What Information Should Be Provided When Reporting a Fault?

For managed premises, include the site name used in existing records. Consistent references help avoid duplicate instructions and keep the repair history attached to the correct property.

Explain what changed, when it began and whether it is continuous or intermittent. Record displayed fault codes exactly. Relevant context might include start-up, particular equipment use, heavy rain or a change in occupancy.

A report such as “water appears above the rear window during heavy rain” is more useful than assuming the roof needs replacement. The description preserves evidence without committing the investigation to an unverified cause.

State which people, rooms or activities are affected and whether the issue is worsening. Explain any loss of normal use and actions already taken by responsible people. This helps establish priority and avoids confusion about the current condition.

Immediate danger needs the relevant emergency route. Do not delay urgent reporting while collecting photographs, equipment labels or a complete form.

Photographs from a safe position can show the location, visible damage or an equipment label. Do not climb, remove covers or enter an affected area to obtain them. Avoid including personal information or sensitive site details that are not needed for the job.

Attach relevant previous reports, repair dates or manuals where available. If someone has already attended, include the findings and work completed so the investigation can build on that evidence.

Give a contact who can explain the issue and arrange entry. Include occupied-area restrictions, keys or escort requirements and suitable work windows. Identify who approves expenditure or changes to the instruction.

Where owner, managing agent and occupier are different people, make their roles clear. The person opening the door may not be able to authorise additional work.

No. Report the symptoms and conditions accurately. Finding the cause is part of the appropriate technical investigation; an uncertain diagnosis can distract from useful evidence.

Provide the location and visible description. Add a photograph only if it can be taken safely. The attending person can establish further details through the agreed investigation.

Report the recurrence and reference the earlier job. Include when it returned and whether the symptoms changed. Linking the history makes repeated faults easier to investigate.

Read what reactive maintenance involves and what happens when no fault is found. Explore Reactive Maintenance, Fault Finding and Diagnostics, all services, projects, sectors and locations.