What this is
What is a respirator inspection record?
What is a respirator inspection record?
A respirator inspection record is the periodic and pre-use check of an individual respirator's physical condition: facepiece, straps, valve, filter or cartridge, and cleanliness. It catches damage and expiry before the unit is relied on, not whether the wearer is medically fit or correctly fitted, which are separate records.
Who carries out a respirator inspection?
The wearer, for the check done before every use, and the issuer or a designated person for the monthly check on stored or emergency-use units. Neither role requires a qualification beyond knowing what a sound facepiece, seated valve and in-date cartridge look like.
What is the difference between a routine inspection and the emergency-use check?
A routine inspection covers a respirator in active circulation, checked before use and on a defined cycle. The emergency-use check covers units held for escape or standby, which see little wear but fail through neglect, and OSHA requires that check at least monthly regardless of use.
Scope
When is a respirator inspection record required?
This record is one step in a larger programme. Using it for work belonging to a neighbouring template produces records that are hard to report on later.
Use this template when
- A respirator is about to be donned and needs its pre-use check completed
- A stored or emergency-use unit is due its scheduled monthly check
- A respirator has just been cleaned and is being returned to service
- A unit is being withdrawn from service and the failure needs recording against its reference
- You are running the Respiratory Protection programme and this is one of its recurring steps
Do not use it for
- Respirator Fit Test Record, which proves a specific respirator model seals correctly on a specific worker's face, not whether the unit is physically sound
- Respirator Medical Clearance, which confirms a worker can wear a respirator at all, before fit testing is even relevant
- Respiratory Protection Program Plan, which sets the change-out schedule and inspection frequency this record is expected to follow
- A general equipment inspection, which will not prompt for cartridge expiry, valve seating or sealed storage specifically
- Local exhaust ventilation or air-supply checks, which belong to the ventilation examination templates in the same programme
Compliance mapping
Which OSHA 1910.134(h) requirements does this satisfy?
OSHA 1910.134(h) sets maintenance and care as four separate duties, and this record's defensibility rests on keeping them distinct rather than one score.
| Clause | Requirement | Where it lands |
|---|---|---|
| OSHA 1910.134(h)(3)(i) | Respirators used routinely inspected before each use and during cleaning | Units |
| OSHA 1910.134(h)(1) | Cleaning and disinfecting at a frequency that keeps the respirator sanitary and serviceable | Units |
| OSHA 1910.134(h)(2) | Storage protecting respirators from damage, contamination, dust, sunlight and chemicals | Units |
| OSHA 1910.134(h)(3)(ii) | Respirators maintained for emergency use inspected at least monthly and after each use | Emergency use units |
| OSHA 1910.134(h)(4) | Repairs and replacement of parts by trained persons, using only the manufacturer's parts | Units |
| OSHA 1910.134(d)(3) | Cartridges and filters appropriate to the hazard and within their service life | Units |
| OSHA 1910.134(c)(1)(v) | Written programme sets the procedures and schedules that this inspection is carried out against | Header |
What it does not cover
- Respirator Fit Test Record, which proves a respirator seals correctly on a specific worker's face, something a condition check cannot demonstrate.
- Respirator Medical Clearance, which confirms a worker's fitness to wear a respirator before fit testing or issue.
- Respiratory Protection Program Plan, which sets the selection, training, fit test and maintenance procedures this inspection is carried out under.
- A repair or maintenance work order, the record of what was actually done to a unit withdrawn from service, not this inspection.
- Local Exhaust Ventilation Examination, which addresses the engineering control rather than the personal protective equipment used when it is insufficient.
Global
Respirator Inspection Record requirements by country
The duty to inspect a respirator before it is trusted is near-universal, though the United States is unusually specific about frequency and emergency-use units.
OSHA 29 CFR 1910.134(h)
Prescribes cleaning, storage, inspection and repair as separate duties, with a fixed at-least-monthly cycle for emergency-use units.
An inspection record that cannot show the monthly cycle for standby units, independent of use, does not meet the letter of the standard.
COSHH regulation 9; HSE guidance HSG53 on respiratory protective equipment
Requires equipment relied on for control of a substance to be maintained in efficient working order, with record-keeping for some classes of RPE.
HSE's guidance sets out inspection intervals and record content in detail, and an inspector will expect it to have been followed or a reasoned departure from it.
ISO 16975-3 on selection, use and maintenance of respiratory protective devices
Sets out maintenance, storage and inspection practice as part of a managed RPE programme rather than a one-off check.
ISO 45001 certification bodies typically expect the inspection record to tie back to a defined maintenance procedure, not just a completed form.
How to complete it
How to complete a respirator inspection record, step by step
The template prompts for a condition on each part of the unit. What determines trustworthiness is how those checks are treated once one of them fails.
