Fit testing documentation checklist
Exactly what records you need to keep, what you hand to employees, and what OSHA looks for.
The Paper Trail
Compliance is only as good as your ability to prove it. If OSHA knocks on your door, here is the documentation they expect to see readily available.
1. Medical Evaluation Clearances
* Keep on file: The physician's or licensed health care professional's (PLHCP) written recommendation regarding the employee's ability to use the respirator.
* Do NOT keep: The actual completed medical questionnaire. That contains private medical data and must remain with the evaluating physician or licensed health care professional — it is confidential by law and should never be stored in your own files.
Learn about medical evaluations →
2. Fit Test Records
For every employee tested, you must retain a record containing:
* The name of the person tested.
* The type of test performed (Qualitative or Quantitative).
* The specific make, model, style, and size of the respirator tested.
* The date of the test.
* The pass/fail results (or the numeric fit factor for QNFT).
Note: OSHA requires you to retain these records until the next fit test is administered (at least one year).
Respirator Fit Test Cards: Physical & Digital Wallet Passes →
3. The Written Respiratory Protection Program
A written, site-specific document detailing your standard operating procedures for respirator use. It must be updated as necessary to reflect changes in workplace conditions. We provide this written program at no charge to all of our testing clients — because a well-written RPP is the foundation that makes everything else defensible. Respiratory protection program basics →
What the Employee Gets
The employee should receive a Fit Test Card stating exactly which respirator they are cleared to wear, the date of the test, and the expiration date. We provide both physical wallet cards and digital passes for Apple Wallet and Google Wallet — so employees always have proof of clearance on them. Learn about fit test cards →