Checklist for New Employees: Which PPE Items Should You Provide Right Away?

New employees starting work in an environment with safety risks must be able to work with the proper personal protective equipment (PPE) from day one. This is not only logical from the perspective of good employment practices, but also a legal obligation. Consider, for example, the Working Conditions Act (duty of care), the mandatory Risk Inventory and Evaluation (RI&E), and the rules governing the selection, provision, and instruction regarding PPE (Working Conditions Decree). Furthermore, PPE is only truly effective if it fits properly, is appropriate for the risk, has been demonstrably provided, and the employee knows how to use and maintain it.

This checklist provides a practical, step-by-step approach to properly handling PPE right from the start of the onboarding process. It covers the RI&E, fit and sizing, training, record-keeping, and follow-up. This helps you avoid complications later on and reduces the risk of incidents and downtime.

Why a PPE Checklist Is Essential During Onboarding

Onboarding is often about getting to know systems, processes, and coworkers. But in sectors such as construction, logistics, manufacturing, engineering, and (petrochemicals), being able to start safely is the foundation. A PPE checklist helps ensure nothing is overlooked and promotes consistency across departments, locations, and shifts.

In addition, a checklist helps ensure compliance with the Working Conditions Act and PPE obligations: you must assess risks (RI&E), take appropriate measures, and educate employees. The Labor Inspectorate places particular emphasis on substantiation and demonstrability in this regard. Those who can demonstrate that PPE has been correctly selected, provided, explained, and ensured are demonstrably in a stronger position.

Finally, there is a cultural aspect: when a new colleague notices that safety is taken seriously right from the start, wearing and following safety protocols becomes the norm more quickly. This prevents disputes, speeds up the adjustment process, and reduces the risk of accidents.

Step 1: Identify the risks for the new employee

PPE is never a starting point, but rather a follow-up step. First, determine what risks the employee faces and what control measures are already in place. In practice, this aligns with the Risk Inventory and Evaluation (RI&E) and the action plan. Involve the supervisor, safety officer, HSE coordinator, and, where necessary, the company physician or occupational hygienist. Also use the government’s official guidance on the RI&E to ensure you follow the correct sequence (source controls/collective measures before PPE).

For each workstation and task, identify exactly what the employee will be doing, including peak times and exceptions. Consider the following:

• Mechanical risks: falling objects, impacts, pinching hazards, flying parts, and cutting hazards.

• Physical strain and environment: slippery floors, working at heights, cold or heat, poor lighting.

• Noise and vibrations: prolonged exposure or peak levels.

• Chemical risks: vapors, dust, aerosols, splashes, skin contact with irritants.

• Biological hazards: risk of infection in healthcare, cleaning, laboratories, or waste disposal.

• Electrical hazards: working on or near electrical installations, arc flash risk.

Be specific: where, when, and how often does the employee encounter the risk? This determines, for example, whether safety glasses are sufficient or whether a face shield is needed, and whether respiratory protection is required occasionally or on a regular basis.

Step 2: Determine which PPE is immediately needed on day one

New employees must be able to safely shadow experienced staff and perform basic tasks during their first few hours. This requires a minimum set of PPE that is immediately available, preferably as a standard starter kit for each job category. If you work with a flex pool, temporary workers, or subcontractors, this need is often even greater.

Keep two aspects in mind here: (1) what is required based on the Risk Inventory and Evaluation (RI&E) and (2) whether the PPE, as a product, meets European requirements (CE marking and the EU PPE Regulation). For background information on PPE requirements (including selection and use), you can once again refer to Arboportaal. Common types of PPE that you should provide immediately, depending on the risks:

• Head protection: safety helmet with a properly fitting chin strap where necessary, such as when working at heights or in windy conditions.

• Eye and face protection: safety glasses, wide-view goggles, or a face shield, tailored to protect against impact, dust, or splashes.

• Hearing protection: earplugs (preferably custom-fitted) or earmuffs for high noise levels or short-term noise spikes. Always align this with your hearing loss prevention policy (based on measured or estimated exposure).

• Hand protection: the right gloves for cutting, heat, chemicals, assembly, or gripping tasks. Gloves are not a “one size fits all” solution.

• Foot protection: safety shoes that meet the appropriate standards and have the correct sole type, tailored to wet floors, oil, penetration risks, or ESD requirements.

• Protective work clothing: high-visibility, flame-retardant, antistatic, or chemical-resistant where required.

• Respiratory protection: dust mask or half-face mask with the correct filters, and most importantly: a model that fits the wearer’s face properly.

• Fall protection: harness, lanyard, and anchor points if the task requires them. This must always be accompanied by clear work instructions and an emergency response plan.

Step 3: Pay attention to fit, sizing, and compatibility

A frequently underestimated cause of non-compliance is simple: the equipment doesn’t fit properly. Safety glasses that fog up, gloves that are too large, or shoes that pinch lead to unsafe behavior or failure to wear PPE. Therefore, address the following immediately during onboarding:

• Measurements: shoe size, glove size, and clothing size. Record this in the employee’s file.

