School Lifting Equipment Report and Defect Record
- Version
- v1
- Updated
- 1 October 2026
- Audience
- Maintained and academy primary and secondary schools in England, excluding independent schools. Complete this form where the school manages lifting equipment or associated reports and defect information.
- Jurisdiction
- england
Blank fields · read-only preview
Scope and use
Use this record for lifting equipment managed by the school. Record the equipment identity, examination or inspection information, reports, defects, corrective actions, maintenance or repair information, and where the records are retained and retrieved. The supplied guidance identifies examination and inspection, reports, defects and information keeping as relevant topics but does not specify inspection intervals or retention periods.
Equipment identity and location
Equipment name or description
RequiredDescribe the lifting equipment clearly enough to distinguish it from other equipment.
For example, goods lift, hoist or lifting accessory
Equipment identification or asset reference
RequiredEnter the manufacturer identifier, serial number, asset number or another unique reference. If more than one reference applies, record them in the details field below.
Enter the unique equipment reference
Equipment category
RequiredSelect all categories that apply.
Choose all that apply
- Lifting machine
- Lifting accessory
- Passenger lifting equipment
- Goods lifting equipment
- Other
- Other
If other, please specify
Location of equipment
RequiredGive the building, area, room or other location where the equipment is installed or normally used.
Enter the equipment location
Additional equipment details
Record relevant identifying information, including manufacturer, model, rated capacity or other markings, where available.
Enter additional equipment details
Examination or inspection record
Type of report or record
RequiredSelect the type of activity documented by this record.
Choose all that apply
- Thorough examination
- Inspection
- Defect record
- Maintenance or repair record
- Other report or record
- Other
If other, please specify
Date of examination, inspection or other activity
RequiredEnter the date on which the documented activity took place.
- Day
- Month
- Year
Report or record reference
RequiredEnter the reference used to identify the report or record in the school's record system.
Enter the report or record reference
Scope of examination, inspection or other activity
RequiredSummarise what equipment, components, locations or issues were covered.
Describe the scope of the activity
Recorded outcome
RequiredSelect the outcome stated in the report or record. Do not select an option unless it is supported by the report or inspection record.
Choose all that apply
- No defect recorded
- Defect recorded
- Further action identified
- Activity unable to be completed
- Outcome not stated in the record
Person or contractor completing the activity
Competent person or contractor name
RequiredEnter the name of the person or organisation identified in the report as completing the examination, inspection or other activity.
Enter the person or contractor name
Organisation and contact details
Record the organisation, telephone number, email address or other contact details stated in the report, where available.
Enter organisation and contact details
Competence or appointment information
Record the competence, appointment, accreditation or other information provided in the report or held by the school. Do not infer competence where it is not documented.
Enter documented competence or appointment information
Defects and corrective action
Defect details
Complete this field when a defect or potential defect is identified. Describe the defect, affected component, relevant report wording and any immediate safety information.
Describe the defect or potential defect
Equipment status following the activity
Complete this field where the report or the school's documented decision records the status.
Choose one
- Available for use
- Use restricted
- Removed from use
- Status not recorded
Corrective actions
Complete this field when action is identified. Record the action, responsible person or organisation, target date if set, and any stated completion information.
Describe corrective actions and responsibilities
Date corrective action was recorded as completed
Complete only where completion is recorded or otherwise evidenced in the school's records.
- Day
- Month
- Year
Maintenance or repair information
Record maintenance or repair work associated with the report or defect, including the work completed, contractor or person, reference and date where available.
Enter maintenance or repair information
Record retention and retrieval
Location where the report or record is retained
RequiredEnter the physical or electronic location used to retain the report or record.
Enter the record location
Retrieval information
RequiredState how the report or record can be located, such as a folder path, register reference, filing convention or responsible role.
Describe how to retrieve the record
Responsible record owner or role
RequiredEnter the person or role responsible for maintaining and retrieving this record.
Enter the responsible person or role
Next record review date, if set
Enter a review date only where one has been set by the school or is stated in the relevant record-management arrangements.
- Day
- Month
- Year
Record completeness confirmation
RequiredConfirm that the information entered is based on the available report, inspection, defect, maintenance or repair records.
- Tick when complete
Additional notes
Record any other relevant information about the equipment, report, defect, corrective action or record arrangements.
Enter additional notes