In brief
Find the latest examination report, any open defect actions, the maintenance agreement and the emergency contacts first.
Record each missing document, who is chasing it and when you will follow up. A missing record is a gap to resolve, not evidence that the work was done.
Establish the current position first
Check that the records belong to the right lift. Use its reference and location, not just the building address. Ask for the latest full examination report, including attachments, any examination scheme and the status of defects.
If you cannot establish whether an examination is current or whether a defect has been dealt with, contact the responsible manager and examination provider promptly. Ask what action and restrictions on use are needed. Do not infer permission to use the lift from an old invoice or a verbal “it was sorted”.
Follow that instruction immediately through the building’s safe procedure and competent provider. Searching for paperwork does not postpone a safety action.
Use this list to make your request
Examination report and any scheme
Ask: the examination provider, outgoing manager or the organisation that arranged the examination. If insurance includes that service, ask the broker who provides it. Request the full report and any later corrections.
Defects and completion records
Ask: the previous manager and repair contractor. Match each repair record to the finding it addresses. Ask the examiner what further confirmation is needed if the status is unclear.
Service history and planned visits
Ask: the maintenance contractor for visit records and the agreed programme. A list of paid invoices may not explain what was done or what remains open.
The maintenance agreement
Ask: the owner, managing organisation or contractor for the current signed agreement, equipment schedule and amendments. Check cover, renewal and notice dates.
Contacts and emergency arrangements
Ask: the building manager and response provider to confirm routine, out-of-hours and alarm contacts. Keep these available to the people who may need to report a fault.
Operating information and alteration records
Ask: the owner, installer, manufacturer or contractor for available instructions, installation information and records of later changes. Do not enter restricted areas to search for documents or equipment details.
Give each missing item an owner
- List the document and the lift it belongs to.
- Record who you asked, when, and who will chase the reply.
- Set a follow-up date that reflects the urgency. Do not use it to replace a report deadline.
- When it arrives, check the lift reference, date, version and attachments.
- Record where the complete file is stored and whether anything is still missing.
Use clear statuses such as “requested”, “received — needs checking” and “checked”. Marking an item received should not hide a missing page or an unresolved defect.
Missing paperwork register
List what you need, who may hold it, the next follow-up and where the checked document is saved.
Lift document registerChoose 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.
Send one clear records request
Request missing lift records
Copy this wording and replace the square brackets with your details.
Subject: Lift records request — [building / lift reference]
I am updating the records for [building and lift reference]. Please send the following missing documents:
[List the documents needed. Include the latest thorough examination report and any scheme, recent service records, current maintenance agreement, open defect actions and available operating information as relevant.]
Please confirm which lift each document covers, its date or version, and whether any later version exists. Please include attachments and any written instructions about restrictions on use or outstanding deadlines.
If you do not hold a document, please tell me who may have it. If it cannot be supplied, please explain the gap and the next step needed to resolve it.
Please respond by [follow-up date]. This is a records request; it does not change any existing deadline or instruction about use of the lift.
Our contact for follow-up is [name / contact details].
Download message template (TXT) ↓If a record cannot be found
Ask the holder to confirm what is unavailable. Give the gap to the building’s responsible manager and the relevant competent provider to agree the next step. A replacement examination or technical record may need to be arranged; that decision depends on what is missing and the lift’s circumstances.
Do not backdate a document, reconstruct a technical finding from memory or mark a repair complete without evidence. Keep correspondence about unresolved gaps with the action list.
Store reports securely and make sure the authorised team can retrieve them. HSE allows electronic examination records where a written copy can be produced when needed. Retention periods depend on the record; check the applicable requirements before deleting old material.
Source: HSE guidance on examination records .
Once the file is usable, add confirmed dates to your management calendar.
Sources & scope
HSE · Thorough examinations and inspectionsSource links checked on 16 October 2026. The templates and steps are practical management aids. HSE guidance supports the safety and records points; it does not endorse these worksheets. Confirm the arrangements for your building with the relevant competent provider.