Lift Breakdown and Callout Log

Who this is for

Every time the lift stops, on the record. Each fault, trapped-passenger call and engineer visit goes on its own line with the times involved, so residents and the managing agent can see how reliable the lift really is.

Residents, caretakers, directors and managing agents in blocks with a lift, especially where residents depend on it or the maintenance contract is up for review.

What this helps you track

• When each fault was reported and who reported it
• Whether anyone was trapped and when the engineer arrived
• When the lift was back in service and how many hours it was out
• The cause given and any follow-up still needed

How to use it

1. Write the building, which lift this sheet covers, the maintenance contractor and the contract number.
2. Add a line as soon as a fault is reported, with the date, time and who reported it.
3. Tick trapped if anyone was stuck in the car, and write the time the engineer arrived.
4. When the lift is working again, record when, the hours it was out and the cause the engineer gave.
5. Note any follow-up, such as a part on order, and bring the log to meetings with the contractor.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why keep our own log when the contractor has one?

Your log records what residents experienced: when the fault was noticed, how long people waited and how long the lift was out. That is useful evidence when reviewing the contract or raising a complaint.

How do we work out hours out of service?

Count from when the fault was reported to when the lift was working again, to the nearest half hour. Use the same method every time so the totals compare fairly.

What response time should the contractor meet?

Whatever your contract says. Write the agreed response times in the notes so each callout can be checked against them.

What if someone is trapped?

Follow the emergency arrangements for your building and the instructions in the lift car. Log the call afterwards, including when help arrived.