Elevator Logbook & Downtime – Service, Inspection & Excel | Word/PDF

Elevator Logbook & Outages – Inspection Monitoring, Service Logbook and Excel is a professional document package for Swedish housing cooperatives, property owners, and elevator managers. For a traceable elevator logbook containing information on usage, service, outages, causes, accidents, near misses, and inspections, in accordance with Boverket’s rules.

A logbook is not an inspection report. Elevators subject to mandatory accredited inspection must be inspected by an approved inspection body; a standard service order cannot replace such an inspection. If a valid prohibition on use is in effect, the elevator must not be used, regardless of what is stated in Excel.

All Files in the Document Package

Excel Register with Nine Tabs

Excel includes the tabs Overview, Elevators, Outages, Fault Reporting, Service, Inspection, Restart, Communication, and Read Me. Pre-formatted register rows, data validation, date fields, and summaries help the property manager keep track of service actions and inspection documentation. By manually recording the last valid inspection date, the sheet can flag a date that has passed. Always apply the actual interval from the inspection body’s report and inspection sticker; the sheet does not calculate the legal inspection period itself.

Warning: An Excel flag can only signal missing information. It does not establish personal risk, machine safety, inspection requirements, exemptions, or the right to reopen the elevator.

Workflow – From Elevator Register to Inspection Monitoring

1. Inventory: assign each elevator its own ID, specify the elevator type, person responsible for service, emergency contact, usage intensity, and where the logbook is kept.
2. Plan: document the latest report, inspection sticker, and actual inspection conditions; record the date of the next required inspection.
3. For the logbook: record outages, causes, inspections, service, and changes, including the date, scope, and service provider.
4. Handle near misses: in case of immediate personal danger, call 112 and use the authorized elevator emergency service. Do not attempt to perform a rescue or mechanical intervention yourself. In the event of an accident/near miss, special reporting and usage rules apply.
5. Order professional action: request an actual service report and, if necessary, an accredited audit/recurring inspection.
6. Restart: ensure that the actual safety deficiency and any prohibition on use have been addressed before the responsible person decides to resume operation.

Legal Basis for the Elevator Logbook

BFS 2025:11, Chapter 1, Sections 25–27 – Logbook Keeping

According to Boverket’s guidance on the operation and maintenance of elevators, elevators must be operated, managed, maintained, and continuously inspected in a professional manner. A logbook must be kept for each elevator, detailing actions, usage intensity, outages and their causes, accidents, near misses, and other relevant information. When maintenance is performed, the date, scope, and service provider must be documented. The logbook must be available for inspection by the inspection body and supervisory authority.

Inspection and Prohibition on Use

Boverket – Elevators and Inspection describes the rules in BFS 2025:11 and BFS 2025:12. The first recurring inspection normally takes place after two years; thereafter, annual inspection usually applies to standard elevators, but some elevator types are inspected every two years. Accredited inspection bodies perform required inspections. An elevator that has not been inspected on time or has serious safety deficiencies may be subject to a prohibition on use. The last inspection month should be taken from the actual report/inspection sticker.

Accidents and Near Misses

Boverket’s guidance on motor-driven devices states that a device involved in an accident or near miss must not be used again until necessary protective measures have been taken. The responsible person must also immediately report the incident to the municipal building committee. Other reporting obligations may apply separately.

Scope: The package contains no technical instructions for interventions in elevator machinery or the rescue of trapped persons, no accredited inspection, and no assessment of special cases. Follow the manufacturer, current regulations, inspection reports, and a qualified service company.

Frequently Asked Questions About Elevator Logbooks and Outages

Is a logbook required for each elevator?

Yes. BFS 2025:11, Chapter 1, Section 26 requires a logbook for each elevator containing information on, among other things, maintenance, outages, causes, accidents, and near misses.

What should be recorded during elevator service?

The date, the scope of the work actually performed, who performed it, and any changes and relevant documentation.

How often should an elevator be inspected?

Normally, the first recurring inspection takes place after two years; thereafter, usually every year, but some elevator types have a two-year interval. Check the elevator’s category, any decisions, and the inspection sticker.

Can a service company approve an elevator through the service logbook?

Standard service does not replace mandatory inspection by an accredited inspection body, and the forms do not provide any approval.

What should be done if a person becomes trapped in the elevator?

Follow the property’s alarm and emergency procedures and contact the authorized elevator emergency service. In case of immediate danger, call 112. Do not attempt to rescue persons through unauthorized intervention.

What applies in the event of an accident or near miss?

Stop usage until necessary protective measures have been taken and report immediately to the building committee in accordance with applicable regulations.

Can Excel determine if an elevator is safe to restart?

No. Excel compiles administrative information. An actual review of technical documentation, any inspection requirements, and a decision by the responsible person is required.

Related Templates

Supplement with Monthly Report & Service Follow-up for Properties for coordinated property service, or Fault Reporting & Case Management for Properties for cases outside the elevator logbook.

Version 1.0 · Sweden · 2026-11-04 · AI-assisted source verification, no independent review by an external lawyer or elevator engineer. Digital ZIP activated manually later.