How to Keep LOLER Thorough Examination Records That Pass Audit
LOLER 1998 requires lifting equipment and accessories to be thoroughly examined by a competent person at set intervals, and for records of those examinations to be kept and available. Sites regularly fail client audits not because equipment wasn't examined, but because the paperwork can't be found or doesn't match what's on-site.
The step-by-step process
1. Know your intervals by equipment type
Lifting equipment for lifting persons (including MEWPs) needs thorough examination at least every 6 months; other lifting equipment generally every 12 months, or in line with an examination scheme. Accessories (chains, slings, shackles) also fall under the 6-month rule.
2. Use a competent examiner
The thorough examination must be carried out by someone with the necessary practical and theoretical knowledge and experience — usually an independent competent person, not the operator or a general maintenance technician.
3. Keep the examination report itself, not just a summary
The full report — including any defects noted, whether they are or aren't an immediate danger, and the date the equipment was examined — must be retained, not just a pass/fail note.
4. File reports against the specific asset, not the site generally
Each piece of lifting equipment has its own examination history. Keep records organised by asset/serial number so any single machine's history can be pulled instantly.
5. Track examination due dates actively
Don't rely on remembering intervals — run a simple register or matrix with due dates flagged in advance so re-examination is booked before, not after, the deadline passes.
6. Act immediately on any reported defect
If a report identifies a defect that is or could become a danger, the equipment must be taken out of use, and (for serious defects) the enforcing authority must be notified without delay.
7. Keep records for the required minimum period
Reports of thorough examination should be kept until the next report is made, and for at least two years — but many principal contractors expect the full asset history retained for longer.
What good looks like
- A live register showing every lifting asset, its last examination date and next due date
- Full examination reports on file and retrievable by asset within minutes
- Defects tracked through to close-out with dated evidence, not just noted and left
- Examination intervals matched correctly to equipment type — 6-month vs 12-month
Common failure points
- Confusing a PUWER pre-use check with a LOLER thorough examination and treating them as interchangeable
- No live tracking of due dates, so examinations lapse before being noticed
- Reports kept as a generic pass/fail note rather than the full examiner's report
- Reported defects left unresolved with no evidence of remedial action
On-page checklist
- Register of all lifting equipment with examination intervals confirmed
- Competent examiner appointed for each asset type
- Full examination reports retained and filed by asset
- Due dates tracked and re-examination booked in advance
- Defect close-out evidence retained
- Reports kept for at least the statutory minimum period
FAQs
How often does lifting equipment need a LOLER thorough examination?
Equipment used for lifting persons, including MEWPs, needs examination at least every 6 months. Most other lifting equipment and all lifting accessories generally need examination at least every 12 months, unless an examination scheme sets a different interval.
What's the difference between a LOLER thorough examination and a PUWER inspection?
A thorough examination is a more rigorous, periodic assessment by an independent competent person focused on structural integrity and safety-critical components. A PUWER pre-use check is a quicker, more frequent operator-level check — see our guide on running a PUWER pre-use inspection.
How long should thorough examination reports be kept?
At minimum until the next report is made and for at least two years, though many client audit standards expect the full asset history to be retained for the working life of the equipment.
What happens if a defect is found during examination?
If it presents an existing or imminent risk, the equipment must be taken out of use immediately, and defects that pose serious danger must be reported to the relevant enforcing authority without delay.
Need help getting this right on your site?
Call Chris directly or request a quote — most bookings across Aberdeenshire mobilise inside a week.