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Compliance
Equipment Inspection Report
An equipment inspection report is the record of a competent person examining a machine and saying whether it is safe to keep using. It is not a service sheet and it is not the operator's pre-use check. Those two ask whether the machine works and whether it looks right this morning; the examination asks whether anything has developed since the last one that could hurt somebody, and it ends in a verdict with a date on it.
The scheme being applied belongs on the face of the report. In Great Britain, lifting equipment used to lift people falls under LOLER 1998 with a maximum interval of six months, other lifting equipment usually runs at twelve, and a written scheme of examination can set different intervals where a competent person has drawn one up. The prescribed report content and the duty to notify defects that carry existing or imminent danger come from the same place. Other jurisdictions run their own scheme, so the template names the interval and the basis rather than assuming one.
Defects are only useful when they are graded. A machine can have a cracked weld that stops it today, a worn pin that must be dealt with inside a month, and a faded decal that is simply an observation, and lumping the three together produces a report nobody acts on. Each defect wants a description, the grading, a date by which it must be cleared and a named owner, and the verdict at the bottom has to follow from that list rather than sit beside it.
Readings turn an inspection into a history. Hook throat opening, brake test distance, wire rope discard criteria, hydraulic pressures, insulation resistance and structural measurements all move over the life of a machine, and comparing this examination against the last one is what predicts the next failure. Rendering the report from JSON means an inspection app can emit the correct check list for each plant category, carry forward the previous readings automatically, and produce the signed PDF for the plant file before the inspector leaves the yard.
Blanks to fill
| report_number | Report number |
| examination_date | Date of examination |
| inspection_body | Inspection body |
| competent_person | Competent person |
| competent_person_credentials | Credentials of the competent person |
| employer | Employer or duty holder |
| owner | Owner of the equipment |
| location_examined | Where it was examined |
| report_issued_to | Report issued to |
| equipment_type | Equipment |
| manufacturer | Made by |
| model | Model |
| plant_number | Plant number |
| serial_number | Serial number |
| year_of_manufacture | Year it was made |
| hours_or_meter | Hour meter |
| safe_working_load | Safe working load |
| examination_basis | Why this examination was due |
| examination_type | Kind of examination |
| interval_applied | Interval |
| previous_examination | Last examination |
| next_examination_due | Next one due |
| test_carried_out | Testing done this time |
| notification_note | Danger to people |
| verdict | Verdict |
| equipment_status | Status of the equipment |
| verdict_conditions | Conditions attached to the verdict |
| documents_seen | Documents read |
| declaration | Declaration |
| signed_by | Signed by |
| signed_date | Date signed |
| checks[] | One per item, so a row is added for every item in the list |
| measurements[] | One per item, so a row is added for every item in the list |
| defects[] | One per item, so a row is added for every item in the list |
The data behind the preview
This is the exact JSON that produced the document above. Change the values, POST them to the API, and you get your version back as DOCX or PDF. Lists grow and shrink with your data; the layout adapts.
- 01 Sign up free and duplicate this template into your workspace.
- 02 Adjust the wording and branding in the visual editor.
- 03 Fill it in the app, share it as a form link, or call the API.
sample-data.json
{
"report_number": "TE-2026-2841",
"examination_date": "September 24, 2026",
"inspection_body": "Severnside Plant Inspection Services Ltd",
"competent_person": "Alan Prosser",
"competent_person_credentials": "Engineer surveyor, lifting and access plant, employed by the inspection body and independent of the maintenance provider",
"employer": "Harbor Build Group",
"owner": "Ridgeway Plant Hire Ltd, on long term hire to Harbor Build Group",
"location_examined": "Cascade Street mixed use development, east compound, Bristol BS1 6TR",
"equipment_type": "Self propelled boom type mobile elevating work platform, diesel, rough terrain",
"plant_number": "MEWP-114",
"manufacturer": "Ridgeline Access",
"model": "RA-135-D",
"serial_number": "RA135D-2021-0968",
"year_of_manufacture": "2021",
"safe_working_load": "230 kg, two persons plus 40 kg of tools, platform capacity plate legible and matching the manual",
"hours_or_meter": "3,412 hours",
"examination_basis": "Thorough examination under the Lifting Operations and Lifting Equipment Regulations 1998, regulation 9, for equipment used to lift people. No written scheme of examination is in place for this machine, so the six month statutory interval applies.",
"examination_type": "Periodic thorough examination, in service, without dismantling beyond the removal of inspection covers",
"interval_applied": "Six months",
"previous_examination": "TE-2026-1330, March 21, 2026, passed with one B grade defect since cleared",
"next_examination_due": "March 23, 2027",
"test_carried_out": "Function test under load with 230 kg in the platform, including full boom range, emergency lowering and both overload cut outs. No overload proof test was carried out on this examination and none was due.",
"checks": [
{
"area": "Structure",
"item": "Boom sections, welds and pivot points",
"method": "Visual, with magnetic particle inspection of the boom pivot welds",
"result": "Satisfactory"
},
{
"area": "Structure",
