GSA Form 3625 – Confined Space Entry Permit

Jurisdiction: Country: United States | Province or State: Federal

The GSA Form 3625 – Confined Space Entry Permit is a safety document used to control and document entry into confined spaces in federal facilities. If you are preparing to enter or supervise work in a confined space, this form helps you organize and record critical safety information before anyone goes inside.

Confined spaces can present serious hazards. These may include low oxygen levels, toxic gases, engulfment risks, or limited exit points. This form is designed to ensure those risks are identified and managed before work begins.

You may encounter this document if you work in building maintenance, construction, utilities, engineering, or facility management within properties managed by the U.S. General Services Administration. It is typically completed before entry and kept on site during the work.

Understanding how the form works makes the process smoother. When you know what information is required and why it matters, you can complete it with confidence and avoid delays or safety issues.

What is GSA Form 3625 – Confined Space Entry Permit?

Clear definition

GSA Form 3625 – Confined Space Entry Permit is a written authorization to enter a designated confined space under controlled conditions. It documents the hazards, safety precautions, personnel involved, and approval for entry.

A confined space is generally an area that is large enough to enter, has limited or restricted entry or exit, and is not designed for continuous occupancy. Examples include tanks, vaults, crawl spaces, and certain utility pits.

The permit acts as a checklist and record. It confirms that required safety steps, such as atmospheric testing and rescue planning, have been addressed before entry begins. It also creates a written trail showing that safety controls were considered and implemented.

Who typically uses this form?

This form is commonly used by facility managers, safety officers, maintenance supervisors, contractors, and entry supervisors working in federally managed buildings. If you are responsible for authorizing or overseeing confined space work, you may be the one completing or signing it.

Authorized entrants may review the form before entering the space. Attendants, who remain outside the space to monitor conditions, also rely on the information recorded in the document.

Contractors performing work in federal buildings may be required to complete this permit as part of their job approval process. In many cases, both a contractor representative and a government representative are involved in reviewing and signing the form.

Why might you need this form?

You need this form when work must be performed inside a confined space that meets the criteria for a permit-required entry. The permit ensures hazards are identified and controlled before anyone enters.

It also helps coordinate responsibilities. The form identifies who is entering, who is serving as attendant, and who is supervising the entry. This reduces confusion during the job.

The document supports accountability. If questions arise later about safety procedures, the completed permit shows what conditions were evaluated and what controls were in place at the time of entry.

Finally, it promotes consistency. Using a standardized form across federal facilities helps ensure similar safety steps are followed each time confined space work is performed.

Typical real-life scenarios

• A maintenance team may need to enter a mechanical vault to repair piping. The space has limited ventilation and only one narrow access point. Before work starts, the entry supervisor completes the permit, confirms atmospheric testing, and assigns an attendant.
• An electrical contractor may need to access an underground utility manhole to inspect wiring. Because gases can accumulate in these spaces, air monitoring results are recorded on the permit, and rescue procedures are confirmed in advance.
• A plumbing crew might enter a large storage tank for cleaning. The tank was recently emptied but may still contain hazardous vapors. The permit documents ventilation measures and personal protective equipment required for the job.
• A facilities technician may need to inspect a crawl space beneath a federal building. Even if the task seems minor, the limited exit and potential air quality issues make a formal entry permit necessary.
• In each of these scenarios, the form serves as both a planning tool and an official record of safety precautions.

When would you use GSA Form 3625 – Confined Space Entry Permit?

You would use this form any time work requires entry into a space classified as a permit-required confined space within a federal facility. The classification is typically based on the presence or potential presence of serious hazards.

The form is completed before entry begins. It is not intended to be filled out after the fact. The process of completing it is part of the hazard review and authorization process.

If you are an entry supervisor, you may initiate the permit when a job request involves a confined space. You review the job scope, evaluate hazards, and ensure required safety measures are in place.

If you are a contractor, you may be asked to prepare the form and submit it for review by a federal representative. In some cases, both parties review the document together before signing.

The permit is also used when conditions change. If work extends beyond the original time frame or new hazards are identified, a new or updated permit may be required. The document is generally valid only for the specific task, location, and time period listed.

Legal characteristics of GSA Form 3625 – Confined Space Entry Permit

This form is an administrative safety control document used within federal facilities. Its effectiveness depends on accurate completion, proper authorization, and compliance with established safety procedures.

For the permit to be valid, it typically must include complete information about the space, identified hazards, test results, required protective measures, and the names and signatures of responsible personnel. Missing signatures or incomplete hazard descriptions can create problems.