A cartridge or filter past its marked change-out date has no reliable way of signalling it has stopped working; there is often no smell or resistance change until well after the medium is exhausted. Waiting for a sensory cue rather than the date means the exposure has already happened.
A unit reserved for escape or standby use gets no wear to prompt attention, so its risk is neglect rather than damage. The monthly check has to run on a fixed calendar independent of use, or it lapses on exactly the units that most need to work the one time they are needed.
A missing or distorted exhalation valve makes a respirator useless even when everything else passes, and folding it into one overall condition rating hides that. The template keeps facepiece, straps, valve and filter as distinct checks, and a completed record should show why each passed rather than one rolled-up impression.
A unit that fails inspection but stays in a locker until a replacement arrives is still available to be picked up and worn. Withdrawal has to happen at the moment the fail is recorded, with the unit physically removed, not scheduled as a follow-up action.
What auditors find
Most common respirator inspection record findings
Findings here are rarely about missing paperwork; the document usually exists. The question is whether it describes the unit as it actually was.
| Finding | Clause | What fixes it |
|---|---|---|
| Expired cartridge or filter still fitted and the unit returned to service. | OSHA 1910.134(d)(3) | Check the marked change-out date at every inspection and treat expiry as an automatic fail, not a note. |
| Exhalation valve missing or distorted, caught late because it was folded into a general condition check. | OSHA 1910.134(h)(3)(i) | Keep the valve check as its own line; a distorted or missing valve makes the respirator useless regardless of everything else. |
| Unit stored on an open hook or shelf rather than a sealed container. | OSHA 1910.134(h)(2) | Enforce sealed storage as a physical control, and record where the unit was found, not just a yes on the form. |
| Emergency-use unit's monthly check overdue because it is rarely worn and easy to forget. | OSHA 1910.134(h)(3)(ii) | Schedule the emergency-use check on a fixed monthly cadence tracked independently of routine-use inspection. |
| Unit failed inspection but remained in circulation pending a replacement. | OSHA 1910.134(h)(4) | Withdraw from service at the moment the fail is recorded, and confirm the physical unit was removed. |
| One signature covers a batch of units rather than a line per respirator inspected. | OSHA 1910.134(h)(3)(i) | Record a distinct reference, condition and result for every unit; a headcount is not an inspection. |
Case in point
Case in point: the mask that passed every inspection until it mattered
A maintenance shop issued half-face respirators for a solvent-cleaning task and inspected them weekly. Each record showed facepiece, straps and valve as good, filter fitted, and the unit clean and stored. The cartridges were replaced on a calendar schedule set years earlier and never revisited against the room's actual solvent concentration.
A worker reported smelling solvent partway through a task, well before the marked change-out date. The inspection records were all correct, every check had passed, and the worker had still been exposed, because the record was answering whether the cartridge had expired, not whether the schedule matched the exposure. That question belongs to the programme plan; confirming it against measured breakthrough data was the actual fix, not a better inspection form.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
4 sections
- Reference
- HLT-034
- Archetype
- Record
- Record ID
- INSP-2026-000
- Scoring
- Pass or fail
- Direction
- High is good
- Singleton
- No
- Basis
- OSHA 1910.134(h)
- Links
- Links Asset, Worker
- Tags
- Health, Respiratory
- Sections
- 4
- Fields
- 39
- Follow up fields
- 5
- Repeating sections
- 1
- Links out
- 3
Header
9 fieldsInspection ID*
Auto sequence. Format RI-2026-0000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Completed By*
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
Inspection Type*
Inspector*
Number Inspected*
Units
Repeats15 fieldsRespirator Reference*
Assigned To
Type*
Facepiece Condition*
- Good3 pts
- Minor wear1 pt
- Damaged0 pts
Straps And Buckles*
- Good3 pts
- Worn1 pt
- Damaged0 pts
Valves Present And Seating*
A missing or distorted exhalation valve makes the respirator useless.
- Yes3 pts
- Distorted0 pts
- Missing0 pts
Filter Or Cartridge Correct Type*
- Yes3 pts
- No0 pts
Within Expiry*
- Yes3 pts
- Expired0 pts
Change Out Date Marked*
- Yes3 pts
- No0 pts
Clean And Dry*
- Yes3 pts
- No0 pts
Stored In Sealed Container*
A respirator hanging on a hook in a wash down area is contaminated before it is used.
- Yes3 pts
- No0 pts
Storage Away From Contamination*
- Yes3 pts
- No0 pts
Result*
- Pass3 pts
- Pass with conditions2 pts
- Fail0 pts
Withdrawn From Service
Replaced
Emergency use units
3 fieldsEmergency Units Included*
Monthly Check Current
- Yes3 pts
- Overdue0 pts
Air Supply Pressure Adequate
- Yes3 pts
- Low0 pts
Result
12 fieldsItems Assessed*
Excludes anything marked N/A.
