Outsourcing PAT Testing: A Practical Checklist for Duty Holders

Outsourcing PAT testing can work well, but as the duty holder, you’re responsible for having a sensible system in place, even if someone else is doing the inspection and testing. This guide explains what to agree with a PAT contractor before work starts, what you should expect to receive afterwards, and the common red flags that suggest the job may not have been carried out properly.

1) Agree scope: what is (and isn’t) included

Start by agreeing what equipment is included. 'PAT testing' is often used as shorthand, but in practice it can cover far more than just items with a 13A plug. Be clear about what you expect to be inspected and tested, including:

• standard plug-in equipment (kettles, chargers, monitors, extension leads)
• IT equipment and workstations (including downtime and access requirements)
• site equipment using industrial plugs or 110V / 3-phase equipment
• equipment wired to fused spurs (fixed equipment)
• Medical or specialist equipment – may fall outside standard PAT methods.

If you need a clear boundary, see our guide to what PAT testing covers (scope and exceptions).

2) Agree frequencies by risk assessment (not '12 months for everything')

A blanket annual retest programme is one of the most common 'over-compliance' problems. The correct approach is risk-based: equipment type, environment, users, and history should determine inspection and test intervals.

Agree how frequencies will be set (and recorded), and what happens if repeated damage is found in a particular area. See our guide to PAT testing frequency and risk assessment.

3) Labels: agree what goes on them (and what should not)

Labels are useful for quick identification, but they should support your record system rather than replace it. Agree in advance what label format will be used and what information it will contain.

A typical label should include:

• Unique ID / asset number so the item can be cross-referenced to the records
• Date of inspection/test
• Inspector identifier (initials or code that traces back to one person)
• a clear pass/fail status

In general, the next test due date should not be printed on the label. The next review date should be controlled through your risk assessment / register, not a fixed date stuck on equipment. For more detail see our guide to PAT testing records and labels.

4) Records: what format will you receive, and what must they contain?

Before booking the job, agree what records you will receive and in what format. Some companies provide a PDF only; others supply a spreadsheet, database export, or software portal. Whatever format you use, the key point is that the records must be usable for management (not just a 'tick box').

Records should show:

• equipment description, location and unique ID
• visual inspection outcome
• what electrical tests were performed
• the measured values (e.g. earth continuity in Ω, insulation resistance in MΩ, leakage in mA), not only 'Pass' or 'Fail'
• date, tester/operative details, and any notes/advisories

If you only receive pass/fail records, it’s difficult to spot deterioration over time or demonstrate that testing has been carried out correctly. (Measured values matter.)

5) Failures: agree how unsafe equipment is handled

You should have a clear procedure for failed items before testing starts. Agree:

• how failed items are identified (fail label wording such as 'Danger – Do Not Use')
• how failures are reported (on-site contact, email summary, live list, etc.)
• who is responsible for removing items from service
• where failed items are placed (quarantine area, locked cupboard, etc.)
• how urgent hazards are escalated (for example exposed live parts)

A good contractor will be happy to follow your site process and provide clear evidence that failed items were removed from service.

6) Minor repairs: what is (and isn’t) included?

Many PAT contractors offer minor repairs such as plug replacement or fuse changes. Agree the policy in advance:

• Are minor repairs authorised automatically, or only with approval?
• Is there a price list (or a cap) for repairs?
• Are parts compliant and sourced from reputable suppliers?
• How are repairs recorded (including 'failed before repair')?
• Is equipment retested after repair before return to service?

Minor repairs can be helpful, but they can also become a quality issue if they are rushed or poorly documented.

7) Insurance: what should a contractor hold?

Ask for confirmation of appropriate insurance. In most cases, a PAT contractor should hold:

• Public Liability (PL) – covers injury or damage arising from their work activity (for example, equipment damaged during testing).
• Professional Indemnity (PI) – covers claims relating to professional negligence (for example, if equipment is declared safe but should have been failed based on inspection/testing).

8) Access and downtime: IT suites, servers and 'can’t switch off' equipment

Some environments require planning. For example:

• Servers / comms rooms – equipment may not be powered down, moved, or unplugged.
• PC workstations – shutdown and reboot time affects productivity and access.

Agree how these items will be treated: what will be inspected, what will be tested, and what will be recorded. If equipment cannot be isolated or accessed safely, there should be a clear note on the records explaining why (rather than a 'pass' by default).

9) Fixed-wired equipment: agree how it will be handled

Equipment wired to a fused spur (or otherwise fixed wired) often requires safe isolation before inspection and testing. In most workplaces this is disruptive, which is why fixed equipment is commonly missed or treated inconsistently.

In many cases it can be more efficient to align fixed equipment inspection/testing with an EICR visit, because circuits may need to be isolated anyway. If you do want fixed equipment included as part of a PAT visit, make sure that is agreed in scope and planned properly. See our article on fixed equipment isolation for PAT testing.

10) Detachable leads: how are they counted and recorded?

Detachable cord sets (IEC leads, kettle leads, cloverleaf leads, extension leads, etc.) are commonly swapped between equipment. The IET Code of Practice recommends they are treated as separate items because they move around and are often the first thing to get damaged.

This affects pricing too. Many PAT companies charge per item. A typical computer workstation might legitimately be recorded as multiple items: a PC, monitor, two detachable leads, and often an extension lead and phone charger.

Agree in advance how your contractor counts 'items', especially if you’re comparing quotes.

11) Red flags: when low price usually means low quality

It can be difficult to tell whether a job has been done properly, but there are some warning signs. A proper visual inspection takes time:

• rewirable plugs must be opened and checked
• moulded plugs still need the fuse rating and condition checked
• cables must be checked along their full length
• fridges and heavy appliances may need moving to access the plug/cable safely
• desks and workstations often need shutdown/access planning

As a rough guide, an experienced technician might fully inspect and test around 150 items in an typical day, depending on the environment and how accessible equipment is. If a contractor claims vastly higher numbers, it’s reasonable to ask how full inspection is being maintained.

Another red flag is 'padding' counts with items that don’t normally require testing. For example, extra-low voltage equipment (below 50V AC) does not usually require electrical testing in normal environments. If you see keyboards, mice or other extra-low-voltage peripherals included as chargeable 'PAT items', ask for an explanation and confirm your agreed scope.

12) Consider bringing PAT testing in-house

If you manage a large site, or you’ve had inconsistent results from contractors, bringing PAT testing in-house can give you better control. It can also reduce disruption because your own staff can test equipment at sensible times rather than rushing a whole site in one visit.

See our guide: Can I do my own PAT testing?. We also run practical PAT testing courses to train staff who need to carry out inspection and testing competently.

Conclusion

Outsourcing PAT testing can be efficient, but only if scope, frequency, records, labelling and failure handling are agreed up front. If you treat the work as a managed safety system (not a box-ticking exercise), you’ll get more reliable results and better control over risk.