Knowledge Drop

Workwear and PPE Regulations Employers Should Know About In 2026

Wednesday, 18 February 2026

Workwear and personal protective equipment sit at the heart of workplace safety. They are not optional additions or items chosen for convenience. For employers, they represent a clear legal responsibility and a practical part of managing daily risk.

Employers must identify workplace hazards, provide suitable protection for specific roles, and ensure equipment is used and maintained correctly. When these responsibilities are missed, people are put at risk and businesses face serious consequences.

Beyond compliance, the right approach to workwear and PPE supports productivity, reduces incidents, and builds trust across the workforce. Employees feel protected, confident, and supported in environments where safety is treated as a priority.

Why Workwear and PPE Remain a Legal Responsibility

Employers have a legal duty to protect employees from harm during work activities. This duty applies across all industries, including offices, warehouses, manufacturing sites, construction, healthcare, and logistics.

Workwear & PPE are required when risks cannot be removed through other control measures. Employers must not rely on employees to provide their own protection or make personal judgement calls about safety. Responsibility always sits with the organisation.

Providing appropriate equipment demonstrates that risks have been properly assessed and that employee safety is taken seriously. It also supports consistent standards across teams and locations.

Duty of Care and Employer Accountability

Duty of care requires employers to take reasonable steps to protect employees from foreseeable harm. This includes identifying hazards, reducing exposure, and providing protective equipment when risks remain.

Accountability does not end once equipment is issued. Employers remain responsible for ensuring workwear & PPE stays suitable, accessible, and in good condition throughout its use.

 

Failure to meet duty of care obligations can result in enforcement action, financial penalties, civil claims, and reputational damage. In serious cases, employers may face criminal prosecution following inspections or incidents.

The Role of Risk Assessments in Workwear and PPE Decisions

Risk assessments form the foundation of all workwear and PPE decisions. They identify hazards, assess the level of risk, and determine what protection is required for each role.

Effective assessments must be specific to tasks and environments. Generic or outdated assessments often miss emerging risks or changes in working practices.

Employers are expected to review risk assessments regularly. Changes to equipment, processes, staffing, or working conditions should always trigger reassessment of workwear & PPE requirements.

Providing Suitable Equipment for Different Roles

Not all employees face the same hazards. Employers must match protective equipment to specific tasks rather than issuing standard items across the workforce.

Key considerations include:

• Physical hazards such as impact, sharp objects, chemicals, or moving machinery. Equipment must protect against the actual risks present, not assumed ones.
• Environmental conditions including temperature, noise, dust, or poor visibility. Protection should support safe working without creating discomfort or restriction.
• Duration and frequency of exposure which affect how robust and comfortable equipment needs to be over time.

Providing unsuitable equipment can create a false sense of security and increase the likelihood of incidents.

Fit, Comfort, and Practical Use

Protective equipment must fit the individual using it. Poor fit reduces effectiveness and discourages proper use.

Employers should ensure workwear & PPE accommodates different body types and allows employees to move and work safely. Ill-fitting equipment often leads to misuse, modification, or complete avoidance.

Comfort also matters. Equipment that restricts movement, causes discomfort, or interferes with tasks is less likely to be worn consistently, increasing exposure to risk.

Training and Employee Understanding

Providing protective equipment alone does not meet employer responsibilities. Employees must understand why it is required and how it should be used.

Training should explain correct fitting, limitations of protection, and how to identify damage or wear. This supports safe use and reinforces accountability across the workforce.

Clear instruction also helps employees recognise when equipment is no longer suitable and needs replacing.

Maintenance, Replacement, and Ongoing Responsibility

Protective equipment must remain effective throughout its lifespan. Damaged or worn items may fail to provide adequate protection.

Employers are responsible for inspection, cleaning, repair, and replacement of workwear & PPE. Relying on employees to manage this independently creates gaps in control.

Clear processes for reporting damage and requesting replacements help maintain safety standards and reduce risk exposure.

Common Compliance Gaps Employers Should Avoid

Many compliance issues arise from inconsistent processes rather than deliberate neglect. Employers often underestimate how quickly standards can slip.

Common gaps include:

• Issuing PPE without role-specific assessment, which leads to unsuitable protection being used in higher-risk tasks.
• Failing to replace damaged or outdated equipment, increasing exposure during routine work.
• Poor record keeping, making it difficult to demonstrate compliance during inspections or audits.

Addressing these gaps strengthens safety culture and reduces the likelihood of enforcement action.

Consequences of Getting Workwear and PPE Wrong

Failing to meet workwear and PPE responsibilities has far-reaching consequences. Incidents affect individuals, teams, and the wider business. Injuries lead to lost time, increased costs, and reduced morale. Enforcement notices and claims disrupt operations and divert management attention.

Maintaining compliant workwear & PPE protects people, productivity, and business continuity.

How Bates Office Supports Workwear and PPE Compliance

Bates Office supports employers with practical workwear & PPE solutions aligned with real workplace risks. The focus remains on suitability, consistency, and reliability.

Support includes helping businesses select appropriate equipment, maintain standards across roles, and simplify procurement while meeting duty of care responsibilities.

By taking a structured approach, Bates Office helps employers protect people and demonstrate compliance with confidence.

Learn more about how Bates Office supports safe, compliant workplaces.

Getting Ready for 2026 and Beyond

Preparation starts with reviewing existing risk assessments and protective equipment. Employers benefit from checking suitability, fit, and condition across all roles.

Regular reviews ensure workwear & PPE remains aligned with changing tasks, environments, and expectations. This proactive approach reduces risk and supports long-term compliance.

Protecting People Is a Legal and Practical Priority

Workwear and PPE remain a fundamental employer responsibility in 2026. Clear risk assessments, suitable equipment, and ongoing management reduce exposure to harm.

By treating protection as a practical priority, employers meet legal duties while supporting safe, productive working environments.

Ready to Review Your Workwear and PPE?

Ensure your approach to workwear & PPE meets current responsibilities and supports the people who rely on it every day.

Contact Bates Office to discuss practical, compliant workwear and PPE solutions designed around your workplace needs.