When and how to replace PPE: SMI’s complete guide

Not sure if it’s time to replace your PPE? We’re here to help.

According to HSE, 680,000 workers sustained a non-fatal workplace injury in 2024/25. Meanwhile, 40.1 million working days were lost due to work-related illnesses and injuries.

Providing your workforce with the right PPE helps prevent injuries, ensure regulatory compliance, and minimise operational disruption.

But while safety gear can last a long time with proper care, it isn’t designed to last forever.

Knowing when to replace safety equipment is essential for your team’s protection.

5 SIGNS IT’S TIME TO REPLACE PPE

Damaged or expired PPE can lead to avoidable workplace injuries.

Spotting the signs of deteriorating PPE early will keep your workforce safe, but you need to know what to look out for.

Here are 5 signs PPE is ready to be replaced:

• Accidents - Don’t reuse PPE involved in an incident. It may be compromised and unsafe.
• Damage - Check PPE for rips, holes, cracks, and other signs of wear. Broken equipment won’t work effectively.
• Missing parts - Inspect all parts of your PPE. Safety equipment with missing components puts your team at risk.
• Decreased protection - Wear and tear can reduce effectiveness. If PPE isn’t performing like it used to, replace it.
• Poor fit - Some workwear can lose its shape and elasticity over time. Ill-fitting PPE is dangerous and must be replaced.
• Expiration date - Don’t use PPE after the manufacturer’s expiry date. The expiry date can usually be found on the PPE itself or its packaging, but it may vary by type.

HOW OFTEN DOES PPE NEED TO BE REPLACED?

Not seeing obvious signs that your PPE is failing? That doesn’t mean it won’t need to be replaced soon.

All protective equipment has a lifespan. Some PPE is designed for single use, while other items last for years.

Always check the manufacturer’s guidelines for the equipment’s specific expiry details.

Here’s a list of average expiry times:

• Waterproofs - 3 to 5 years
• Hard hats - replace every 2-3 years
• Protective eyewear - can last up to three years
• Safety footwear - if worn all day, can burn out in three to six months. If used lightly and well-maintained, can last one to two years.

There’s no one-size-fits-all answer. Lifespan depends on usage, care, and the type of PPE.

Want to learn more? Find out how long PPE lasts.

PPE MAINTENANCE AND STORAGE TIPS

You can extend the life of your safety equipment by making sure it’s properly maintained and stored.

Examples of PPE maintenance include:

• Cleaning
• Replacing parts
• Checking for damage
• Inspecting equipment regularly
• Using equipment only for its intended purpose

Always refer to manufacturer guidelines for maintenance, storage, and replacement details.

Look after your PPE. Look after your workforce.

WHAT ARE THE RISKS OF USING DAMAGED PPE?

Using damaged or expired PPE puts your team at risk. It also puts your business in danger of legal action.

No matter how busy you are, always make time to protect your team.

WORKPLACE INJURIES

Expired PPE won’t provide high-level protection. Materials deteriorate over time, impacting the condition and function of safety equipment.

Prevent avoidable injuries by replacing your team’s expired and damaged PPE. 

COMPENSATION COSTS 

Replace PPE when needed to avoid expensive legal fees. 

Injuries linked to faulty PPE can result in compensation claims, legal fees, and rising insurance costs.

LOSS OF TRUST 

Workers can lose trust in their employer following an injury. 

Show your team you care by keeping them well protected at work and by always replacing faulty and expired PPE as soon as possible. 

REDUCED REVENUE 

Using compliant PPE isn’t just about safety; it also helps protect your reputation.

Customers are more likely to trust and recommend a team that looks professional and follows HSE guidelines. A strong reputation leads to better reviews, repeat work, and more opportunities to grow.

WHO IS RESPONSIBLE FOR REPLACING PPE?

The HSE Personal Protective Equipment at Work Regulations (PPER 2022) state that PPE replacement is the employer’s responsibility. 

To stay compliant, PPE must be inspected regularly by a competent person. However, your workers must let you know as soon as possible if their equipment is faulty or damaged. 

Once notified, it’s your legal duty to replace it.

Explore the SMI shop to find high-quality and HSE-compliant safety equipment. 

MANAGING PPE REPLACEMENT: 7 PRACTICAL TIPS

Managing PPE and being preemptive about replacements isn’t just important. It’s also very achievable with the right planning.

These practical steps will set you off on the right foot.

1. SCHEDULE ROUTINE PPE INSPECTIONS

Don’t wait for PPE to fail. Instead, schedule routine PPE inspections to help you identify items that will need replacing soon.

This will help you avoid situations where an item has failed, but the replacement hasn’t arrived yet. 

Plus, it’ll help you avoid emergency purchases, which often increase procurement costs and lead to non-approved products being ordered.

2. GET WORKERS TO PLAY THEIR PART

Encourage your team to report damaged or worn PPE immediately.

This way, you’ll be more likely to catch issues before they become bigger problems. You’ll also be able to avoid safety issues where a worker is carrying out their role without properly functioning equipment.

3. KEEP RECORDS

Keep simple records of issue dates for key PPE categories.

This can help you:

• Demonstrate compliance
• Identify overdue replacements
• Schedule inspections or replacements
• Identify PPE from batches that are later found to have a safety defect

4. FOLLOW MANUFACTURER GUIDANCE

Always follow manufacturer guidance for inspection, maintenance, storage, and replacement timelines.

Check guidance immediately upon issue and place key dates in the calendar. That way, you’ll be notified when action is required.

5. REPLACE PPE INVOLVED IN AN INCIDENT

Any PPE that’s involved in an incident should be replaced immediately. This applies even where there’s no visible damage.

6. MAKE REPLACEMENT PPE EASY TO ORDER

Take time now to make sure that replacement PPE can be ordered quickly and easily when it’s needed.

At SMI, we support quick PPE replacement with our MY-SMI® procurement portal.

The MY-CATALOGUE feature lets you curate approved product ranges for teams to order from, reducing rogue purchasing. Meanwhile, approval workflows and role-based permissions make it easier for teams to access what they need, when they need it.

7. REVIEW YOUR PPE MANAGEMENT PROCESSES

Take a look at how your organisation currently manages PPE. Do your current processes make it easy to identify ageing or damaged equipment before it becomes a safety issue?

If not, consider how you can amend them to be more preemptive about PPE replacement.

At SMI, we can help. Our dedicated account managers are sector experts who can help you keep on top of PPE replacement. That includes anticipating when PPE may reach the end of its lifespan and scaling your PPE supply accordingly.

UPDATE YOUR PPE WITH SMI

Is it time to replace your PPE? Switch to SMI and enjoy a streamlined PPE ordering service. 

Benefits of partnering with SMI include: 

• Single source supply 
• 97% stock availability 
• Own delivery fleet in key regions 
• Simple, fast, and user-friendly ordering portal

Need replacement PPE right away? Order by 5PM for next-day delivery. 

Whether you’re updating hi-vis workwear, safety boots, or eyewear, replace all your PPE in one go with SMI.

Need help replacing expired and damaged PPE?

Send us a message or call 0330 441 3500 - we’re ready to help!