Common issues that cause rejection or delay include incomplete atmospheric testing data, unclear rescue procedures, or failure to identify all entrants. If the time limits on the permit expire, continued work without renewal may violate internal safety procedures.

Because this form is used in federal properties, it operates within federal workplace safety frameworks and agency policies. Specific implementation details may vary slightly between facilities, but the core purpose remains consistent: to document hazard evaluation and authorization before entry.

It is important to understand what the form does not do. It does not replace broader safety training. It does not eliminate the need for proper equipment. It does not serve as a contract for the underlying construction or maintenance work. It is a task-specific safety authorization document.

Is it legally binding?

GSA Form 3625 – Confined Space Entry Permit is generally considered an official safety record within the organization that uses it. Once signed, it documents that specific individuals acknowledged hazards and approved entry under listed conditions.

In that sense, it can carry legal significance. If an incident occurs, the completed permit may be reviewed as part of an internal investigation or regulatory review. The accuracy of the information recorded can become important.

However, the permit itself is not a contract between parties in the traditional sense. It does not create payment terms or define the full scope of a project agreement. Its primary function is safety authorization and documentation.

The legal weight of the form typically depends on proper completion and compliance with established procedures. Incomplete or inaccurate entries may undermine its effectiveness as a safety record.

How to fill out GSA Form 3625 – Confined Space Entry Permit

Step 1 – Identify the confined space and location

Begin by clearly stating the exact location of the confined space. Include building name or number, floor level, and any identifying code used by the facility. The description should be specific enough that there is no confusion about which space is covered by the permit.

You may also need to indicate the type of space, such as vault, tank, pit, or manhole. This helps reviewers quickly understand the environment involved.

Step 2 – Describe the purpose of entry

State the reason for entering the space. Be direct and concise. For example, you might note equipment repair, inspection, cleaning, or installation work.

This section connects the permit to a specific task. The authorization applies only to the work described. If the scope changes significantly, a new review may be required.

Step 3 – List identified hazards

Document all known or potential hazards associated with the space. These may include hazardous atmospheres, engulfment risks, mechanical hazards, electrical sources, or temperature extremes.

Take time to think through both current and possible conditions. If chemicals were previously stored in the space, residual vapors may be a concern. If water lines are nearby, flooding could be a risk.

Clear hazard identification is central to the purpose of the permit. Vague statements can weaken the safety review.

Step 4 – Record atmospheric testing results

Before entry, atmospheric testing is typically performed. Record the date, time, and results of tests for oxygen levels, flammable gases, and toxic substances, as required by your facility’s procedures.

Include the name of the person who performed the test and the equipment used if the form provides space for that information. Testing should reflect conditions at the time of entry.

If continuous monitoring is required, note that on the form. Accurate entries here are critical because air quality can change quickly in confined spaces.

Step 5 – Specify required protective measures

List the safety controls that will be in place during entry. These may include ventilation equipment, lockout procedures, personal protective equipment, communication systems, and barriers around the entry point.

If rescue equipment such as harnesses or retrieval lines is required, note it clearly. This section shows how identified hazards are being controlled.

The measures listed should directly relate to the hazards you described earlier in the form.

Step 6 – Identify authorized entrants and attendants

Write the full names of each person authorized to enter the confined space. Also list the attendant who will remain outside to monitor the entrants.

If the form includes space for contact information or employee identification numbers, complete those fields accurately. Everyone listed should understand their role before signing.

If personnel change during the job, the permit may need to be updated to reflect the new individuals involved.

Step 7 – Outline rescue and emergency procedures

Document how rescue will be handled if an emergency occurs. This may include on-site rescue teams, external emergency services, or specific equipment staged at the location.

Provide enough detail so that anyone reviewing the permit understands the plan. Indicate how emergency communication will occur and how quickly rescue services can respond.

Rescue planning is not a formality. It is a key part of safe entry preparation.

Step 8 – Set the duration of the permit

Enter the date and time when the permit becomes effective. Also state the expiration time. Many permits are valid only for a single shift or a defined number of hours.

Once the expiration time passes, entry is typically no longer authorized under that permit. If work continues, a new review and authorization may be required.

Limiting the duration helps ensure conditions are reassessed regularly.

Step 9 – Obtain required signatures

The entry supervisor generally reviews the completed form and signs to authorize entry. Other signatures may be required from safety officers or facility representatives, depending on local procedures.

By signing, each person acknowledges their role and confirms that the listed precautions are in place. Ensure all required signatures are present before entry begins.

