The confined space entry permit, GSA Form 3625, is the General Services Administration (GSA) form that documents the testing, equipment and sign-offs required before anyone enters a confined space at a GSA facility. The supervisor in charge, the entrant and the attendant each have lines to complete or sign. On FillingPDF you can fill out the form online and download or print the completed PDF; the form itself is published by GSA at gsa.gov.
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What is GSA Form 3625?
The Confined Space Entry Permit (GSA Form 3625) is the General Services Administration form that records the location, purpose, test readings, safety requirements and authorizations for a single entry into a confined space under the confined space entry program implemented by a GSA facility manager.
The front of the form has 21 numbered items: emergency contact, location and description of the space, purpose, entry and exit date and time, the people involved (supervisor, entrants, attendant and tester), a hot work question, test data, instruments, special requirements, protective clothing and respirators, communication procedures, comments and signatures. Item 19 is reserved for the regional Safety and Environmental Management (S&EM) Division or Branch, which uses it to note deficiencies in the permit or the facility program.
The permit is not a permit for hot work. The form's Special Notice 1 says that welding, cutting and brazing fall under OSHA 29 CFR 1910, Subpart Q, and need a separate permit, GSA Form 1755, Permit for Welding, Cutting or Brazing. If hot work accompanies the entry, both forms are required.
Special Notice 2 prohibits entry if test data show an unsafe or unhealthful condition in any form or quantity; in that case the form directs you to contact the regional S&EM Division or Branch for instructions.
Who needs to file GSA Form 3625?
The form is completed by the people running a confined space entry at a GSA facility. The supervisor in charge of the work lists the entrants, the attendant and the tester, completes the requirements items and signs the authorization in Item 21. Each entrant and the attendant sign and date Item 20, certifying that they have read and understood the requirements of the confined space entry program implemented by the GSA facility manager and will comply with them.
- Supervisor: must be available at all times while the space is occupied (Item 7A) and must not sign unless all items are completed.
- Entrant(s): every authorized entrant is listed in Item 8.
- Attendant: named in Item 9.
- Tester: the person who conducts the tests (Item 10); for a contractor tester, identification and a copy of the contract go with the form.
- Regional S&EM office: uses Item 19 only.
If the work also involves welding, cutting or brazing, GSA Form 1755 is needed in addition to this form.
When to file GSA Form 3625
Complete a permit for each confined space entry, before the entry takes place. The permit is authorized for one-day entry only and for no more than 4 hours per day for each employee. If entry does not take place within 4 hours of the scheduled time, breaks included, a new permit is required.
The exit time in Item 6 also matters: if the work is not completed within one hour of that time, the entrant must leave the space and explain the circumstances, and if the work will take more than two hours over the time shown, a new permit is required. The entrant, the attendant and the supervisor must each sign on the date of entry.
Documents you need
- Business card or other identification of the confined space tester, plus a copy of the contract specifying the contractor's responsibility, attached to the form only if the tester is a contractor (Item 10).
- A separate sheet listing instrument details, attached only if more than one instrument is used for the tests (Item 13A).
- A completed GSA Form 1755, Permit for Welding, Cutting or Brazing, posted next to the permit, only if you answer "Yes" to welding or hot work in Item 11.
How to fill out GSA Form 3625
Enter the emergency contact
In Items 1A and 1B, list the emergency contact's name and telephone number in bold letters; red is preferred.
Describe the space and purpose
Item 2: the specific location of the confined space. Item 3: its specific description. Item 4: the specific reason that entry is necessary.
Set the entry and exit times
Item 5: the date and time entry will take place. Item 6: the date and time the work is to be completed.
List the people involved
Items 7A and 7B: the supervisor in charge and telephone number. Item 8: every entrant. Item 9: the attendant. Item 10: the person conducting the tests.
Answer the hot work question
Item 11: check Yes or No. If Yes, a completed GSA Form 1755 must be posted next to this permit outside the space.
Record the confined space test data
In Item 12, enter the reading, date and time for oxygen, % of lower explosive limit and carbon monoxide, plus any other tests made. Do not proceed with entry if a reading is outside the permissible level.
List the test instruments
Items 13A to 13D: instrument name, type, identification number and when last calibrated. Use a separate attached sheet if more than one instrument is used.