"item": "Chassis, outrigger legs and pads",
"method": "Visual and function",
"result": "Satisfactory"
},
{
"area": "Structure",
"item": "Turret slew ring bolts and backlash",
"method": "Torque check on a sample of eight bolts, backlash measured",
"result": "Satisfactory"
},
{
"area": "Platform",
"item": "Basket, guard rails, toe board and gate self closing action",
"method": "Visual and function",
"result": "Defect found, see DEF-A"
},
{
"area": "Platform",
"item": "Anchor points for personal fall protection equipment",
"method": "Visual, marking and condition",
"result": "Satisfactory"
},
{
"area": "Hydraulics",
"item": "Cylinders, hoses, fittings and holding valves",
"method": "Visual under pressure, drift test held for ten minutes",
"result": "Satisfactory"
},
{
"area": "Hydraulics",
"item": "Emergency lowering system",
"method": "Function test from the ground controls with the platform at full height",
"result": "Satisfactory"
},
{
"area": "Controls",
"item": "Platform and ground control stations, including transfer of control",
"method": "Function test",
"result": "Satisfactory"
},
{
"area": "Controls",
"item": "Emergency stop at both stations",
"method": "Function test",
"result": "Satisfactory"
},
{
"area": "Safety systems",
"item": "Overload sensing and cut out",
"method": "Function test with calibrated weights at 100 percent and 110 percent of rated load",
"result": "Satisfactory"
},
{
"area": "Safety systems",
"item": "Tilt sensor and alarm",
"method": "Function test on the simulated slope",
"result": "Satisfactory"
},
{
"area": "Safety systems",
"item": "Secondary guarding and crush protection bar",
"method": "Function test",
"result": "Defect found, see DEF-B"
},
{
"area": "Marking",
"item": "Capacity plate, control decals and last examination label",
"method": "Visual",
"result": "Defect found, see DEF-C"
}
],
"measurements": [
{
"parameter": "Boom drift, platform at full height, ten minute hold",
"value": "9 mm",
"previous": "7 mm",
"limit": "25 mm maximum, manufacturer manual section 8",
"verdict": "Pass"
},
{
"parameter": "Slew ring backlash",
"value": "1.1 mm",
"previous": "0.9 mm",
"limit": "2.0 mm discard figure",
"verdict": "Pass, trending"
},
{
"parameter": "Overload cut out trip point",
"value": "252 kg",
"previous": "249 kg",
"limit": "Between 230 kg and 265 kg",
"verdict": "Pass"
},
{
"parameter": "Tilt alarm trip angle",
"value": "2.9 degrees",
"previous": "3.0 degrees",
"limit": "3.0 degrees plus or minus 0.5",
"verdict": "Pass"
},
{
"parameter": "Platform gate self closing force",
"value": "Closes and latches unaided from 45 degrees",
"previous": "Closes and latches unaided",
"limit": "Must close and latch unaided",
"verdict": "Pass"
},
{
"parameter": "Hydraulic system relief pressure",
"value": "228 bar",
"previous": "230 bar",
"limit": "225 bar to 235 bar",
"verdict": "Pass"
}
],
"defects": [
{
"reference": "DEF-A",
"description": "Basket toe board on the left side is split across 180 mm and the fixing rivet at the forward end is missing. Material can pass under it, which is the hazard the toe board exists to prevent.",
"grading": "B, repair within 28 days",
"rectify_by": "October 22, 2026",
"owner": "Ridgeway Plant Hire Ltd under the hire maintenance terms"
},
{
"reference": "DEF-B",
"description": "Crush protection bar sensor operates but the return spring is weak and the bar does not reset consistently in one attempt out of five. The machine still stops when the bar is struck, so the protective function is present but not reliable.",
"grading": "B, repair within 28 days",
"rectify_by": "October 22, 2026",
"owner": "Ridgeway Plant Hire Ltd under the hire maintenance terms"
},
{
"reference": "DEF-C",
"description": "Control decal at the ground station is faded and the direction arrows are no longer readable from the operating position. Capacity plate itself is legible.",
"grading": "C, observation, clear at the next service",
"rectify_by": "Next scheduled service",
"owner": "Ridgeway Plant Hire Ltd"
}
],
"notification_note": "No defect was found that is, or could become, a danger to people in the sense that would need an immediate report to the enforcing authority. This report goes to the employer as the duty holder and is copied to the owner.",
"equipment_status": "Remains in service. The two B grade defects do not prevent safe operation within the next 28 days provided the platform gate and the crush bar are included in the operator pre-use check each shift.",
"verdict": "Safe to continue in use, subject to the conditions below",
"verdict_conditions": "Toe board and crush protection bar defects to be cleared by October 22, 2026. Operators to record the gate and crush bar function on the daily pre-use check until the repairs are confirmed. Slew ring backlash to be measured again at the next examination and the machine withdrawn if it reaches 1.6 mm.",
"documents_seen": "Manufacturer operating and maintenance manual for the RA-135-D, service records from Ridgeway Plant Hire covering the last twelve months, previous report of thorough examination TE-2026-1330, and the site pre-use check sheets for the current month.",
"declaration": "I have thoroughly examined the equipment identified above on the date shown, in the condition and to the extent described. The particulars recorded are correct and the verdict is my own professional judgement as the competent person appointed for this examination.",
"signed_by": "Alan Prosser, Engineer Surveyor",
"signed_date": "September 24, 2026",
"report_issued_to": "Harbor Build Group as employer, copied to Ridgeway Plant Hire Ltd as owner and filed against plant number MEWP-114"
}Generate this document via the API
One template plus changing data is the whole point. The list of blanks above is the contract, and every new set of values comes back in the same layout: fill it in the app, hand someone a form link, or POST the JSON and get the file straight back.
