---
title: "Find overdue and unrecorded asset inspections | Certant"
description: "Certant compares your approved inspection schedule with the reports you've received and shows which inspections are overdue and which have no record."
url: "https://certant.ai/use-cases/overdue-asset-inspections"
---

For facilities and maintenance coordinators

# Find overdue and unrecorded asset inspections

Certant compares your approved inspection schedule with the reports you've received and shows which inspections are overdue and which have no record.

[See it on your documents](https://certant.ai/contact-sales?topic=use-case) [See how Strata works](https://certant.ai/strata)

Configured for each asset class, from your own schedule.

FP-02 · Fire pump, Building AExample

Monthly test due **31 Oct 2026**. Last recorded **28 Sep 2026**.

Overdue Contractor report, 28 Sep 2026 · page 3

_The due date from the schedule and the last report on file._

The problem

## Nobody notices a missing report

The inspection schedule says every fire pump is tested monthly. The reports arrive from contractors as PDFs, and the only way to know one is missing is to notice it didn't arrive.

An inspection that was done late and an inspection with no record at all look the same in an empty folder.

The documents

## What Certant reads

Each report is matched to its asset by the tag or location it names.

| Document | What it supplies |
|---|---|
| Inspection schedule | Each asset, the inspections it needs and how often. |
| Inspection reports | The asset inspected, the date and the result, as contractors or your own team recorded them. |
| Asset register | Asset tags, locations and classes, so a report lands against the right asset. |

The result

## See what's overdue and what's missing

Inspection register, checked 3 Nov 2026Example

| Asset | Inspection | Due | Last recorded | Status | Source |
|---|---|---|---|---|---|
| FP-02 · Fire pump, Building A | Monthly test | 31 Oct 2026 | 28 Sep 2026 | Overdue | Contractor report, 28 Sep 2026 · page 3 |
| EL-11 · Emergency lighting, Building B | Six-monthly test | 30 Sep 2026 | No report on file | No record | Inspection schedule · row 46 |
| BK-04 · Backflow valve, Building A | Annual test | 20 Nov 2026 | 22 Nov 2025 | Due in 17 days | Test certificate, 22 Nov 2025 · page 1 |
| LF-07 · Passenger lift, Building C | Annual inspection | 15 Jan 2027 | 14 Jan 2026 | Not yet due | Inspection certificate, 14 Jan 2026 · page 1 |

_FP-02 has earlier reports and is late. EL-11 has never had a report filed, so it's marked as no record._

The approval

## Approve the reminder or work order

Certant drafts a reminder to the contractor, or a work-order request for your maintenance team, with the asset record and the last report attached. A coordinator approves it before it's sent.

Raising the work order inside your maintenance system depends on a connection configured for your deployment.

Proposed reminderExample

**To**

Fire services contractor

**Draft**

"The monthly test for fire pump FP-02 in Building A was due on 31 October 2026. The last report we hold is dated 28 September. Please confirm when the October test was done and send the report."

**Attached**

schedule row, report of 28 September

Waiting for approval · Maintenance coordinator

Scope

## What setup involves

We start with one asset class, such as fire services or lifts. You supply the schedule and the reports received so far, and we agree how a report is matched to its asset.

| Area | What to expect |
|---|---|
| Basis | The check uses the schedule you approve and the reports you supply. |
| Condition | Certant reads what the reports record. It doesn't predict failures or estimate how long an asset has left. |
| Work orders | Requests wait for a person. Nothing is dispatched to a maintenance system automatically. |

Related

## Related use cases

### Warranty recovery review

Recorded failures that may fall inside a documented warranty.

[See the use case](https://certant.ai/use-cases/warranty-recovery-review)

### Incident action deadlines

Incident follow-ups that are overdue or have no owner.

[See the use case](https://certant.ai/use-cases/incident-action-deadlines)

### Supplier document expiry

Certificates and licences that have expired or were never supplied.

[See the use case](https://certant.ai/use-cases/supplier-document-expiry)

[See all use cases](https://certant.ai/use-cases)

## Bring a schedule and its reports

Send us the inspection schedule for one asset class and the reports you've received. We'll show you what's overdue and what was never recorded.

[See it on your documents](https://certant.ai/contact-sales?topic=use-case) [See how Strata works](https://certant.ai/strata)

Strata is a paid add-on for the Business plan and above. Certant Cloud, your cloud, or fully air-gapped.