In brief
Check the lift reference first. Then read the defects, any restrictions on use and every stated deadline.
The next examination date is not a deadline for all repairs. Ask the examiner promptly if the wording or the permitted use is unclear.
Check you have the right document
Look for a report of thorough examination. A service sheet, invoice or insurance schedule is not a substitute. Match the building, lift reference and serial number with your records. In a building with several lifts, check each one separately.
Check the examination date and whether this is the latest report. Ask the provider about missing pages, attachments or a replacement version. Store the full report, not just a screenshot of its first page.
Is it a certificate or an examination report?
You may be asked for a “LOLER certificate” or “lift safety certificate”. For a thorough examination, ask for the full written report of thorough examination, including its findings and any attachments.
A sticker, invoice or one-page summary may leave out defects and deadlines. Do not read a report as a blanket guarantee that the lift is safe until the next date. Read the findings, act on restrictions and report new faults as they arise.
If the document is unclear, ask the issuing provider: “Is this the full report for lift [reference], and are there any missing pages, defects or restrictions we need to act on?”
Source: HSE guidance on examination reports .
An example with the important parts marked
Where to look on a report
This teaching example is not a full statutory report, a certificate or evidence that a lift is safe. The dates and wording are invented. Never copy them into your own diary.
Example House · passenger lift L01 · serial EXAMPLE-001
Match the identity to your lift. A correct address alone is not enough in a building with several lifts.10 November 2026
This records the examination. It is not a service visit date.10 May 2027
Record the date stated for your equipment. Confirm any examination scheme with the provider.Example defect reference D01. Required repair date: 17 November 2026.
The repair has its own deadline, earlier than the next examination. In a real report, read the full defect description, remedy and any restriction on use. Ask the examiner to explain any unclear wording before deciding what to do.Example Examination Service · report EXAMPLE-026
Use the report reference when asking the examiner to explain a finding. Keep their answer with the report.Your provider’s layout may look different. These are selected fields to help you navigate it, not a complete list of the information a report must contain.
Separate urgent defects, deadlines and observations
A serious defect or instruction to stop use
Act immediately on the examiner’s notification; do not wait for the written report or the next planned visit. Arrange for the lift to be taken out of use through the building’s safe procedure and competent provider. Do not attempt technical isolation or repairs yourself.
A defect with a repair deadline
Arrange the work within the stated period. Do not continue using the lift beyond that deadline unless the defect has been satisfactorily remedied. An order, appointment or paid invoice is not proof that the fault has been put right.
An observation or recommendation
A report can also contain non-statutory observations. Ask the examiner to clarify how each entry should be treated. Do not decide the urgency from a colour or code unless the provider has explained what it means.
Source: HSE guidance on reports and defects .
Turn the findings into actions
- Copy the defect reference, required work and deadline accurately.
- Name the person who will organise the work and the person who can approve it.
- Ask the repair provider for a plan that meets the deadline.
- Keep the completion record against the original finding.
- Ask the examiner what further confirmation or examination is needed, if any.
If a deadline has passed, a visit cannot be arranged in time or continued use is unclear, contact the examiner and the person responsible for the building promptly. A booking does not extend a deadline.
Report action log
Track the finding, deadline, use restrictions, action owner and completion evidence. Leave uncertain entries open until the examiner or relevant competent provider has clarified them.
Examination report action logChoose Excel to edit, PDF to fill in or print, or CSV for a plain spreadsheet. Add your building details and save a copy on your device.
Ask before you guess
A message you can adapt
“For lift [reference], report [number], please explain finding [reference]. What restrictions on use apply, what is the deadline, and what evidence or further examination will be needed after the work? Please confirm this in writing for our building records.”
Keep any immediate verbal instructions as well as the written report. Record who spoke to you, when, what they said and who you told. If the report is missing information or conflicts with the instructions you received, ask the examination provider to resolve it.
Once the actions are clear, use the management calendar guide to track dates and follow-up reminders.
Provider example: Integrity Lift Compliance’s lift examination service describes its digital reporting and examination arrangements. If you are comparing providers, ask how findings will be explained and who will answer follow-up questions. Questions about an existing report should go to the examiner who issued it; use HSE guidance for the legal requirements.
Sources & scope
HSE · Simple guidance for lift owners (PDF) HSE · Thorough examinations and inspectionsProvider examples checked on 16 October 2026; they illustrate services or reporting formats, not regulatory requirements or recommendations to appoint those companies.