A permit to work is a written authorisation that controls when, where and how a high-risk job can go ahead, such as hot work, confined space entry or work on live plant. It makes sure the hazards have been checked, the controls are in place and the right people have signed off before anyone starts and again when the job is handed back. New Zealand law doesn't require a permit to work system by name, however on construction and industrial sites it's usually the main way a PCBU shows its critical risk activities are controlled every time, not just on paper.
The Permit to Work (PTW) process is one of the most essential tools on construction sites across New Zealand, where managing critical risk activities is a daily reality. When it's done right it brings clarity, accountability and structure to even the most high-risk tasks.
As with any process, its success depends entirely on how well it's implemented. Over the years I've seen a mix of best practice and troubling gaps on worksites, with some systems setting the benchmark while others leave teams exposed to unnecessary risk.
So what does “good” look like when it comes to the PTW process and where are teams often falling short?
What Does a Great Permit to Work System Look Like?
A well-structured PTW process comes down to thorough preparation, competent people and rigorous follow-through. These six hallmarks set the good ones apart:
1. Identifying Work Activities, Hazards, and Controls Upfront
Identifying the tasks, hazards and controls before work starts sets the foundation for a safe and structured job.
2. Detailed Documentation
A clear permit outlines the scope, location and specific safety standards required, with no ambiguity.
3. Competent Permit Issuers and Receivers
Both parties need to understand the process through training and experience and agree that all controls are acceptable and sufficient to mitigate the risks.
4. Regular Inspections During the Job
Safety isn't a one-and-done exercise, inspections throughout the work keep the job compliant as conditions change.
5. Ensuring the Site is Safe Post-Work
Once the job is complete, thorough inspections confirm that the site is safe for normal operations to resume.
6. Proper Close-Out Procedures
Each PTW document should be closed and signed by both the issuer and receiver to verify that all processes have been followed.
When these elements are in place the PTW process becomes a powerful tool that protects people, assets and reputations.
Common Pitfalls to Watch Out For
Not every PTW system hits the mark and over the past few months I've seen some recurring issues on construction sites across New Zealand.
These shortcomings can undermine even the best-intentioned safety programmes:
1. Missing Critical Task, Hazard, or Control Details
A vague or incomplete permit is essentially a blank cheque for risk.
2. Risk Assessments Completed Solely by the Permit Issuer
It might sound shocking, however I've come across cases where the issuer alone assesses the risks. Teams need to work through the assessment together to pick up blind spots and get the controls right.
3. Poor Communication Among Teams
When information isn't shared it creates confusion and leaves stakeholders unaware of the risks and the agreed controls.
4. Failing to Update Permits as Conditions Change
Construction sites are dynamic and ignoring changing conditions or failing to amend permits leaves workers exposed to unforeseen hazards.
5. Limited Understanding of the PTW Process
Both issuers and receivers need adequate training. When either party lacks understanding the permit becomes a tick-box exercise instead of a genuine safety tool.
6. Missing Agreed Safety Controls
Essential measures like fire extinguishers or excavation benching are sometimes agreed and then forgotten. This is more common than it should be, despite events such as the NZ International Convention Centre fire in Auckland or the trench collapse in Meadowbank, Auckland.
If you're not sure your permit system would stand up, a Compliance Compass review tests it against what actually happens on site.
The Dual Role of PTW: Protector or Illusion?
A well-executed PTW process benefits everyone involved because it gives you a framework for managing risk, builds accountability and makes sure work proceeds safely.
On the flip side, a poorly executed process can lead to a false sense of security where people assume risks are under control when in reality they're not. The consequences can be catastrophic, ending in the dreaded "how could this have happened?" moment that no one wants to face.
Final Thoughts
Treat the Permit to Work process as a lifeline and not a formality. Prioritising thorough planning, competent personnel and continuous oversight is how we lift the PTW process from a compliance requirement to something that genuinely keeps people safe.
Permit to Work: The Permit That Audits Perfectly
There's a chapter in my book about a permit to dig that would pass any file review. The whole value of a permit to work sits in the separation between the person who issues it and the person whose crew does the job. When one person fills both roles, the paperwork survives and the control disappears.
A missing permit is easy to spot on an audit. A self-signed one looks perfect. That's why the first question to ask of any permit is who signed each side, not whether every box is ticked. I go deeper into this in Raise the Standard.
If you want to test where your systems could look better on paper than they work on site, try the free G.A.P.E. Self-Assessment.
Frequently Asked Questions About Permit to Work
What is a permit to work?
A permit to work is a written system for controlling high-risk work such as hot work, excavation, confined space entry or work near live services. It records the task, the hazards, the agreed controls and who is authorised to issue and accept the work.
Who signs a permit to work?
Two people sign a permit to work as a minimum. The permit issuer authorises the work and the permit receiver accepts it on behalf of the people doing the job. Both should sign again at close-out to confirm the site is safe to return to normal use.
When does a permit to work need updating?
Update it whenever conditions change from what the permit describes, such as a new crew, a change in method or a change in weather or ground conditions. A permit that no longer matches the work is no longer controlling the risk.
About the Author
Matt Jones is the founder of Advanced Safety and a HASANZ-registered health and safety consultant. He's a Professional Member of NZISM and holds a Graduate Diploma in Occupational Safety and Health.
He created Compliance Compass, the independent audit Advanced Safety uses to show leaders what's actually happening on site against what the documents say. The thinking behind it sits in his book Raise the Standard: Why Good Organisations Go Blind and How Leaders Restore Visibility, built on three frameworks: G.A.P.E.™ finds where visibility is lost, S.A.F.E.T.Y.™ designs the leadership architecture that closes the gap and F.E.E.D.™ keeps it closed.
He also hosts the Health & Safety Unplugged podcast.
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Latest update: 10 November 2026