Items Failed*
Score Percent*
Calculated on submission. High is good. N/A items leave the denominator.
Result Band*
- Pass3 pts
- Caution1 pt
- Fail0 pts
Completeness Percent*
How much of the template was actually answered. A high score on a half completed form is not a high score.
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Next Inspection Due*
Inspector*
Signature*
HLT-034 · record IDs look like INSP-2026-000 · Links Asset, Worker
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The form is the easy part. Catching an overdue emergency-use check and closing the withdrawal-to-replacement gap is what actually slips.
Holds the respirator inspection record against the asset and worker registers, and flags a unit overdue for its scheduled check before it is issued again.
Ties a failed inspection to the hazard assessment that justified the respirator, so a recurring fail prompts a review of the control, not just a replacement.
Tracks repairs and part replacement against the manufacturer's spares, and confirms a withdrawn unit is not returned without a passed re-inspection.
Watches inspection due dates against the emergency-use monthly cycle, and raises an overdue check rather than letting it surface at audit.
This template lives in KnowHealth — employee wellbeing. Exposure monitoring, health surveillance, case management and return to work.
Meet KnowHealth→Glossary
Respirator Inspection Record definitions and key terms
- Change-out schedule
- The interval or condition for replacing a cartridge or filter, ideally set from measured breakthrough data rather than a fixed calendar guess.
- Exhalation valve
- The one-way valve that lets exhaled breath leave the facepiece; if it is missing, distorted or fails to seat, the respirator no longer performs as designed.
- Withdrawal from service
- Removing a respirator from circulation the moment it fails inspection, so it cannot be picked up and worn before repair or replacement.
- Emergency-use respirator
- A unit held for escape or standby rather than routine wear, which OSHA requires to be inspected at least monthly regardless of whether it was used.
- Breakthrough
- The point at which a cartridge's capacity is exhausted and contaminant begins passing through, which a change-out schedule should pre-empt rather than wait for.
FAQ
Frequently asked questions about respirator inspection record
How often does a respirator need to be inspected?+
Before each use for routinely worn respirators, and at least monthly for units held for emergency or standby use, whether or not they were worn. The monthly cycle for emergency-use units is a fixed OSHA requirement, not one triggered by use.
What should happen when a cartridge is past its change-out date?+
The unit fails inspection immediately. An expired cartridge gives little or no sensory warning it has stopped protecting the wearer, so the date has to be enforced as a hard stop, not a guideline the wearer judges against.
Who is allowed to carry out the inspection?+
The wearer for the pre-use check, and the issuer or a designated person for stored and emergency-use units. No special qualification is required beyond knowing sound condition for a facepiece, strap, valve and filter.
What happens to a respirator that fails inspection?+
It is withdrawn from service at the point of failure, not left in circulation until a replacement is available. Repairs use only the manufacturer's parts, done by a trained person, and the unit is not returned until it passes inspection again.
Does a missing exhalation valve make a respirator unsafe even if everything else is fine?+
Yes. The valve controls how the facepiece performs on exhalation, and a missing or distorted one defeats the respirator regardless of how sound the facepiece, straps and filter are. It needs its own check rather than a share of a general condition score.
Is a batch inspection of several respirators acceptable?+
No. The standard's unit of account is the individual respirator, and one sign-off covering a rack of units cannot show any one was actually examined. A defensible record carries a distinct reference and result per unit.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Respiratory Protection
Respirator Fit Test Record
Records a fit test proving a respirator seals correctly on a specific worker
Respirator Medical Clearance
Confirms a worker is medically able to wear a respirator before fit testing
Respiratory Protection Program Plan
Sets out how respirators are selected, issued, maintained, stored and replaced
Local Exhaust Ventilation Examination
Records the statutory thorough examination and test of extraction systems, with airflow measurements against design
Ventilation Performance Check
Checks daily and weekly indicators on extraction hoods, including gauges, damper positions and visible capture
Safety Data Sheet Review
Checks each safety data sheet is current, complete and available to the people who use the product
More in Respiratory
Respirator Fit Test Record
Records a fit test proving a respirator seals correctly on a specific worker
Respirator Medical Clearance
Confirms a worker is medically able to wear a respirator before fit testing
Respiratory Protection Program Plan
Sets out how respirators are selected, issued, maintained, stored and replaced
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- OSHA 29 CFR 1910.134(h) — Maintenance and care of respirators
- OSHA 29 CFR 1910.134(d)(3) — Cartridge and filter change schedules
- HSE HSG53 — Respiratory protective equipment at work
- ISO 16975-3 — Selection, use and maintenance of respiratory protective devices: maintenance
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.