First identify the type of report.
A planned maintenance report records the servicing visit. A call-out report records an attendance to investigate a reported problem. A technical investigation report can provide a more detailed account of a particular issue.
These serve different purposes. Not every routine visit needs a lengthy technical investigation, and a maintenance report is not a substitute for an independent thorough-examination report.
See the range of Forge reports.
Our homepage report examples show different attendance types. You can also open the report showcase PDF to compare the level of detail.
The purpose is a useful record of the work undertaken. A technical report can include more explanation where the investigation calls for it; that is not the format of every visit.
Separate observations, conclusions and work.
- Reported symptom: what prompted the attendance.
- Finding: what was actually observed or established.
- Work completed: what the engineer did during the visit.
- Recommendation: work or investigation still proposed.
These are useful distinctions when reading a report, not a promise that every document uses identical headings. If a cause is suspected rather than confirmed, ask what further evidence is needed.
Read the operating status and urgency.
Check whether the report says the lift is available for use, unavailable or subject to a specific restriction. “Operational” after attendance does not mean every recommendation has already been completed.
Follow any explicit instruction about taking equipment out of use or acting by a stated date. If the status or urgency is unclear, contact the report’s author promptly; do not infer permission to use equipment from an ambiguous note.
Turn recommendations into tracked actions.
- Confirm which lift and component each recommendation concerns.
- Ask why the work is needed and how urgent it is.
- Identify whether it needs a quotation, further investigation or immediate action.
- Record who is arranging it and retain evidence of completion.
A recommendation is not automatically an approved order or a completed repair. Keep the report, quotation and completion record together so the history remains clear.
Keep examination findings distinct.
A LOLER thorough-examination report has a different purpose from a service report. HSE’s guidance explains examination and reporting responsibilities. Refer questions about examination findings to the competent examiner as well as arranging any required remedial work.
Forge can discuss maintenance and repair findings and help arrange an independent examination provider. We do not undertake LOLER examinations in-house.