LOLER thorough examinations: how often, what happens next and how long to keep reports
Last reviewed
The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) set out when lifting equipment must be thoroughly examined, what happens when the examiner finds a defect, and how long you must keep the reports. This guide summarises those rules. HSE’s detailed guidance is its Approved Code of Practice, L113.
What counts as lifting equipment
LOLER covers work equipment for lifting or lowering loads, and the accessories used with it. HSE’s examples include cranes, lift trucks, platform lifts, and lifting chains and slings. Machines that lift as part of their job, such as telehandlers, lorry loaders and mobile elevating work platforms, are covered too, as are machines like excavators when they’re used to lift loads.
LOLER applies on top of PUWER, the general rules for all work equipment, not instead of it. Our PUWER vs LOLER guide explains how the two fit together.
When a thorough examination is needed
Under regulation 9, lifting equipment must be thoroughly examined:
- Before it’s first used, unless it’s new and comes with a declaration of conformity made within the previous 12 months.
- After installation, and after it’s assembled at a new site, where its safety depends on how it’s installed.
- Periodically, where it’s exposed to conditions that could make it deteriorate dangerously: at least every 6 months for lifting accessories and equipment for lifting people, and at least every 12 months for other lifting equipment. Alternatively, the intervals can follow an examination scheme drawn up by a competent person.
- After exceptional circumstances that could affect its safety, for example damage or a failure.
Where it’s appropriate, the equipment must also be inspected by a competent person at suitable intervals between thorough examinations.
Who carries it out
A thorough examination must be carried out by a competent person: someone with enough practical and theoretical knowledge and experience of the equipment to detect defects. HSE’s guidance says they should be independent and impartial enough to make judgements without fear or favour, and shouldn’t be the same person who carries out routine maintenance, because they would be checking their own work.
Thorough examinations, inspections and pre-use checks
| Check | Who does it | How often |
|---|---|---|
| Pre-use or daily checks | The user or operator | Before use, or daily |
| Inspections | A competent person | At suitable intervals between thorough examinations, for example weekly, monthly or quarterly |
| Thorough examination | A competent person, with a written report | Every 6 or 12 months, or as set by an examination scheme |
After the examination: defects and reports
Regulation 10 sets out what happens next:
- The examiner must tell the employer straight away about any defect that is, or could become, a danger to people.
- They must write a report as soon as practicable, authenticated by signature or an equally secure method.
- If a defect involves an existing or imminent risk of serious personal injury, they must also send a copy of the report to the relevant enforcing authority as soon as practicable.
- The employer must not use the equipment until the defect has been put right. Where the examiner allows a set time to fix a defect, the equipment must not be used after that time unless it has been fixed.
How long to keep reports
Regulation 11 sets minimum periods for keeping LOLER records:
| Record | Keep it |
|---|---|
| Declaration of conformity for new equipment | For as long as you operate the equipment |
| Report of examination before first use (other than accessories) | Until you stop using the equipment |
| Report of examination before first use (lifting accessories) | For two years after the report is made |
| Report of examination after installation or assembly | Until you stop using the equipment at that site |
| Reports of periodic thorough examinations | Until the next report is made, or for two years, whichever is later |
| Records of inspections | Until the next record is made |
HSE’s guidance says records don’t have to be kept on paper, but you should be able to provide a written copy when needed, for example if an inspector asks or when the equipment leaves your business.
Hired, borrowed and second-hand equipment
Regulation 9(4) says lifting equipment must not leave your business, and equipment from another business must not be used in yours, unless it’s accompanied by physical evidence that its last thorough examination has been carried out. That applies whenever equipment goes out on hire, is used by another business or is sold second hand.
Keeping the latest report with the equipment
However you store reports, the people using, hiring and checking the equipment need to see the current one. Safe Cert puts it on the equipment as a QR code: scan it, and the latest report opens with its due date. See how Safe Cert works for lifting equipment.