed of: Record the date, and note it as disposed so the asset reference is not accidentally carried into the next test cycle.
Quarantined pending decision: Record the date, mark clearly as "do not use," and set a resolution date.

The common failure is logging the initial fail result and nothing more. An inspector who sees a failed appliance in the log with no further outcome entry will ask where the appliance is now. If you cannot answer, the record undermines rather than supports your compliance case.

Using records to manage the next test cycle

A well-structured log does more than demonstrate past compliance. It drives the next cycle.

Sort your register by "next test due date." Flag anything coming due in the next 30 days. That becomes your testing schedule for the next cycle rather than requiring a full re-inventory.

The PAT testing procedure guide covers how to use your log as the basis for a systematic annual programme. For guidance on how often different appliance types need to be retested, the PAT testing frequency guide gives a breakdown by equipment category and risk level.

Keeping records up to date between full cycles

Most PAT programmes do a full inventory test on a set cycle — typically annually in higher-risk environments, less frequently in low-risk offices. Between cycles, two types of additions to the log are needed:

New appliances brought into use — any appliance that was not in the building at the last full cycle needs a baseline inspection and an entry. This is especially relevant for new equipment purchased mid-cycle. For whether new equipment needs PAT testing, see the new equipment PAT testing guide.
Appliances removed from service — disposals, replacements, and transfers to other sites should be marked as closed in the register, not left as open items.

A register with numerous open entries for items no longer in the building does not cause a compliance problem by itself, but it creates unnecessary noise and increases the chance of overlooking a genuinely overdue item.

The information in this post reflects UK law as of the date last reviewed. Regulations change. Check legislation.gov.uk for current statutory text and HSE.gov.uk for current guidance before making compliance decisions.