How to keep an imported machine service history
Keep a service history against each machine’s serial number, linking fault reports, work completed, replacement components, test results and unresolved recommendations. Give the customer a dated copy and agree who updates it after handover. Use this structure when arranging factory support through Cambridge China Bridge.
Separate the requirement from your record design
HSE’s PUWER overview says that where a machine has a maintenance log, it must be kept up to date. Its supporting guidance says there is no general requirement to keep a maintenance log. That distinction does not remove the requirement to maintain work equipment in an efficient state, in efficient order and in good repair.
Use the fields below as a practical record design, rather than a prescribed legal form. The machinery sourcing guide covers purchasing and supply documentation; this guide adds the continuing history of the actual machine sold.
Anchor the file to the physical machine
Create the file before customer delivery. Photograph the serial plate and record the manufacturer, model, configuration, customer, installation location and your order reference. Keep the serial number exactly as marked, including letters and leading zeros. If it is missing or illegible, resolve identification with the factory rather than guessing.
Attach the relevant manual version, parts list, factory test results and commissioning report. Match each attachment to the serial number or clearly identify its model coverage. Use the inspection guide to arrange the checks before shipment, then carry their findings into the machine’s file.
Record faults and component changes together
For every visit or remote support exchange, record the date, reporter, symptoms, operating conditions, diagnosis and person carrying out the work. Distinguish the customer’s report from the technician’s finding. Attach photographs and reports to the entry rather than leaving the explanation in a private message thread.
For component changes, record what was removed and fitted, part references, revision or batch details where available, the reason for replacement and the checks performed afterwards. Record actual results and who reviewed them. A dispatched spare part is not evidence that it was fitted or that the fault was resolved.
| Record group | What to capture |
|---|---|
| Identity | Machine serial number, event reference, date and customer location |
| Fault | Reported symptoms, conditions, diagnosis and supporting photographs |
| Work and parts | Work performed, removed and fitted components, technician and factory advice |
| Outcome | Checks performed, results, reviewer and recorded operating status |
| Follow-up | Outstanding recommendation, responsible person, agreed review date and closure evidence |
Keep recommendations visible until resolved
Give every outstanding recommendation a responsible person, agreed action and review date. Show whether it is awaiting parts, customer action, technical review or verification. Record any advised operating restriction prominently. Do not close the technical issue simply because the warranty claim or invoice has been settled.
Close an item with evidence of the action and its verification, or record explicitly why it remains unresolved. Preserve earlier entries when correcting the file, with the author and reason for the correction. Review recurring faults across machines while keeping each serial number’s history separate.
Working out your own order? Send us the product on WhatsApp and we reply the same working day: WhatsApp us
Hand over a usable history and an update route
Give the customer a dated export containing the machine identity, completed work, current configuration, open recommendations and supporting reports. Record who received it and their acknowledgement of receipt. Ask the customer to check that the serial number and unresolved items match the machine delivered; receipt alone should not be treated as acceptance that faults are resolved.
Agree who maintains the working log after handover and how customer technicians, contractors and your China team submit updates. Keep maintenance entries and inspection reports distinguishable, even when stored together. Discuss this workflow alongside warranty administration, including access to records when a support case closes.
Frequently asked questions
Does PUWER require a maintenance log for every machine?
HSE’s supporting guidance says there is no general requirement to keep a maintenance log. Where a machine has a log, PUWER requires it to be kept up to date. Equipment must still be maintained.
Can we keep machine service records in a spreadsheet?
A spreadsheet is a practical option. Link entries and attachments to the machine’s serial number, control edits, preserve corrections and make a dated copy available to the customer.
What should we record when replacing a machine part?
Record the removed and fitted part references, available revision or batch details, reason for the change, technician, date, checks performed and actual results. Keep unresolved follow-up visible.
Who updates the service history after customer handover?
Agree a named record owner and an update route with the customer. Your support file and the customer’s working log should exchange completed work, component changes and outstanding recommendations.