Log Books and Service Records Explained
The log book is the machine's legal memory. This guide explains what it must contain and why complete records are as important as the inspections themselves.
Every EWP and crane should have a log book, and it is far more than a formality. It is the machine's legal and engineering memory: the continuous record of who inspected it, what was found, what was repaired and what is due next. When a regulator or insurer investigates an incident, the log book is one of the first documents they ask for, and its completeness can determine whether a duty holder is defensible or exposed.
What the log book must contain
A proper log book identifies the machine and then records its life. It should contain the results of routine and pre-start checks, the dates and outcomes of annual and periodic inspections, major inspection records, all servicing and repairs, and any modifications. Each entry should be dated and attributable to the person who made it.
It should also capture the machine's key data: manufacturer, model, serial number, date of manufacture and rated capacity, along with the next due dates for each inspection tier. Kept current, the log book answers at a glance whether the machine is compliant and what is coming up.
- Machine identification and date of manufacture
- Routine, annual and major inspection records
- Servicing, repairs and modifications
- Next inspection due dates
Why records matter beyond compliance
Complete records do more than satisfy the standard. They protect the duty holder legally, they are usually a condition of insurance cover, and they add real resale value because a buyer can see the machine's full history. A machine with a complete, well-kept log book sells faster and for more than an identical machine with a patchy record.
Records also support good engineering decisions. A documented history of repairs, corrosion findings and wear trends helps an inspector judge how a machine is ageing and set appropriate inspection intervals. Without that history, every inspection starts from scratch.
Keeping records audit-ready
The practical challenge is keeping records current and findable, especially across a fleet or when machines move between sites. Paper log books get lost, damaged or left in a cab in another state. Increasingly, digital record-keeping is used to centralise documents, link them to the machine, and surface due dates automatically, which is the log book servicing model many providers now offer.
Whatever the format, the principle is a single, current, accessible source of truth. After an incident there is no opportunity to reconstruct records, so the discipline of recording each inspection and repair as it happens is what keeps a machine defensible.
Ready to ensure your equipment is compliant?
Book an inspection today or contact our engineering team for specialized testing and compliance advice.