The request below carries this page's own values, so it runs as soon as the template exists in your workspace. Swap the values for yours and the response is your document.
make-equipment-inspection-report.sh
curl -X POST https://app.docmake.io/api/v1/render \
-H "Authorization: Bearer $DOCMAKE_API_KEY" \
-H "Content-Type: application/json" \
-H "Accept: application/json" \
--output equipment-inspection-report.pdf \
--data-binary @- <<'JSON'
{
"template_id": "tmpl_your_template_id",
"format": "pdf",
"data": {
"report_number": "TE-2026-2841",
"examination_date": "September 24, 2026",
"inspection_body": "Severnside Plant Inspection Services Ltd",
"competent_person": "Alan Prosser",
"competent_person_credentials": "Engineer surveyor, lifting and access plant, employed by the inspection body and independent of the maintenance provider",
"employer": "Harbor Build Group",
"owner": "Ridgeway Plant Hire Ltd, on long term hire to Harbor Build Group",
"location_examined": "Cascade Street mixed use development, east compound, Bristol BS1 6TR",
"equipment_type": "Self propelled boom type mobile elevating work platform, diesel, rough terrain",
"plant_number": "MEWP-114",
"manufacturer": "Ridgeline Access",
"model": "RA-135-D",
"serial_number": "RA135D-2021-0968",
"year_of_manufacture": "2021",
"safe_working_load": "230 kg, two persons plus 40 kg of tools, platform capacity plate legible and matching the manual",
"hours_or_meter": "3,412 hours",
"examination_basis": "Thorough examination under the Lifting Operations and Lifting Equipment Regulations 1998, regulation 9, for equipment used to lift people. No written scheme of examination is in place for this machine, so the six month statutory interval applies.",
"examination_type": "Periodic thorough examination, in service, without dismantling beyond the removal of inspection covers",
"interval_applied": "Six months",
"previous_examination": "TE-2026-1330, March 21, 2026, passed with one B grade defect since cleared",
"next_examination_due": "March 23, 2027",
"test_carried_out": "Function test under load with 230 kg in the platform, including full boom range, emergency lowering and both overload cut outs. No overload proof test was carried out on this examination and none was due.",
"checks": [
{
"area": "Structure",
"item": "Boom sections, welds and pivot points",
"method": "Visual, with magnetic particle inspection of the boom pivot welds",
"result": "Satisfactory"
},
{
"area": "Structure",
"item": "Chassis, outrigger legs and pads",
"method": "Visual and function",
"result": "Satisfactory"
},
{
"area": "Structure",
"item": "Turret slew ring bolts and backlash",
"method": "Torque check on a sample of eight bolts, backlash measured",
"result": "Satisfactory"
},
{
"area": "Platform",
"item": "Basket, guard rails, toe board and gate self closing action",
"method": "Visual and function",
"result": "Defect found, see DEF-A"
},
{
"area": "Platform",
"item": "Anchor points for personal fall protection equipment",
"method": "Visual, marking and condition",
"result": "Satisfactory"
},
{
"area": "Hydraulics",
"item": "Cylinders, hoses, fittings and holding valves",
"method": "Visual under pressure, drift test held for ten minutes",
"result": "Satisfactory"
},
{
"area": "Hydraulics",
"item": "Emergency lowering system",
"method": "Function test from the ground controls with the platform at full height",
"result": "Satisfactory"
},
{
"area": "Controls",
"item": "Platform and ground control stations, including transfer of control",
"method": "Function test",
"result": "Satisfactory"
},
{
"area": "Controls",
"item": "Emergency stop at both stations",
"method": "Function test",
"result": "Satisfactory"
},
{
"area": "Safety systems",
"item": "Overload sensing and cut out",
"method": "Function test with calibrated weights at 100 percent and 110 percent of rated load",
"result": "Satisfactory"
},
{
"area": "Safety systems",
"item": "Tilt sensor and alarm",
"method": "Function test on the simulated slope",
"result": "Satisfactory"
},
{
"area": "Safety systems",
"item": "Secondary guarding and crush protection bar",
"method": "Function test",
"result": "Defect found, see DEF-B"
},
{
"area": "Marking",
"item": "Capacity plate, control decals and last examination label",
