In brief
Copy dates from the current report, maintenance programme and contract. Add a person to follow up and an earlier reminder to make arrangements.
This is a planning method, not a universal inspection schedule. A diary reminder never changes a defect deadline or examination due date.
Gather three documents first
- The latest thorough examination report and any examination scheme.
- The agreed maintenance programme and recent visit records.
- The maintenance contract, including renewal and notice terms.
Also collect open defect actions and any building-specific checks or testing arrangements. If something is missing, put “date to confirm” on the action list and name the person chasing it. Do not invent a due date.
Put these entries in your diary
Next thorough examination
Use the current report and any examination scheme. Confirm the arrangements with the examination provider. Add an earlier reminder to book access and check the appointment.
Each defect deadline
Copy it from the report or the examiner’s written clarification. Add follow-up reminders that leave time to arrange and complete the work. An immediate instruction needs action now.
Planned maintenance visits
Use the agreed programme. Record expected visits, then check that the visit record arrives and any follow-up work has an owner.
Other agreed checks and tests
Ask the competent provider which checks apply to your lift, who is trained to carry them out and what records are needed. Confirm alarm communication arrangements and any building-specific fire safety duties with the appropriate responsible people.
Contract notice and renewal dates
Read the actual terms. Add time to review the service before the notice deadline. Do not assume the renewal date is the last day you can give notice.
A short records review
Choose a regular administrative check-in, for example monthly: review open actions, upcoming appointments and missing reports. This is our organising suggestion, not an inspection interval or a substitute for required checks.
Use the right schedule for your lift
Where LOLER applies, the usual thorough examination interval for equipment carrying people is six months, unless a competent person’s examination scheme specifies a different interval. Additional examinations may be needed after exceptional events, such as significant damage or major changes. Confirm the dates and circumstances for your lift with the examiner.
Source: HSE guidance on examination intervals .
Maintenance frequency is a separate question. Ask your contractor to explain the programme using the manufacturer’s instructions, condition and use of the lift. The six-month examination interval does not tell you how often servicing should happen.
Source: HSE guidance on planned maintenance .
These notes concern Great Britain. The duties depend on how the lift is used; confirm what applies to your building rather than assuming every residential lift has the same arrangements.
Build your calendar in four steps
- Create one entry per lift and task. Include the lift reference in the title.
- Record the source. Add the report number, contract clause or provider confirmation behind the date.
- Name an owner and backup. Make clear who books, chases and escalates.
- Add a reminder before the deadline. Choose enough lead time for access, approval and the provider’s availability. Keep the actual deadline separate.
A useful entry title is “Lift L01 — confirm examination booking”. In its notes, include the actual due date, provider, access contact and where the current report is stored.
Management calendar worksheet
Fill in due dates, earlier reminders, owners and source documents. Then add the confirmed entries to your usual calendar. This worksheet does not send reminders or calculate legal deadlines.
Lift management calendarChoose 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.
Check what happened, not just what was booked
After a visit, save the record and add any resulting actions. When a new examination report arrives, read the findings and update the next due date from that report. Do not keep rolling an old calendar entry forward automatically.
Contact the responsible manager and relevant provider promptly. Ask what action and restrictions on use are required. Do not mark the task complete or move the original deadline simply because a new appointment has been offered.
A message you can adapt
“Please confirm the agreed maintenance programme, next examination due date and booking arrangements for lift [reference]. Please also list open defect deadlines and any other checks we need to arrange, including who carries them out and the record we should receive.”
Sources & scope
HSE · Thorough examinations and inspections HSE · Maintenance of work equipment HSE · Passenger lifts and escalatorsSource links checked on 16 October 2026. This is general guidance for Great Britain; confirm the arrangements and requirements for your building with a competent adviser.