Treat the missing evidence seriously
An overdue date or missing report means the duty holder cannot demonstrate that the required thorough examination is current. First confirm the asset identity and search the controlled records rather than relying on a sticker alone.
If current evidence cannot be established, take a precautionary approach to use and obtain competent advice. The circumstances, equipment and risk determine the immediate control.
Arrange examination with the right information
Provide the examiner with the asset details, location, last known report, maintenance history and reason for the lapse. Declare damage, repair, relocation or long storage because these facts may alter the scope.
Do not backdate a report or treat a service sheet as a substitute. The new report records the examination that actually occurred.
Respond to findings before return to normal use
The examination may identify defects requiring immediate cessation of use or action within a specified period. Put ownership and evidence around each action, including any repair and competent reassessment needed.
An examination is not a repair service; passing the due date also does not prove the equipment is defective. It means the required evidence and control have failed.
Prevent the next lapse
Identify why the deadline was missed: inaccurate registers, equipment moving sites, unclear ownership, poor reminders or reports held by suppliers. Correcting the system matters as much as booking the overdue visit.
Keep one controlled register with asset-level due dates, responsible people and enough lead time for access and corrective work.
Authoritative guidance
For the legal framework and regulator guidance, refer to the HSE guide to thorough examinations and inspections of lifting equipment.