"method": "Visual",
"result": "Defect found, see DEF-C"
}
],
"measurements": [
{
"parameter": "Boom drift, platform at full height, ten minute hold",
"value": "9 mm",
"previous": "7 mm",
"limit": "25 mm maximum, manufacturer manual section 8",
"verdict": "Pass"
},
{
"parameter": "Slew ring backlash",
"value": "1.1 mm",
"previous": "0.9 mm",
"limit": "2.0 mm discard figure",
"verdict": "Pass, trending"
},
{
"parameter": "Overload cut out trip point",
"value": "252 kg",
"previous": "249 kg",
"limit": "Between 230 kg and 265 kg",
"verdict": "Pass"
},
{
"parameter": "Tilt alarm trip angle",
"value": "2.9 degrees",
"previous": "3.0 degrees",
"limit": "3.0 degrees plus or minus 0.5",
"verdict": "Pass"
},
{
"parameter": "Platform gate self closing force",
"value": "Closes and latches unaided from 45 degrees",
"previous": "Closes and latches unaided",
"limit": "Must close and latch unaided",
"verdict": "Pass"
},
{
"parameter": "Hydraulic system relief pressure",
"value": "228 bar",
"previous": "230 bar",
"limit": "225 bar to 235 bar",
"verdict": "Pass"
}
],
"defects": [
{
"reference": "DEF-A",
"description": "Basket toe board on the left side is split across 180 mm and the fixing rivet at the forward end is missing. Material can pass under it, which is the hazard the toe board exists to prevent.",
"grading": "B, repair within 28 days",
"rectify_by": "October 22, 2026",
"owner": "Ridgeway Plant Hire Ltd under the hire maintenance terms"
},
{
"reference": "DEF-B",
"description": "Crush protection bar sensor operates but the return spring is weak and the bar does not reset consistently in one attempt out of five. The machine still stops when the bar is struck, so the protective function is present but not reliable.",
"grading": "B, repair within 28 days",
"rectify_by": "October 22, 2026",
"owner": "Ridgeway Plant Hire Ltd under the hire maintenance terms"
},
{
"reference": "DEF-C",
"description": "Control decal at the ground station is faded and the direction arrows are no longer readable from the operating position. Capacity plate itself is legible.",
"grading": "C, observation, clear at the next service",
"rectify_by": "Next scheduled service",
"owner": "Ridgeway Plant Hire Ltd"
}
],
"notification_note": "No defect was found that is, or could become, a danger to people in the sense that would need an immediate report to the enforcing authority. This report goes to the employer as the duty holder and is copied to the owner.",
"equipment_status": "Remains in service. The two B grade defects do not prevent safe operation within the next 28 days provided the platform gate and the crush bar are included in the operator pre-use check each shift.",
"verdict": "Safe to continue in use, subject to the conditions below",
"verdict_conditions": "Toe board and crush protection bar defects to be cleared by October 22, 2026. Operators to record the gate and crush bar function on the daily pre-use check until the repairs are confirmed. Slew ring backlash to be measured again at the next examination and the machine withdrawn if it reaches 1.6 mm.",
"documents_seen": "Manufacturer operating and maintenance manual for the RA-135-D, service records from Ridgeway Plant Hire covering the last twelve months, previous report of thorough examination TE-2026-1330, and the site pre-use check sheets for the current month.",
"declaration": "I have thoroughly examined the equipment identified above on the date shown, in the condition and to the extent described. The particulars recorded are correct and the verdict is my own professional judgement as the competent person appointed for this examination.",
"signed_by": "Alan Prosser, Engineer Surveyor",
"signed_date": "September 24, 2026",
"report_issued_to": "Harbor Build Group as employer, copied to Ridgeway Plant Hire Ltd as owner and filed against plant number MEWP-114"
}
}
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claude mcp add docmake \
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-- npx -y @docmake/mcp@latestThen ask for the document in plain words:
Make a PDF from my Equipment Inspection Report template with report number "TE-2026-2841" and date of examination "September 24, 2026".
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