Request PPE Provision Letter: Free Template and What to Include

If you need to formally request personal protective equipment your employer is legally required to provide, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong request ppe provision should include.

What this letter needs to cover

• Identify the specific PPE required and the tasks it relates to
• Reference the Personal Protective Equipment at Work Regulations 1992 and the employers duty to provide suitable PPE free of charge
• Request provision within a reasonable timeframe
• Request written confirmation

Your legal right to appropriate PPE, free of charge

Under the Personal Protective Equipment at Work Regulations 1992, your employer must provide suitable PPE where risks can't be adequately controlled by other means — and crucially, this must be provided free of charge, not deducted from your pay or expected to be self-funded.

What to include before you send it

• The specific role or task and the PPE you believe is required
• Why the current provision (if any) is inadequate — wrong type, poor condition, or simply missing
• Any relevant risk assessment findings, if you're aware of them
• A clear request for appropriate PPE to be provided

What "suitable" PPE actually means

PPE needs to fit properly and be appropriate for the specific risk and the individual using it — generic, ill-fitting equipment doesn't meet this standard. If provided PPE doesn't fit properly or isn't suitable for your build or the specific task, this is worth raising directly rather than working with inadequate protection.

Frequently Asked Questions

Can my employer charge me for PPE or deduct it from my wages?
No — PPE required for your role must be provided free of charge; this cannot lawfully be passed on to you as a cost.

What if my employer refuses to provide the PPE I need?
You can escalate this to the Health and Safety Executive, particularly if the lack of PPE creates a genuine risk of injury.

[Your Name]
[Your Address]
[Your Postcode]
[Name of Manager / HR Contact]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name],

Subject: Request for personal protective equipment (PPE)

I am asking for the personal protective equipment I need for my job as [Job Title].

• PPE needed: [e.g. safety boots, a high-visibility vest, dust masks]
• For this task: [e.g. working on the construction site during groundworks]
• [Choose: My current PPE is damaged and no longer safe. / I have not been given this PPE.]

Under the Personal Protective Equipment at Work Regulations 1992 [Northern Ireland: the Personal Protective Equipment at Work Regulations (Northern Ireland) 1993], employers must provide suitable PPE free of charge where the risk cannot be adequately controlled in other ways.

Please supply this within [e.g. 7] days, and confirm in writing when it will be provided.

Yours sincerely,

[Your Signature]
[Your Printed Name]