Keep the signed permit at the job site while work is underway. It should be accessible for review by personnel involved in the operation.

Step 10 – Close out the permit after completion

Once the work is finished and all entrants have exited the space, complete any closeout section on the form. This may include noting the time of completion and confirming that the space has been secured.

The entry supervisor typically signs to cancel or terminate the permit. The completed document is then retained according to facility recordkeeping practices.

Proper closeout confirms that the confined space entry has ended and that the authorization is no longer active.

Legal terms you might encounter in GSA Form 3625 – Confined Space Entry Permit

1. Permit-Required Confined Space: This is a space that has one or more serious hazards, such as a dangerous atmosphere, engulfment risk, or internal layout that could trap a worker. On this form, you confirm whether the space meets the definition and requires a formal permit. That determination affects every other section you complete.
2. Entry Supervisor: This is the person responsible for authorizing entry and ensuring all conditions are met before work begins. The form requires the supervisor’s name and signature. Their signature confirms that hazards were evaluated and controls are in place.
3. Authorized Entrant: These are the workers who will physically enter the confined space. You must list each person by name. The form ties their authorization to the specific date, time, and conditions described in the permit.
4. Attendant: The attendant remains outside the confined space and monitors the entrants. The form typically requires you to identify this person. Their role is critical because they initiate emergency procedures if something goes wrong.
5. Atmospheric Testing: This refers to measuring oxygen levels, flammable gases, and toxic substances before and during entry. The form includes fields for test results, time of testing, and the name of the person who performed the test. You must record actual readings, not just check a box.
6. Isolation: Isolation means physically preventing the introduction of hazardous energy or materials into the space. This may include locking out equipment, blanking lines, or disconnecting power sources. The form asks you to describe how isolation was achieved.
7. Ventilation: Ventilation involves introducing fresh air to remove or dilute hazardous atmospheres. On the form, you may need to note the type of ventilation used and confirm it will continue during entry if required. This supports the atmospheric testing results you record.
8. Rescue Plan: This is the documented procedure for responding to an emergency inside the space. The form requires you to identify rescue methods and equipment. You must be specific about how rescue will occur, not just state that “rescue is available.”
9. Permit Duration: This refers to the time window during which entry is authorized. The form includes start and end times. Once the permit expires, work must stop unless a new authorization is issued.
10. Cancellation or Close-Out: After work is complete, the permit is formally closed. The form includes a section to document completion, any incidents, and the time of cancellation. This creates a record that the confined space was returned to normal conditions.

FAQs

Do I need a new GSA Form 3625 – Confined Space Entry Permit every time someone enters the same space?

Yes, you generally complete a new permit for each entry event or shift. Even if it is the same location, the hazards, personnel, atmospheric readings, and time window may change. This document ties authorization to a specific date and duration, so you should not reuse an old permit with outdated testing results or signatures.

What exact atmospheric test results do I have to record on this form?

You must enter the actual numeric readings for oxygen percentage, flammable gas levels, and any identified toxic substances. Write the time of each test and the name of the person who performed it. Do not write “safe” or “normal.” The form expects measurable values that show conditions were checked before entry and, if required, during entry.

Who has to sign this document for it to be valid?

The entry supervisor must sign to authorize entry. In many cases, you also list or obtain acknowledgment from authorized entrants and the attendant. Check that each signature line is complete and dated. If a required signature is missing, the authorization is incomplete, and entry should not begin.

What happens if conditions change while work is in progress?

If new hazards appear or atmospheric readings move outside acceptable ranges, you must stop work. The permit may need to be suspended or canceled. You cannot simply cross out old readings and continue. Update the form properly or issue a new one so the record reflects the actual conditions.

Where should I post or keep the permit during entry?

Keep the permit at the job site, typically near the confined space entry point. It should be accessible to entrants, attendants, and supervisors. This allows everyone to verify authorized names, testing results, and emergency procedures without leaving the area.

Do I need to attach additional documents to this form?

If you reference lockout procedures, rescue plans, or hazard assessments, attach them if your internal process requires it. Make sure the attachments are clearly labeled and match the date and location on the permit. This keeps the record complete and consistent.

What if an authorized entrant’s name was written incorrectly?

Correct the name before entry begins. The person entering must match the name listed. If the mistake is discovered after entry, stop and correct the document so it accurately reflects who is inside the space. Names on this form should match identification and training records.

How long should I keep a completed GSA Form 3625 – Confined Space Entry Permit on file?

