Hiring equipment can be a practical and cost-effective solution for many businesses. Whether it’s a short-term hire of a forklift, a power tool, or a production machine, hiring allows businesses to access the right equipment without long-term ownership. But when it comes to PUWER (Provision and Use of Work Equipment Regulations 1998), many organisations are unclear about who is responsible for ensuring compliance — the hirer or the supplier.

In this article, we clarify the roles and responsibilities under PUWER when it comes to hired or leased equipment and explain how both parties can meet their legal obligations.

Understanding PUWER

PUWER applies to all work equipment used by employees at work, regardless of who owns it. It requires that equipment must be:

  • Suitable for its intended use

  • Safe to use and properly maintained

  • Inspected at appropriate intervals

  • Used only by trained individuals

  • Fitted with the necessary safety controls and markings

These responsibilities apply whether equipment is owned, leased, or hired.

Who Is Responsible When Equipment Is Hired?

The answer depends on the nature of the hire agreement and how the equipment is used. In general:

The Supplier (Equipment Hire Company) Is Responsible For:

  • Supplying equipment that is safe and compliant at the point of delivery

  • Ensuring the equipment is in good working condition

  • Providing clear instructions and safety information (e.g. manuals, markings, training material)

  • Delivering equipment that has been inspected, maintained, and tested in accordance with relevant regulations

The Hirer (Your Business) Is Responsible For:

  • Ensuring the equipment remains safe during use

  • Carrying out PUWER assessments before and during use

  • Providing operator training and supervision

  • Completing regular inspections (if the hire is long-term)

  • Reporting any defects or safety issues immediately

As soon as the equipment is brought onto your premises and used by your employees, your duties under PUWER apply.

Short-Term vs Long-Term Hire

Short-Term Hire (e.g. a few days or weeks)

  • The supplier will usually carry out any necessary inspections before delivery

  • You are still responsible for carrying out a PUWER assessment to ensure it is suitable and safe for the task

  • You must ensure operators are trained and understand the risks

Long-Term Hire or Lease (e.g. months or years)

  • You take on more responsibility for ongoing inspections, maintenance, and training

  • It is often treated similarly to owning the equipment

  • You may need to schedule thorough PUWER inspections at regular intervals

In both cases, communication with the hire company is essential. Make sure all safety documentation is supplied and that roles are clearly defined in the hire agreement.

What About LOLER Equipment?

If the hired equipment is also subject to LOLER (e.g. lifting equipment), it must also be thoroughly examined by a competent person. This responsibility may lie with either the supplier or the hirer, depending on the terms of the agreement and who has control over the equipment during use.

Best Practices for Managing Hired Equipment

  • Review the hire agreement to clarify responsibilities for inspection, maintenance, and compliance

  • Request all safety documentation, including inspection records and user manuals

  • Carry out a PUWER assessment on arrival to ensure suitability and safety

  • Train your staff on safe use, even if the hire is short-term

  • Record all activity related to the equipment, including checks, maintenance, and training

Final Thoughts

Under PUWER, the moment your employees use hired equipment, you assume responsibility for its safe use in your workplace. Even if it arrives in good condition, a proper assessment is still required. By understanding your duties and working closely with suppliers, you can stay compliant, protect your workforce, and avoid legal pitfalls.

At SIS Ltd, we help businesses meet their PUWER obligations with independent inspections, documentation reviews, and practical support. If you hire or lease equipment and want to ensure you’re doing everything correctly, we’re here to help.