SiteKiln gives you plain-English information, not legal, insurance or financial advice. Always check your own policies, contracts and local police guidance.
This is your line in the sand: "this is how we handle tools in this business". It's about stopping avoidable thefts, keeping people working, and making sure everyone plays their part -- staff, subs and you.
Use this page as the explainer, then link straight to the editable policy template in the Doc Hub.
1. What this policy covers
Scope
- Who it applies to: employees, labour-only subcontractors, agency workers and anyone else using or storing tools under your banner.
- What it applies to: company-owned tools, hired tools, and personal tools used on your jobs (vans, sites and at home).
Purpose
- To reduce tool theft, protect people's livelihoods, and keep jobs running without unnecessary delays.
- To make sure you meet your duty to store equipment securely and manage subcontractors properly.
One straight line: "If you're working under our name, this is the standard for how you treat tools and tool security."
2. Who provides what (staff vs subs)
You don't want arguments after a theft. Spell out responsibilities.
Company-owned tools
- You'll provide and insure certain tools and equipment (list examples in the template).
- Staff and subs must use, store and return them as set out in this policy.
Personal tools
- Many subs will bring their own kit -- which HMRC often expects if they're truly self-employed.
- Make it clear: they are responsible for insuring their own tools and following your site and van security rules while on your jobs.
Hired / leased tools
- Hired kit must be secured to at least the standard in this policy -- containers, chains, locks -- with clear handover notes on who is responsible out of hours.
You can then reflect this in your subcontract order wording so everyone has seen it twice.
3. How tools must be secured (vans, sites, home)
This is where you echo 12.3, but as rules not suggestions.
Vans
- Tools must not be left in vans overnight unless there is no reasonable alternative -- and never high-value kit if it can be removed.
- Vans must be locked, alarms set and parked nose-to-wall or in the most secure spot available.
- Where the company has provided upgraded locks, cages or safes, they must be used properly -- no wedging doors, no leaving vaults unlocked.
Sites
- Tools are to be locked in site containers, cabins or vaults whenever they are not in use -- not left loose "just for tonight".
- End-of-day "tool sweeps" are mandatory on every site, with a named person responsible.
- Visitors and unknown faces around storage areas must be challenged or reported, not ignored.
At home
- Where practical, tools should be stored inside a locked building (garage, lock-up, workshop) rather than in vehicles.
- Family and friends should not have access to site keys or lock-up keys unless agreed.
You're not trying to police people's whole lives, just setting a baseline that protects everyone's ability to work.
4. Marking, logging and using Stolen Tools UK
Build the proactive stuff into the policy so it actually gets done.
Marking
- All company-owned tools must be marked with the business name and postcode and, where provided, a forensic marking kit.
- Staff and subs are strongly encouraged to mark their personal tools in the same way while working on your sites.
Logging
- The company will maintain a central tool inventory (see Doc Hub template) -- make, model, serial, value and usual storage location.
- New tools must not be used on site until they've been added to the inventory and marked.
Stolen Tools UK and registers
- Company tools will be registered on a property register such as Immobilise and with Stolen Tools UK.
- Where staff/subs are willing, the company may help them register personal tools as well.
That turns "we should do this" into "this is just how we set kit up".
5. Reporting thefts, damage and near-misses
You want bad news fast, not hidden.
If tools are stolen
- Any theft or suspected theft must be reported to the site supervisor and the office immediately, not "tomorrow morning".
- The company will handle police and Stolen Tools UK reporting for company tools; staff/subs must cooperate and provide details.
- For personal tools, you'll support with evidence from CCTV and site records where possible.
If tools are lost or damaged
- Lost tools or damaged security (locks, doors, safes) must be reported as soon as noticed so it can be fixed before the next shift.
- Repeated "lost tools" with no explanation will be treated seriously -- it affects everyone's ability to work.
Near-misses
- Suspicious behaviour (people hanging around vans, trying doors, filming kit) should be logged and, where appropriate, flagged to police and Stolen Tools UK.
6. Training, enforcement and reviews
A policy is only real if you use it.
Training and induction
- Every new starter and sub gets a short tool security briefing on day one, including how to lock up, where to store tools, and what to do if something goes missing.
- You refresh this at least once a year or whenever you change your setup.
Checks
- Supervisors will carry out spot checks on vans, storage and end-of-day lock-ups to make sure the basics are being followed.
- Any serious or repeated breaches (e.g. leaving tools in unlocked vans overnight) may lead to disciplinary action or removal from site.
Review
- You'll review the policy annually, or after any major theft, to fix what didn't work and update it with lessons learned.
- Changes are circulated to all staff and regular subs.
"This policy isn't about box-ticking. It's about making sure nobody in this business has to stand where lads like Stephen Baker have stood -- staring at an empty van, wondering how they're going to keep a roof over their family's head. We'll do our bit with locks, storage, marking and Stolen Tools UK. We expect you to do yours."
7. Common mistakes
- Writing a policy and never briefing anyone on it -- if staff and subs have never seen it, it doesn't exist.
- Not updating it after a theft -- a theft is the best (worst) time to learn what's broken. Fix the policy, not just the locks.
- Making it all about blame -- the policy should protect people's livelihoods, not just give you someone to shout at when things go wrong.
- Not including subs -- if they're on your site with their tools and your name on the hoarding, they need to follow the same rules.
- No inventory for company tools -- if you can't list what you own, you can't prove what's been stolen and you can't claim properly.
8. Who to contact
- Stolen Tools UK -- register tools, report thefts, follow alerts: stolentoolsuk (Instagram/social)
- Immobilise -- free national property register: immobilise.com (free)
- Your insurer -- check your policy covers company tools, hired kit, and whether staff personal tools are included or excluded.
- ACAS -- if you need guidance on disciplinary procedures linked to policy breaches: 0300 123 1100 (free)
9. Related guides on this site
- 12.1 Why tool theft matters now
- 12.2 How tool thieves actually operate
- 12.3 Locking down your vans and sites
- 12.4 If your tools are stolen -- step by step
- 12.5 Using Stolen Tools UK proactively
- 6.4 Tools and plant insurance
- 6.9 Making an insurance claim
- 8.10 Taking on your first employee -- legal checklist
- 8.11 Health and safety policy -- when you need a written one
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