This guideline provides direction for issuing a Hot Work Permit  at a Polygon Construction Site.

Note: as of August 7, 2025 this guideline is in the process of being updated to reflect the updated Hot Work Permit [version 2025.07] and some of the details below may not be current.

Information

The proper conducting and documentation of hot work at our construction sites is critical, not only to ensure the safety of workers and the building under construction but, because it has implications on the insurance we carry for our projects under construction.

Disciplinary Action:

As hot work creates a hazard to the building, the materials, and every worker on site; failure to follow this hot work permit process, especially performing hot work without a permit, should result in a stoppage of the work to address any ignition hazards and issuing a Safety Violation.

Permit Details

Complete the Permit in full and have the worker check, initial, and sign where required to indicate that they understand and accept the work area requirements. If there are multiple workers performing similar hot work in one work area (i.e. a flat roof) then a direct supervisor or lead hand can complete the Permit for the work area.

Ensure there is a dedicated fire extinguisher in close proximity. Close proximity means that the worker should not have to leave the work area if the fire extinguisher is required. Relying on the site emergency fire extinguisher locations for hot work is not an acceptable practice.

Remind the worker that the work area must be monitored for 60 minutes (1 hour) after the hot work is completed (2 hours if it is torch-applied roofing) to ensure there is no smouldering or ignition.

Enter your name and signature as the Permit Authorizing Individual: fields and remind the worker they are to notify you or another designated member of the Site Team once the hot work and initial Fire Watch is complete.

Pre-filling forms

The following fields may be pre-filled to facilitate the issuing of multiple Permits for identical work on different dates and locations on the project. All other fields will be completed at the time the Permit is issued or returned as applicable.

• Worker Name
• Project
• Company
• Description of the work

Returning the Permit

Once the hot work has been completed and the 60 minutes of monitoring by the worker have passed the Permit will be returned to PCML Site Management. The person receiving the returned Permit will enter their name and signature in the Permit returned to: fields. This person will also enter the date and time the permit was returned.

Disciplinary Action:

If an issued Permit is not returned then no further Permits will be granted without first issuing a written Safety Violation.

Exceptions may be granted if there is a reasonable explanation or a documented prior arrangement. The importance of returning the Permit is so that we know when to commence the ongoing monitoring of the work area.

Ongoing Monitoring

Between the Fire Watch and subsequent Fire Monitoring, the work area must be monitored for a minimum of four (4) hours following the completion of the task. Fire Monitoring may be accomplished by a Security Guard including the identified work area in their patrol and making specific mention of the area in their report.

The arrangements made for the additional fire monitoring will be documented on the Permit.