Competent Person responsibilities in reporting Thorough Examination findings

Jump to: Technical Appendix

As a CFTS-accredited examiner, your responsibility doesn’t end with carrying out a Thorough Examination. It also includes reporting your findings clearly, accurately, and in accordance with legal requirements.

Your report is a vital document. It protects users, supports compliance, and reinforces the high standards expected of CFTS-accredited engineers.

Why proper reporting matters

A properly completed Thorough Examination report is more than just paperwork — it’s a legal document. Under LOLER 98 and PUWER 98, you are legally required to provide a written report that includes:

• The condition of the equipment
• Any defects that affect safety
• The level of risk involved
• A clear statement of whether the equipment is safe to continue in use
• Any repairs or actions required and their timescales

Your report may be relied upon by site managers, safety officers, insurers, or — in the event of an incident — enforcement bodies such as the HSE.

In short: it must be accurate, detailed, and timely.

The CFTS standard

As a CFTS-accredited engineer, you are expected to follow this process and use the official CFTS documentation, whether digital or paper-based.

All CFTS reports must:

• Identify the equipment being examined (including make, model, serial number, etc.)
• Detail any defects found, categorised by severity
• State the next examination due date
• Be signed and dated by the Competent Person
• Include particulars of any repairs, renewal, or alteration required to remedy it.

Our standard also requires that any serious or immediate-risk defects are reported to the user without delay and followed up with written confirmation.

In addition, LOLER requires that any defects in the lifting equipment involving an existing or imminent risk of serious personal injury be reported to the relevant enforcing authority as soon as is practicable.

Common issues to avoid

Even experienced engineers can sometimes fall into bad habits when reporting. Be sure to avoid:

• Omitting minor defects: All safety issues must be reported, no matter how small
• Failing to specify risk level: The report must make clear whether a defect is dangerous, advisory, or needs monitoring
• Using vague language: Be precise in your descriptions and recommendations
• Delaying reports: Under LOLER, a written report must be provided as soon as practicable, and within 28 days

Protecting yourself and your customer

A well-written report protects both the engineer and the customer. It shows that the inspection was carried out competently, to an agreed standard, and that the customer was informed of any risks. Poor reporting, on the other hand, can expose you to legal or reputational consequences… especially if something goes wrong.

At CFTS, we provide training and support to help you meet your responsibilities. If you’re unsure, refer to the CFTS Quality Assurance Procedural Code or speak to one of our Technical Managers.

Summary: Your responsibilities as a CFTS-accredited engineer

• Carry out inspections to LOLER and PUWER standards
• Report findings clearly and promptly
• Use CFTS-compliant documentation
• Highlight all defects and risk levels
• Notify customers, and, when necessary, the enforcement authorities, immediately of any serious safety concerns

Your work makes a difference. By reporting accurately and responsibly, you help maintain the highest safety standards in the materials handling industry — and uphold the reputation of the CFTS mark.

Technical appendix: reporting guidelines

This section sets out the formal expectations for reporting as a CFTS-accredited examiner, based on the CFTS Quality Assurance Procedural Code and GN28.

1. Reporting format and requirements

All Thorough Examinations must be documented using CFTS-approved paperwork or digital reporting systems. No alternative formats are permitted for formal reporting.

Reports must be:

• Completed immediately after the examination
• Filed and retained for a minimum of two years (five years in ROI)
• Made available to CFTS and enforcing authorities on request

Each report must include:

• Details of the equipment (type, serial number, location, etc.)
• Examiner and company details, including accreditation number
• What the inspection covered
• Categorised list of any safety-related defects
• Recommendations for remedial action with appropriate timescales
• Confirmation of whether the equipment is safe to remain in service
• Next due date for examination
• Signature of the Competent Person

A CFTS sticker must be affixed to the equipment showing the next due date, and, if applicable, an “Action required by” label must also be applied.

2. Defect categories and notifications

Defects must be clearly categorised. These align with the CFTS procedural code but should be explained explicitly to the equipment user.

• Lifting equipment defects posing immediate danger to persons (LOLER reportable)

Must be notified to the user immediately, and reported to the relevant enforcing authority (e.g. HSE or local authority).

Examples: Chain/fork wear beyond limits, missing or defaced data plate.

• Remedial action required within a specified time

Truck may remain in service but must be re-examined once defects are corrected.

• Advisory

Defect does not pose immediate risk but should be monitored or corrected during routine service.

The Report of Thorough Examination must make these distinctions clear, using unambiguous language.

3. Independence and integrity of reporting

To ensure impartiality:

• The Thorough Examination and associated report must be completed before any service or repair work is undertaken
• The Competent Person should not be the same person who performs routine maintenance, as they would be responsible for assessing their own work.
• Reporting must be conducted separately from any service invoicing — even if the same individual is performing both roles

The report must present an objective view of the equipment as found, not post-repair.

4. Notification to HSE or Local Authorities

Under LOLER Regulation 10, any defect involving an existing or imminent risk of serious injury must be reported:

• To the customer (verbally and in writing)
• And to the relevant enforcing authority (HSE, Local Authority, etc.)

This must be done as soon as practicable — the same day wherever possible.

Note: Where the machine is subject to a hire or lease agreement, the relevant enforcement authority is always HSE.

5. Record-keeping and access

CFTS members must:

• Retain reports for 2 years minimum
• Maintain full service records, including modifications
• Ensure reports are easily retrievable during audits or inspections

Digital records must be secure, tamper-evident, and backed up.