Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a hoist and crane register is
A hoist and crane register is a controlled list of overhead cranes, hoists, gantries and similar lifting machines, recording their identification, safe working load, thorough examinations and condition.
This page is an educational overview with a simplified example of what such a register usually contains. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what their lifting-machine records must cover, and thorough examinations are a competent-person task.
Purpose
- Identify each hoist and crane and its safe working load.
- Track thorough examinations, inspections and reports.
- Show what is in date and what is due or overdue.
- Help ensure unsafe or overdue machines are taken out of service.
Who completes it
- A competent person carries out thorough examinations and issues reports.
- A lifting or maintenance coordinator usually keeps the register.
- Operators do pre-use checks, recorded separately.
- It is the employer’s responsibility to ensure examinations are by a competent person.
When it is used
- When a hoist or crane is installed or added.
- Each time a thorough examination or inspection is carried out.
- When a defect is found or a report is received.
- On a review cycle to confirm nothing is overdue.
Typical fields
- Machine ID, type and safe working load.
- Date of last thorough examination and report reference.
- Next examination due date and current status.
- Defects found and action taken.
- Location and responsible person.
- These are example fields only — adapt them to your machines and the applicable law.
Common mistakes
- Using a machine whose examination is overdue.
- Confusing a pre-use check with a thorough examination.
- Report references not recorded against the machine.
- A register that does not include all lifting machines on site.
Document workflow
A hoist and crane register works with the lifting equipment register for the wider picture, the lifting accessory register for slings and shackles, and the maintenance log for repairs. An overdue or failed examination should remove the machine from service; the register tracks it back once a satisfactory report is received.
See the related documents below for what is commonly used before, alongside and after a hoist and crane register.
Retention (high level)
Employers generally keep examination reports and inspection records for as long as the machine is in service and for a period afterwards, in line with their obligations. Specific retention periods vary by jurisdiction.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
Hoist and crane registers and examination reports are commonly stored and shared as PDFs for audit and traceability. Exporting to PDF supports documentation; it does not make the register official or guarantee compliance.
Employer checklist
- List all hoists and cranes with their safe working loads.
- Arrange thorough examinations by a competent person at suitable intervals.
- Remove overdue or defective machines from service.
- Keep the register aligned with the lifting equipment and maintenance records.
Operator notes
- Do a pre-use check and stay within the safe working load.
- Do not use a machine that is overdue or out of service.
- Report damage or suspected faults immediately.
Country considerations
Requirements for examining lifting machines vary by country, including intervals and competence, and the official authority differs. This page is high-level and general — it is not a statement of any country’s law and not a guarantee that a register is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for ensuring lifting machines are suitable, examined, maintained and safe to use, and for compliance. This page is an educational overview with a template example; it does not determine what your register must contain, does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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