Smart PPE procurement for better workplace safety

Workplace safety: what you need to consider

Creating a safe and compliant work environment starts with the right equipment — and the right procurement strategy. From construction sites to manufacturing floors, ensuring workers are properly protected is both a legal obligation and a business priority.

This is especially true when considering Maintenance, Repair, and Operations (MRO) operations, where consistent access to safety gear, tools, and maintenance supplies plays a crucial role in minimising risks and maintaining compliance.

What is PPE, and why is it essential?

Personal Protective Equipment (PPE) includes helmets, gloves, eye protection, high-visibility clothing, and respiratory gear to safeguard workers from health and safety risks. PPE must meet stringent EU Regulation 2016/425 standards to ensure effectiveness and compliance. Efficient procurement of certified PPE is key to maintaining safety, reducing liability, and supporting operational continuity.

Read how to make the supply of occupational safety equipment more efficient and which regulations must be observed across Europe.

In industry, workers are often exposed to specific hazards from heavy machinery, hazardous substances, or noise. That’s why comprehensive occupational health and safety regulations exist throughout the European Union (EU).

High consumption, limited shelf life, and strict safety and hygiene requirements make the procurement and inventory management of personal protective equipment (PPE) complex. To maintain supply security, purchasing departments should look closer at the processes for procuring occupational health and safety equipment.

This article offers an overview of applicable EU-wide regulations and provides practical tips on optimising your procurement process with a few key measures.

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EU directives in specific aspects of safety

These EU regulations apply uniformly, though national enforcement may vary.
Use of work equipment (2009/104/EC)
PPE requirements (2016/425/EU)
Chemical and noise exposure limits (Directive 2004/37/EC and 2003/10/EC)
Safety signage (92/58/EEC)

EU regulations and standards you should know

Occupational safety is a fundamental workers’ right in the EU, and it is governed by a harmonised framework that all member states integrate into their national laws. Here is an overview of the most important EU-level and international standards.

International Labor Organisation (ILO) conventions

The global standards established by the ILO form the foundation of many EU laws and cover: Health and safety as a fundamental workers’ right
Promotion of a safe working environment.
Prevention of occupational hazards

EU framework directive 89/391/EEC

European agencies and support

EU-OSHA provides:
Sector-specific guidance
Best practices and research
Tools for small and medium-sized enterprises (SMEs)
Coordination with national bodies and inspectorates

1. Check certifications and compliance marks

Ensure that products meet EU safety standards and carry valid CE marking. Look for compliance with relevant EN or ISO standards to guarantee quality and protection.

Certified suppliers help ensure that equipment is safe, durable, and legally compliant across Europe.

2. Stay on Top with Standardisation

Standardise product and supplier selection with consistent criteria for sourcing to improve control and efficiency. This enables decentralised purchasing with central oversight – ideal for companies with sites in multiple EU countries.

3. Evaluate suppliers carefully

Compare not just pricing, but lead times, delivery reliability, compliance and sustainability markers. Prioritise suppliers with EU-based logistics and marketplaces that offer diverse suppliers.

4.Plan procurement long-term

Collaborate across departments and document product usage trends. Anticipating wear, expiry, and usage cycles helps maintain consistent stock levels while reducing waste.

5. Stay up to date

Follow updates from EU-OSHA, national safety authorities, or European industry associations. Many offer newsletters or toolkits in multiple languages.

Encourage feedback from employees to ensure their needs are met and adapt quickly to changes in regulation or workplace conditions.

Regularly stay informed about changes to laws, standards, and guidelines to ensure your occupational health and safety organisation complies with current standards.

Procure PPE efficiently with Unite

With Unite, you can centralise your PPE procurement across different business units and countries, giving you access to 3.8 million occupational safety (PPE) articles from over 300 verified suppliers.

Intelligent product search and filters

Use the cross-catalogue search to quickly find the right personal protective equipment for your business. Our filters allow you to narrow down your selection, for example, by sustainability certifications, specific requirements, and personal preferences.

User management with overview

Enable employees to place orders independently without losing control. Order limits and view management allow you to determine which products can be purchased and how much budget is available. This keeps purchasing clear and structured.

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FAQ

What is PPE?

Personal Protective Equipment (PPE) refers to protective gear such as helmets, gloves, goggles, and safety clothing designed to reduce exposure to workplace hazards and prevent injury or illness.

Why is procurement important for workplace safety?

Efficient procurement ensures that personal protective equipment (PPE) is compliant, available when needed, and meets legal safety standards, directly contributing to a safer workplace.

What regulations govern PPE in the European Union?

PPE in the EU is governed by regulations like the PPE Regulation (EU) 2016/425 and EU Framework Directive 89/391/EEC, along with various equipment- and hazard-specific directives.

How can I streamline PPE procurement across multiple EU countries?

Standardising products, choosing compliant suppliers, and using centralised procurement platforms like Unite can simplify cross-border purchasing while ensuring compliance.

What is the role of EU-OSHA in occupational safety?

EU-OSHA provides research, sector-specific guidance, and tools to help companies comply with European occupational health and safety regulations.

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