SAP PM Work Clearance and Work Permit Template
A work permit is the written agreement between the person who controls the equipment and the person who will work on it. This template gives you a compact form that ties the permit to the SAP order so the two records stay together.
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SAP PM Work Clearance and Work Permit Template
Permit to Work WP-2026-0457
Permit type: General maintenance SAP order: 4000118723 Location / equipment: Press line 2, main drive gearbox Valid: 2026-11-02 06:00 to 2026-11-02 18:00
Description of work
Replace gearbox bearings. Lifting of 180 kg gearbox cover with overhead crane.
Hazards and controls
Hazards: Stored energy in hydraulic accumulator, suspended load, hot oil residue, slips from oil.
PPE: Safety glasses, gloves, safety shoes, hard hat
Isolations
MCC-L2-04 breaker locked and tagged. Hydraulic isolation valve HV-12 closed and locked. Accumulator discharged and gauge verified at zero.
Pre-work checks
| Check | Done | By | Time |
|---|---|---|---|
| Energy sources isolated and locked | |||
| Zero energy verified (try-start or gauge) | |||
| Atmosphere tested where required | |||
| Fire watch assigned where required | |||
| Crew briefed on hazards and emergency route |
Authorization
Issued by: R. Banerjee, Production supervisor Received by: K. Osei, Maintenance supervisor
Close-out
| Item | Confirmed | Name | Time |
|---|---|---|---|
| Work complete, area cleaned | |||
| Tools and materials removed | |||
| Guards refitted, locks removed | |||
| Equipment returned to operations |
This is a generic starting point, not legal advice and not a replacement for your site permit-to-work procedure or applicable local regulations. Have your EHS function review the wording. SAP Work Clearance Management has its own work approval and clearance objects, which this form can sit alongside.
Permit and order audit
Optional: a read-only comparison between closed SAP orders and your permit records.
Optional. The tool and every export work without this. No spam.
How to use the form
Complete it before work starts. Reference the SAP order, describe the work in specific terms, and list hazards the crew will really meet, including stored energy, not just generic wording. Name every isolation point with its tag number so a second person can verify it. The issuing authority and receiver sign before work begins and again at close-out. Keep a copy at the job site and attach the PDF to the order or permit record afterwards.
- Name isolation points, do not write 'isolated'
- Verify zero energy by test, not assumption
- Limit validity to the shift or the stated period
- Re-issue the permit when scope or crew changes
Permit to work and SAP
SAP offers Work Clearance Management for approvals, with work approvals, work clearance applications and work clearance documents that can control tagging and release. Not every plant uses it, and some run permits on paper or in a separate EHS system. Either way, the maintenance order should reference the permit so an auditor can follow the chain from the notification to the order, the permit and the confirmation.
Common mistakes
Frequent weaknesses include permits issued for a whole week with no re-validation, copy-pasted hazard text, and locks removed by someone who did not place them. Another is closing the SAP order while the permit remains open. Audit a sample of closed permits against the orders each month and look for matching times, since a gap often shows a permit signed late.
Frequently Asked Questions
Does this form replace our site permit procedure?
No. It is a generic layout. Your site's procedure and local regulations take priority. Use the template as a starting point, then have EHS and legal review and align it with your own wording.
What is SAP Work Clearance Management?
It is a SAP component that manages work approvals and clearances, including tagging and release of isolation points. It links to maintenance orders. Availability depends on your SAP version and licensing.
How long should a permit be valid?
As short as the job allows, typically a shift or a day. Longer validity needs a documented re-check at each shift start. Follow your own procedure.
Can I add more permit types?
Yes. This form lists common types. Hot work, confined space and work at height normally need extra checks such as gas testing, rescue plans or harness inspection. Add those lines before using the form in the field.
Netray can add an agent that checks closed SAP orders against permit records, read-only, and flags the mismatches for your EHS team to review.
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