Who Tests Appliances at Work? A UK Guide

A damaged plug top in a staff kitchen, a hot mobile phone charger beneath a desk, or an unlabelled extension lead in a holiday let can create a risk long before an appliance stops working. So, who tests appliances at work? The short answer is a competent person - but competence means more than owning a plug-in tester and applying a pass sticker.

For duty-holders, the real objective is to identify electrical risks, act on them and retain evidence that appliances are being managed properly. A professional Portable Appliance Testing programme supports that objective through documented inspection, appropriate electrical tests, asset records and clear corrective actions.

Who tests appliances in a workplace?

The person carrying out appliance checks must be competent for the work they are doing. Under the Electricity at Work Regulations 1989, electrical systems must be maintained so far as reasonably practicable to prevent danger. The regulations do not say that every appliance needs an annual PAT test, nor do they prescribe one job title for the tester.

In practice, different levels of checking can be completed by different people. Staff can carry out simple user checks, such as looking for a split cable, loose plug, scorch marks or signs that equipment has overheated. A trained member of staff may undertake formal visual inspections where the organisation has assessed this as suitable and given clear procedures.

Combined inspection and testing, often called PAT testing, should be completed by someone who understands electrical safety, can use test equipment correctly, knows the limits of that equipment and can interpret the results. They must also be able to recognise hazards that a meter cannot identify. That includes damaged housings, unsuitable extension arrangements, poor charging practices, recalled products and suspect counterfeit items.

A qualified PAT tester or electrical safety specialist is usually the most practical choice for workplaces, managed premises and higher-risk environments. However, a person is not automatically competent merely because they are an electrician, nor is someone competent simply because they have bought a tester. The required knowledge and experience depend on the appliance, the environment, the risks and the scope of the inspection.

What does a competent appliance tester actually do?

A proper testing visit starts with the appliance in front of the tester, not with a roll of labels. Most faults are found during the visual inspection, which is why this stage deserves time and attention.

The tester examines the appliance, plug, cable and any extension lead or adaptor used with it. They look for exposed conductors, cracked cases, damaged strain relief, bent pins, taped repairs, incorrect fuses, overloaded adaptors, signs of heat damage and equipment being used in unsuitable conditions. A kettle in an office and a power tool in a workshop may both be portable appliances, but their expected wear and likely risks are very different.

Where appropriate, electrical tests then confirm the integrity of protective earth arrangements, insulation and polarity. The exact tests are determined by the appliance class and design. Some modern equipment, including certain electronic devices and double-insulated items, requires an informed approach rather than a routine test sequence applied to everything.

The competent tester should also decide what happens when an item fails. Removing an unsafe appliance from use, marking it clearly, recording the fault and explaining the action required are all part of effective safety management. A failed charger left on a desk with a red label is not a resolved risk.

PAT testing is not just a pass or fail sticker

A sticker may help staff see an asset reference, test outcome and next review date. It is not, by itself, proof of compliance. If there is an incident, an insurer, investigator or enforcing authority will want to see a credible system: what was inspected, when it was checked, who completed the work, what was found and how failures were dealt with.

This is why the quality of the report matters. A useful appliance-testing record identifies each item, its location, description, class, test result and any fault code or observation. It should enable a facilities manager to find a particular appliance without relying on a faded label or somebody's memory.

At Electrotech Services, every tested item can be registered in PatGuard3 asset-management software, alongside asset labels, certification and detailed PDF reporting. This gives duty-holders a working appliance register rather than a stack of certificates that is difficult to use when equipment moves, staff change or an audit is due.

Thorough testing also involves looking beyond electrical readings. Manufacturers issue fire and electric-shock recalls for a reason. Certain products may be subject to safety warnings, and counterfeit or lookalike chargers can present a significant overheating risk even when they appear new. A service-led tester should bring these concerns to the duty-holder's attention and provide practical advice, rather than simply passing an item because it produced an acceptable meter reading on that day.

Who is responsible for arranging appliance testing?

The duty-holder remains responsible for managing the risk, even when the work is outsourced. Depending on the premises, this may be the employer, business owner, facilities manager, landlord, managing agent, school leader or holiday-home operator.

Responsibility is particularly easy to lose sight of where appliances belong to staff. A personal fan, mobile phone charger, coffee machine or laptop dock brought into the workplace can become part of the workplace electrical risk. A sensible policy explains whether personal equipment is permitted, how it is declared, and when it must be inspected before use.

The same principle applies to hired equipment, cleaning equipment, kitchen appliances and items moved between sites. If people can use it on your premises, it should be within your control system. That does not always mean testing every item on the same date, but it does mean knowing what is present and making a reasoned decision about its inspection and testing interval.

How often should workplace appliances be tested?

There is no universal annual PAT testing rule. The correct interval depends on risk. A desktop monitor in a low-use office may need less frequent formal testing than a handheld tool used daily in a dusty workshop. Equipment used by the public, frequently moved equipment, appliances in care settings, catering equipment and leads exposed to physical damage often justify closer attention.

A risk-based schedule considers the appliance type, class, environment, frequency of use, likelihood of damage and the people using it. It should also account for the organisation's history. If extension leads regularly fail visual checks because they are dragged through a warehouse, the solution may be more frequent checks, better cable management or replacing unsuitable equipment - not simply issuing more stickers.

Formal visual inspections can sit between electrical testing visits. Staff workshops are valuable here because they show employees what to look for before using equipment and what to do if they identify a concern. User checks are not a substitute for competent testing where testing is needed, but they can prevent an obvious fault becoming an injury, electric shock or fire.

Choosing the right person to test appliances

When appointing a provider, ask what their process includes. A low-cost quote may cover only a quick plug-in test and labels. That approach can miss visible defects, unsafe use, missing assets and hazards that need a conversation with the person responsible for the site.

Look for relevant training, experience, insurance and a clear explanation of the inspection scope. Ask whether the tester records failures properly, provides itemised certification, maintains an asset register and gives practical remedial advice. It is also reasonable to ask how they deal with recalls, overheating indicators, counterfeit products and equipment that cannot safely remain in service.

For Oxfordshire and West Berkshire organisations, a qualified engineer with C+G 2377-77 certification and substantial hands-on experience can make the process more reliable and less disruptive. Testing can be planned around office hours, teaching, production or guest changeovers, while still giving the duty-holder evidence that stands up to scrutiny.

The best appliance-testing arrangement is one your staff can follow day to day: unsafe equipment is reported, removed from use, replaced or repaired properly, and recorded. That is how an appliance register becomes a practical safety control rather than paperwork waiting for an inspection.