Complete the special requirements
Item 14: mark Yes or No for each requirement, A through P, including lockout, ventilation, breathing apparatus and lifeline. Explain every "No" in Item 18.
Add other requirements and equipment
Item 15: list any other requirements and their status, or state that there are none. Item 16A: protective clothing and equipment. Item 16B: check the respirator type (Neg. Press., Supplied Air, PAPR or SCBA).
State communication procedures and remarks
Item 17: state precisely how the entrant and attendant will communicate during entry. Item 18: exceptions, "No" explanations and other remarks.
Leave Item 19 to the regional office
Item 19 is reserved for the regional S&EM Division or Branch. Do not fill it in unless you are that office.
Sign, review and download the PDF
The entrant and attendant sign and date Item 20; the supervisor signs and dates Item 21, all on the date of entry and only when Items 1 through 17 are complete. Then download or print the completed PDF from FillingPDF.
How to submit GSA Form 3625
The form prints no mailing address, portal or filing office: it is completed and signed at the facility and then kept with the work. The instructions say what to do with it.
- Posting: if you answer "Yes" to Item 11 (welding or hot work), a completed GSA Form 1755 must be posted next to the Confined Space Entry Permit, both in a conspicuous location outside the confined space.
- Attachments: a contractor tester's business card or other identification and a copy of the contract go with the form (Item 10). If more than one instrument is used, the instrument details go on a separate sheet attached to the form (Item 13A).
- Regional S&EM review: Item 19 is reserved for the regional S&EM Division or Branch, which notes any deficiencies; the facility manager must respond to any unfavorable comment.
For questions about where the signed permit is kept or sent, ask the GSA facility manager or the regional S&EM office. FillingPDF lets you fill out and download the PDF; use of the completed permit follows the GSA procedures above.
Common mistakes to avoid
- Treating the permit as authorization for hot work; welding, cutting or brazing needs a separate GSA Form 1755, and both forms are required when hot work accompanies the entry.
- Entering when a test reading falls outside the permissible entry level; the form prohibits entry in that case.
- Leaving any of Items 1 through 17 blank; the supervisor must not sign unless all items are completed.
- Marking "No" for a Item 14 requirement without explaining it in Item 18.
- Signing Items 20 and 21 on a date other than the date of entry.
- Using one permit after entry did not take place within 4 hours of the scheduled time, or for more than one day or more than 4 hours per employee per day.
- Testing only part of the minimum set; oxygen, lower explosive limits and carbon monoxide must all be tested.
- Listing several instruments on the form instead of using a separate attached sheet when more than one instrument is used.
Frequently asked questions
What is a confined space entry permit?
It is the GSA Form 3625, a written permit that records the location, test readings, safety requirements, communication procedures and signatures for an entry into a confined space at a GSA facility. The supervisor signs only when every required item is complete.
Does GSA Form 3625 cover welding or hot work?
No. The form states it is not a permit for hot work. Welding, cutting or brazing needs a separate GSA Form 1755, Permit for Welding, Cutting or Brazing, and when hot work is part of the entry both permits are required and posted outside the space.
What tests are required before entering?
At a minimum, oxygen, lower explosive limits and carbon monoxide. The form prints permissible levels of more than 19.5 and less than 22.0 percent oxygen, 10 percent of the lower explosive limit and 35 ppm carbon monoxide. Entry is prohibited if a reading is outside the permissible level.
How long is a confined space entry permit good for?
One day only, and no more than 4 hours per day for each employee. If entry does not take place within 4 hours of the scheduled time, breaks included, a new permit is required. A new permit is also needed if work runs more than two hours over the exit time.
Who signs the confined space entry permit?
The entrant and the attendant sign and date Item 20, and the supervisor signs and dates Item 21. All signatures are made on the date of entry, and the supervisor must not sign unless all items are completed; Items 1 through 17 cannot be blank.
What do I do if a test reading is unsafe?
Do not enter. The form prohibits entry if test data indicate an unsafe or unhealthful condition in any form or quantity, and it directs you to contact the regional Safety and Environmental Management Division or Branch for instructions.
Can I fill out the confined space entry permit online?
Yes. You can fill out the GSA Form 3625 PDF online on FillingPDF and download or print it. FillingPDF is an independent service, is not affiliated with GSA and does not file or route the permit; it is used under the GSA facility's procedures.
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