Tags on plugs show that an item was tested. The report and asset register are what let you manage your equipment afterwards: following up faults, planning the next visit and answering questions from management, landlords or insurers.
Here is what a useful set of records should include. You can also see a fictional sample report and download a sample CSV register on our reports page.
The report summary
The summary should tell you, at a glance:
- Site and visit date. Where and when the work took place.
- Agreed scope. What was included and, just as importantly, what was not.
- Result totals. How many items passed, failed, or were deferred, inaccessible or excluded. The totals should reconcile with the item rows.
- Exceptions and follow-up actions. Which items need attention, what needs to happen, and who is responsible.
- Limitations. What the records do not claim.
- Tester and instrument references. So results can be traced back to who did the work and with what.
Statuses that do not hide anything
A common weakness in test records is that everything collapses into "pass" or "fail". A better register uses explicit statuses, such as:
| Status | Meaning |
|---|---|
| Completed/pass | Inspected and tested under the agreed method; no fault found at the time |
| Completed/fail | Found faulty; contact notified to remove the item from use |
| Visual inspection only | Inspected visually only; not a completed electrical test |
| Deferred | Not tested this visit, for example awaiting an approved change window |
| Inaccessible | Could not be reached safely |
| Excluded | Outside the agreed scope |
An untested item should never be recorded as a pass. If your current records do not distinguish these, it is worth asking why.
The asset register
The register is the spreadsheet behind the report. Depending on the agreed scope, it can include:
- asset ID, description and location
- equipment category
- inspection outcome and test method or record reference
- relevant readings where applicable
- result status
- proposed next-test date and the reason for it
- notes and follow-up actions
A CSV file opens in Excel, Numbers or Google Sheets, so you can filter by location, sort by retest date or merge it with your own records.
Keeping records useful over time
Stable asset IDs. The same item should keep the same ID from visit to visit. That is what lets you compare results and spot recurring problems.
Mapping to your existing register. If you already track assets, agree a mapping before the visit rather than ending up with two parallel lists.
Handling replacements and duplicates. Replaced equipment and duplicate IDs need to be dealt with explicitly, not quietly overwritten.
Reasons for retest dates. A date on its own does not tell you much. A short reason, such as "kitchen use" or "office environment, agreed interval", helps the next person understand the plan.
What the records do not claim
A test record reflects the condition of equipment at the time of inspection and testing. It is not:
- a guarantee of future safety
- an electrical installation certificate, or evidence about fixed wiring
- a full inventory of your IT environment
Retest dates do not replace ongoing checks for damage or changes in use.
Keep reports private
Reports can reveal asset IDs and equipment locations. They should be delivered through an agreed secure channel, not left on a public link, and shared only with the people who need them.