Lift Owner’s Guide — Report an observation clearly
Replace the square brackets before sending.

Subject: Lift observation — [building / lift reference / date and time]

Location: [building address, lift reference and floor if relevant]
Observed by / reported to us by: [staff role or reference; avoid unnecessary personal details]
What was seen or heard: [plain description, when it happened and whether it is happening now; do not guess the cause]

Known immediate concern: [state whether anyone is trapped, injured or at risk; explain any urgent issue]
Action already taken: [who was contacted, when, job reference and any restrictions or measures confirmed]
Current lift status: [out of use / status awaiting confirmation / other confirmed position, and who confirmed it]

Please confirm the action needed, any restrictions on use, expected attendance and the next update time. Our building contact is [name / contact] and the follow-up owner is [name / role].

Please provide a record of findings, work completed and any remaining actions. Where use has been restricted, please confirm who can authorise return to service and what confirmation is required.

This written record follows the urgent call where one is needed. Do not wait for an email response to report an immediate safety concern or entrapment through the building’s emergency route.