Personal protective equipment (PPE) helps keep employees safe, but providing the right equipment is only part of the responsibility. Employers also need a process for reporting and addressing PPE concerns.



Whether equipment is damaged, missing, or unsuitable for a task, documenting the issue helps supervisors take action and prevent recurring problems. Here's what to record and how to make the process simple.

Verbal reports can be easy to overlook. Written records help employers:

• Address problems promptly. Track reported issues and corrective actions.
• Identify recurring issues. Spot equipment damage, supply shortages, or fitting problems.
• Support safety compliance. Keep records of how workplace safety concerns are handled.
• Build trust. Show employees their concerns are taken seriously.

Keep reports simple but complete. Each record should include:



• Date, time, and work area: When and where the issue occurred.
• Employee information: Name and job role.
• Description of the issue: Such as torn gloves, missing face shields, or poorly fitting safety glasses.
• Supporting documentation: Photos, when safe and appropriate.
• Notification details: Which supervisor or safety representative was informed.
• Corrective action and follow-up: What was done, when it was completed, and whether the issue was resolved.

Date: October 14 | Time: 7:30 a.m. | Location: Production Line 3

Issue: A machine operator reported that their safety glasses were fogging up and slipping.

Action taken: The supervisor was notified, and replacement anti-fog glasses were provided.

Follow-up: The supervisor checked with the employee at the end of the shift. No further issues were reported.

A few simple practices can make reporting easier and more consistent:



1. Make reporting simple. Use a standard form, shared log, or digital reporting system.
2. Train supervisors. Make sure they know how to document concerns, arrange replacements, and escalate issues.
3. Encourage employees to speak up. Ensure workers know who to contact when PPE is missing, damaged, or unsuitable for their tasks.

When working with a staffing partner, both the host employer and staffing agency play a role in worker safety. The host employer typically handles site-specific PPE and training, while the staffing agency helps prepare workers and communicate concerns.

Agreeing on responsibilities and reporting procedures helps ensure safety issues are addressed.



Documenting PPE concerns doesn't need to be complicated. Keeping a consistent record of reported issues, corrective actions, and follow-ups helps protect workers and strengthen workplace safety practices.

If you're building or growing your team, Core Personnel can help you find qualified workers for your operation.

Need reliable talent for your worksite? Request talent or contact your local Core Personnel branch today.