LOLER thorough examination records: what UK operators must keep

If your business uses lifting equipment on site — excavators with lifting accessories, telehandlers, MEWPs, hoists, or slings and shackles — the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) apply. A thorough examination is a statutory inspection by a competent person. The report is your evidence that the equipment was examined and whether it is safe to continue in use.

What a thorough examination is — and what it is not

HSE defines a thorough examination as a detailed visual examination and functional checks carried out by a competent person. It is separate from routine maintenance, operator pre-use checks, or a general service. Those activities matter for safety, but they do not replace the statutory LOLER examination or the report that must follow it.

According to HSE guidance on examination of lifting equipment, equipment must be thoroughly examined before first use, after installation or assembly at a new site, and then at regular intervals. For equipment used for lifting persons, the maximum interval is normally six months. For other lifting equipment, the maximum is normally twelve months, unless a written examination scheme specifies a different interval.

What the report of thorough examination must contain

HSE guidance on reports of thorough examination sets out what the competent person must record. The report should identify the equipment, state the date of examination, give the date of the next thorough examination, and list any defects or matters that could become dangerous. If a defect poses an immediate risk, the report must be sent to the relevant enforcing authority as well as the person using the equipment.

For site managers, the practical point is simple: you need the current report available when asked — during an HSE visit, a client audit, or an insurance review — and you need to know when the next examination is due before the certificate lapses.

How long LOLER records should be kept

HSE states that reports of thorough examination must be kept until the next report is issued for that equipment. For lifting accessories, reports should be kept for at least two years. Many operators keep records longer because audits, disputes, and insurance claims can reference equipment history well after the next examination is completed.

Paper certificates stored in site cabins are vulnerable to the same problems as paper vehicle inspection sheets: lost files, water damage, and no central copy when a manager is off site. A digital register with downloadable PDF reports makes it easier to retrieve the right certificate quickly.

Who is responsible on site

LOLER places duties on employers and people who control lifting equipment. That usually means the business operating the plant, not only the hire company or the examiner. If you hire equipment, you still need to satisfy yourself that thorough examinations are in date and that defects are acted on before use continues.

Pre-hire and off-hire checks are useful operational controls, especially when equipment moves between sites, but they complement — rather than replace — the statutory examination record.

How Stock Track PRO supports LOLER records

The optional Plant & Machinery module lets managers register machines with examination due dates and usual locations. On site, a fitter or manager starts one inspection entry and can complete the forms needed for that visit — including LOLER thorough examination, service inspection, pre-hire or off-hire checks, and PUWER — in a single submission. Each selected form generates its own PDF, stored against the same inspection reference on the web dashboard. Records are retained for at least two years to support LOLER compliance. Managers receive push reminders when an examination is due within seven days or overdue.

This article summarises general principles and is not legal advice. Always refer to current HSE LOLER guidance for your equipment and operation.