An emergency lighting logbook is the written record proving that the emergency lighting has been tested regularly and that defects have been fixed, as required by EN 50172. Each entry contains at least the date, type of test, result, defects found, remedial action and the name of the tester. A digital logbook is generally acceptable if it is complete, traceable, protected against undetected changes and available for inspection at any time.
What is an emergency lighting logbook?
A logbook is the continuous record of all tests, servicing, faults and alterations of an emergency lighting system. EN 50172 requires one to be kept; national documents such as DIN VDE V 0108-100-1 in Germany or BS 5266-1 in the UK set out further detail. It is the only reliable evidence that the system was ready for use at the moment that mattered – for authorities, inspection experts, insurers and, after an incident, the courts.
A working system without a logbook is typically recorded as a deficiency during inspections. Conversely, a complete logbook shows that the operator has met its duties. More in operator duties and liability.
What must the logbook contain?
A logbook has two parts: the system's master data and the ongoing entries.
System master data
- Building, operator and responsible person, including a deputy.
- System type: self-contained, group battery or central battery.
- Date of commissioning and installer.
- Luminaire schedule with a unique number, location, type and rated duration for each luminaire.
- Luminaire or escape route plan.
- Date of the last battery replacement per luminaire or battery system.
- For automatic test systems: type of system and scheduled test times.
Ongoing entries
- Date of the test.
- Type of test: daily visual check, monthly function test, annual duration test, periodic electrical inspection or expert inspection.
- Result, including any luminaires that failed.
- Defects found, with luminaire number and description.
- Remedial action: what was fixed, when and by whom.
- Tester, with name and signature or a unique digital identifier.
- Other events: faults, mains failures with emergency operation, alterations to the system, refurbishments.
Which tests are recorded at which intervals is covered in emergency lighting testing intervals.
Sample entry: what a logbook page can look like
| Date | Test type | Luminaires tested | Result | Defect | Remedial action | Tested by |
|---|---|---|---|---|---|---|
| 2026-02-03 | Function test | 1–80 | 79 OK | Luminaire 34: status LED red, no emergency mode | 2026-02-10 battery replaced, retest OK | M. Example, qualified electrician |
| 2026-03-03 | Function test | 1–80 | 80 OK | – | – | M. Example, qualified electrician |
| 2026-03-06 | Duration test 3 h, group A | 1–40 | 40 OK | – | – | M. Example, qualified electrician |
| 2026-03-13 | Duration test 3 h, group B | 41–80 | 39 OK | Luminaire 57: emergency mode ended after 2 h 10 min | 2026-03-20 battery replaced, duration test repeated, OK | M. Example, qualified electrician |
What matters is that every defect is followed through until it is fixed. An entry reading "luminaire 34 faulty" without a follow-up entry is an open item that will be spotted at the next inspection.
Practical tip: Number luminaires identically in the building and in the logbook, for example with a label on the housing. Only then can defects be assigned unambiguously and battery replacement dates tracked per luminaire.
How long must the logbook be kept?
There is no single retention period that applies to every building in every country; what counts are the rules for your building, the building permit, national law and, where relevant, your insurer's conditions. The following practice has proven itself:
- The logbook is kept for the entire life of the system and stays on site.
- Completed pages or years are kept at least long enough to cover the most recent expert inspection and the preceding testing period without gaps.
- When the operator, owner or tenant changes, the logbook is handed over to the new operator.
When in doubt, keep records longer. After an incident, evidence going back several years may be needed.
Is a digital logbook allowed?
In principle, yes. The standards do not prescribe paper; what matters is that the records serve their purpose as evidence. A digital logbook should meet these requirements:
| Requirement | What it means in practice |
|---|---|
| Complete | All mandatory details as in a paper logbook, for every luminaire and every test |
| Traceable | Time stamps and unambiguous attribution to the tester |
| Tamper-evident | Entries cannot be changed or deleted unnoticed; corrections are logged |
| Available | Can be presented at any inspection, even without special software, e.g. as a PDF export |
| Backed up | Regular backups, access independent of individual employees |
Whether a particular solution is accepted in a given case is decided by the inspecting body. For high-risk buildings, agree the form of documentation with the inspection expert or authority in advance if in doubt.
What are the advantages of a digital or app-based logbook?
- No lost folders: records are stored centrally and available regardless of who is currently responsible.
- Fewer transcription errors: with self-testing luminaires to EN 62034, test results are imported automatically rather than copied by hand.
- Open defects stay visible: unresolved faults remain flagged until closed.
- Fast evidence: an export for authorities, experts or insurers takes minutes.
NOTLUX records maintenance and tests in an app, creating a complete history for every luminaire. How automatic test systems generate entries is explained in self-testing emergency lights. Who may carry out and record which test is covered in who may test emergency lighting.
Checklist: is your logbook ready for inspection?
- Master data and luminaire schedule are up to date.
- Every function and duration test of the last twelve months is recorded.
- Every defect has a follow-up entry with the date it was fixed.
- Testers are identifiable by name.
- Reports from electrical and expert inspections are attached.
- The logbook is available on site or digitally at any time.
In practice, the logbook is usually the first thing requested during authority inspections.
Frequently asked questions
Is an emergency lighting logbook mandatory?
Yes. EN 50172 requires tests, servicing and faults to be recorded, and national standards build on this. Without a logbook, the operator cannot prove that the system was ready for use or that its duties were met.
Can I keep the logbook digitally?
In principle, yes, provided the digital logbook is complete, traceable, protected against undetected changes and available at any time. A PDF export for inspections is advisable. For high-risk buildings, agree the format with the inspecting body beforehand.
Is the report from a self-testing luminaire enough as a logbook?
Automatic test reports to EN 62034 are an important part of the record but do not fully replace the logbook. Visual checks, repairs, servicing and alterations to the system must be added.
Where must the logbook be kept?
The logbook belongs to the installation and should be available on site or digitally at any time, so that it can be presented during inspections. It is handed over when the operator changes.
What happens if the logbook has gaps?
Missing entries are recorded as deficiencies during inspections and may lead to follow-up checks. After an incident, there is no evidence that the system was tested and working. Gaps cannot be filled retrospectively – only avoided going forward.
Emergency lighting without worries.
Luminaires, installation and maintenance from a single source – every inspection documented digitally in our app. We start with a free on-site survey and standard-compliant design.