Best asset tags and QR labels for tools and plant: what lasts on UK sites

Category: Tools, Materials & Tech • Niche: asset tracking, labels, QR codes, RFID

Contents

• Quick answer
• What the law actually says
• Label types that survive UK sites
• QR vs RFID: which to use where
• Buy once, cry once: printers and media that last
• Set up a simple tagging system in a day
• SFG20 and asset registers: making tags useful for maintenance
• FAQ

Quick answer

• Use anodised aluminium plates or industrial laminated labels for tools and plant. On rough or powder-coated surfaces, use strong-adhesive laminated tapes or all‑weather vinyl; on smooth housings use polyester rating-plate stock.
• Put a QR code that opens the asset record in your app. For high‑value plant or fast inventory at gates, add UHF RFID tags.
• For outdoor UK weather, choose materials rated for multi‑year UV, water, oil and abrasion. Prep, pressure and dwell time matter more than brand.

What the law actually says

• PUWER: inspect work equipment at suitable intervals; keep a record, and if equipment is moved or hired, send physical evidence of the last inspection with it. A tag/label is allowed as that evidence but not mandated. See HSE guidance on inspection of work equipment and LOLER thorough examinations for lifting kit. Useful pages: HSE work equipment inspections, HSE lifting examinations, HSE scaffolding inspections, HSE portable electrical equipment.
• UKCA: if you apply your own rating plate, the mark must be visible, legible and indelible. Temporary label easements apply until 31 Dec 2027. See Using the UKCA marking.

Label types that survive UK sites

• All‑weather vinyl (e.g., Brady B‑595): high‑tack acrylic for rough/dirty surfaces, typical outdoor life up to ~10 years on suitable substrates. Good for bins, panels, fencing, site boxes. Source: Brady all‑weather vinyl.
• Harsh‑environment polyester (e.g., Brady B‑423): rating‑plate style, chemical and abrasion resistant, for smooth metal/plastic housings. Source: Brady polyester B‑423.
• Retro‑reflective vinyl (e.g., Brady B‑584): for high‑visibility IDs on helmets, poles and cabinets. Source: Brady retro‑reflective.
• Self‑laminating cable labels (e.g., Brady B‑427) or heat‑shrink IDs for wiring. Source: Brady self‑laminating and Brother HSe heat‑shrink.
• Brother strong‑adhesive laminated tapes (TZe‑S) for tools, powder‑coat and textured plastics; flexible‑ID (TZe‑FX) for wraps and flags. Sources: TZe‑S651, TZe‑FX211.
• For marine/chemical drums, specify BS 5609 Section 2 and 3 approved stock and print system. Overview: UL on BS 5609.

Tips that matter more than material:

• Surface prep: degrease and dry; remove dust and loose paint. Warm the surface above 10 C when possible.
• Pressure: use a squeegee or roller for firm pressure; avoid touching the adhesive.
• Dwell: leave 24 hours before power washing or heavy handling so the adhesive can flow and grip.

QR vs RFID: which to use where

• QR codes
  • Pros: cheapest, scan with any smartphone, great for pulling up O&M, inspection records and photos. Follows ISO/IEC 18004.
  • Cons: needs line of sight; mud and scratches can block.
  • Best for: hand tools, ladders, small plant, documents and permits.
• RFID (passive UHF)
  • Pros: bulk read at 3 to 10 m, no line of sight. Great for gate counts, tool cages and monthly inventories.
  • Cons: higher upfront cost for tags and readers; metal/liquid detune unless you use on‑metal tags and correct placement.
  • Best for: high‑value plant, attachments, pallets, cages; optional portals at gates. EU/UK band is 865 to 868 MHz.

A sensible hybrid on UK sites: RFID for plant and cages, QR for everything else. Keep the same asset ID across both.

Buy once, cry once: printers and media that last

• Brother P‑touch handhelds (PT‑E560BT/PT‑E550WVP) for 6 to 24 mm laminated tapes, including strong‑adhesive and flexible ID. Good for electricians and general tool IDs. Sources: PT‑E550WVP, Brother electrician label hub.
• Brady M610/M611/M710 with B‑595/B‑423 etc. for rugged site labels and panels. Overview: Brady outdoor labels.
• Zebra ZQ521 mobile printer if you want on‑the‑move receipt and temporary labels; add the Exoskeleton for IP65 and 3 m drops. Sources: ZQ521 specs.

Media picks

• Tools and rough boxes: strong‑adhesive laminated (Brother TZe‑S) or Brady B‑595.
• Smooth housings: Brady B‑423 or polycarbonate domed labels.
• Cables: Brother TZe‑FX or HSe heat‑shrink; Brady B‑427.

Set up a simple tagging system in a day

1. Decide IDs and fields

• Keep the QR payload to a secure URL with a GUID only; show asset name, location, last service, next due, photos and documents after scan.
• Add owner, site, and contact on the printed label plus a Do Not Use status if failed.

1. Print and apply

• Print 24 mm black on yellow for visibility on tools; 50 to 100 mm plates for plant.
• Apply on a clean, flat area near the manufacturers plate; avoid hot surfaces and moving parts.

1. Record and link

• When you stick a tag, create or update the asset in your register, attach photos, warranty, and LOLER/PUWER records. If it leaves site, send the inspection evidence with it.

1. Train the team

• Show engineers how to scan codes to open jobs, add photos and close tasks. Make it the default path to records.

Flow at a glance

SFG20 and asset registers: making tags useful for maintenance

• SFG20 holds the UK standard PPM schedules. Your CAFM/CMMS or SFG20 Facilities‑iQ can link schedules to each asset; a QR scan should open that asset with the correct SFG20 task list and criticality. See What is SFG20 and the Digital Partner Programme.
• Align fields with Government FM Standard 002 so data is consistent across sites: FMS 002 Asset Data.

FAQ

• What size QR code should I print for tools? Aim for modules of 0.5 to 0.7 mm and overall size 20 to 30 mm square for phone scanning; test on your worst phone and lighting.
• Will colour‑coding tags keep HSE happy? Colour systems are optional. The legal requirement is competent inspections and records; tags are a visible aid, not the law.
• Do I need PAT labels on every 110 V tool? HSE suggests initial frequencies for inspection and testing; label use is good practice for control but not a strict legal must. See HSE guidance.
• Can I put UKCA on a sticker? Yes, but it must be visible, legible and indelible; a label/document easement applies until 31 Dec 2027. See GOV.UK UKCA.
• QR or RFID for a theft‑prone breaker? QR for service history and ownership; add an on‑metal UHF RFID tag if you want fast audits or gate logs.

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