Retain it according to your organization’s recordkeeping policy. These permits often serve as proof that hazards were evaluated and controlled on a specific date. Store the completed document in a way that allows you to retrieve it by date, location, or project if questions arise later.

Checklist: Before, During, and After GSA Form 3625 – Confined Space Entry Permit

Before

• Confirm the space meets the definition of a permit-required confined space.
• Identify all hazards, including atmospheric, mechanical, electrical, and engulfment risks.
• Isolate energy sources and document lockout or disconnection steps.
• Perform and record initial atmospheric testing with actual numeric values.
• Verify ventilation equipment is set up and functioning if required.
• List all authorized entrants and confirm their training is current.
• Assign a trained attendant and confirm they understand their duties.
• Review and document rescue procedures and available equipment.
• Set clear start and end times for the permit duration.
• Obtain required signatures before anyone enters the space.

During

• Post the permit at the entry location.
• Maintain continuous communication between entrants and the attendant.
• Monitor atmospheric conditions as required and record additional readings.
• Ensure ventilation or other controls remain in place and effective.
• Prevent unauthorized personnel from entering the space.
• Stop work immediately if alarms sound or readings exceed limits.
• Keep rescue equipment accessible and ready for use.
• Confirm the attendant remains at their assigned position at all times.
• Document any changes in conditions or personnel.

After

• Confirm all entrants have exited the confined space.
• Account for all tools and equipment removed from the space.
• Close and secure the space according to site procedures.
• Complete the permit cancellation or close-out section.
• Record the time of completion and any incidents or unusual conditions.
• Remove posted copies from the entry point.
• File the completed permit in the designated recordkeeping system.
• Review the permit for lessons learned or needed process improvements.

Common mistakes to avoid with GSA Form 3625 – Confined Space Entry Permit

• Mistake: Leaving hazard identification sections blank because “everyone knows the risks,” which happens when teams rely on routine practice, leading to incomplete documentation and weak safety records; do not forget to list each specific hazard for that entry.
• Mistake: Writing “acceptable” instead of actual atmospheric readings, often due to rushing, which creates an incomplete record and undermines proof of testing; do not forget to enter precise numeric values and times.
• Mistake: Allowing entry before the supervisor signs, usually because work is behind schedule, which means the entry is not formally authorized; do not forget that signatures confirm conditions were verified.
• Mistake: Failing to update the permit when personnel change mid-shift, which happens during crew swaps and can result in unlisted individuals entering the space; do not forget to revise names and acknowledgments.
• Mistake: Posting the permit away from the entry point, often for convenience, which limits access to critical information during an emergency; do not forget to keep it visible and accessible at the site.
• Mistake: Forgetting to formally close out the permit after completion, which occurs when teams move quickly to the next task and leaves records incomplete; do not forget to document exit time and cancellation.
• Mistake: Overlooking rescue details by writing vague statements like “call emergency services,” which happens when plans are assumed rather than documented, creating confusion during an incident; do not forget to specify equipment and procedures.
• Mistake: Reusing an old permit as a template without fully updating it, which can carry forward outdated dates, names, or readings and create compliance gaps; do not forget to review every field for current accuracy.

What to do after filling out GSA Form 3625 – Confined Space Entry Permit

Once you complete the form, shift your focus to control and documentation. The permit is not just paperwork. It is your written authorization and safety record for that entry.

First, confirm all required signatures are present and dated. Check that the start and end times are clear. Make sure every authorized entrant is listed correctly.

• Step 1: Post the signed permit at the confined space entry point before work begins.
• Step 2: Brief all entrants and the attendant using the completed permit as your guide.
• Step 3: Verify atmospheric testing equipment readings match what you recorded.
• Step 4: Keep the permit accessible and legible throughout the entire entry period.
• Step 5: Record any additional testing results directly on the permit as required.
• Step 6: If conditions change, pause work and update or cancel the permit as needed.
• Step 7: After all entrants exit, complete the cancellation or close-out section.
• Step 8: Remove the posted permit and confirm the space is secured.
• Step 9: File the completed permit in your designated recordkeeping system.
• Step 10: Review the permit internally to identify any process improvements for future entries.

Keep completed permits organized by date and location. This makes retrieval easier if a supervisor, safety officer, or internal reviewer needs to verify what happened on a specific job.

Also update any internal logs or tracking systems that record confined space entries. If your organization maintains a master list of entries, enter the date, location, supervisor name, and outcome. This ensures your written permit aligns with your broader safety documentation.

Finally, store the permit in a secure but accessible place. Treat it as an official safety record. Clear, complete documentation protects workers and supports accountability.