• Fitting sessions: Have the employee try on the gear and make adjustments immediately. This takes 10 minutes and prevents weeks of discomfort.

• Compatibility: Ensure that workwear, helmets, goggles, hearing protection, and, if necessary, respiratory protection work together without gaps or pressure points.

• Glasses wearers: Choose a solution that will actually be worn, such as over-the-glasses goggles or corrective inserts.

With respiratory protection, the fit is especially critical. In many environments, a fit check or fit test is recommended or required, depending on the risk and type of mask. 

Step 4: Instruction and Explanation on the Use of PPE

Providing PPE without instruction is a common pitfall. New employees need not only rules, but also understanding and practice. Therefore, provide a brief, practical orientation that is tailored to the workplace. The government also emphasizes this: PPE must fit properly, and employees must know how to use it correctly. At a minimum, cover the following:

• When PPE is required, in which areas, and for which tasks.

• How to wear PPE correctly: adjusting a helmet, properly fastening shoes, correctly positioning ear muffs, and so on.

• The limitations of the equipment: what PPE does and does not protect against.

• How to identify damage and when to replace them.

• Hygiene and maintenance: cleaning, drying, storage, and what is absolutely prohibited.

Make it concrete with a demonstration by a coworker or supervisor. Let the employee try it themselves and correct them immediately. This is especially essential for fall protection and respiratory protection. Also explain where replacement equipment is located, how the request process works, and who to contact with questions.

Step 5: Record-keeping and documentation: ensure the provision of equipment is verifiable

Recording isn’t just about inventory management; it’s also proof that your organization takes its duty of care seriously. Therefore, document the following:

• Which PPE items have been issued, including type, brand, and item number (if applicable).

• Who received the PPE and at which location or department.

• Date of issuance and, where relevant, expected replacement date or inspection deadline.

• Condition of the product: new, replacement, or temporary issuance.

• Confirmation of instruction: for example, a short sign-off sheet or digital confirmation.

If you work with equipment that must be periodically tested or inspected (such as fall protection), link this to an inspection schedule and designate a person responsible. A practical foundation is a single central location where you can track what someone has received and when, so that during internal audits or inspections, you can immediately demonstrate that you have the process under control.

Step 6: Review and Follow-Up After the First Few Weeks

The first day is important, but real behavior develops in the weeks that follow. Therefore, schedule a brief evaluation after one to four weeks, depending on the risk profile. Together with the employee and supervisor, review the following:

• Is PPE actually being worn at the right times?

• Do they fit properly, and are there any comfort issues such as pressure points, chafing, or fogged-up lenses?

• Have new tasks been added that require additional protection?

• Is there any visible damage or accelerated wear and tear?

This is also the time to make adjustments. A different type of glove can be both more productive and safer. And sometimes it turns out that additional equipment is needed, such as better hearing protection, knee pads, or gloves designed for specific chemicals.

Common Mistakes in PPE Onboarding and How to Prevent Them

These are the mistakes we see most often in practice:

• Choosing PPE based on habit rather than risk: prevent this by always using the Risk Assessment as your starting point and justifying any deviations.

• One-size-fits-all: fit is crucial. Standardize sizing and fitting procedures.

• Delayed distribution: someone starts working without PPE and receives it later. This is precisely when most impressions are formed. Make sure it’s ready.

• No instruction or only e-learning: combine theory with a demonstration at the workplace.

• No record-keeping: without documentation, it’s difficult to demonstrate compliance, manage the process, and replace equipment.

• No follow-up: if there’s frustration, the willingness to wear PPE disappears. Check in after a few weeks and make adjustments.

Practical PPE Onboarding Checklist for HR, Managers, and QHSE

Use the list below as a concise workflow. You can adapt this into an internal form or onboarding ticket.

• Reviewed the RI&E and task risk analysis for the position and workplace.

• PPE matrix consulted and deviations identified.

• Sizes recorded: shoes, gloves, clothing, and, if necessary, face fit for respiratory protection.

• Start-up kit ready before the first day of work, including spares where necessary.

• Compatibility check performed: helmet, goggles, hearing protection, respirator, and clothing.

• Instructions provided and demonstrated, including maintenance and replacement.

• Issuance recorded with date, type, and wearer.

• Follow-up scheduled and conducted.

In conclusion: a safe start is a professional start

Those who properly manage PPE from day one prevent incidents, increase comfort, and make safety part of the culture. This pays off in lower absenteeism, less damage, and greater predictability in the workplace.

Want to implement this right away? Create today (1) a PPE starter kit for each job category, (2) a standard distribution and registration step in your onboarding process, and (3) a fixed follow-up after 2 weeks. Use official government information as a reference for your policy.

With a clear checklist and effective safeguards, new employees can get to work safely, comfortably, and with confidence.