Published 24 Jun 2026
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3 min read
What are Maintenance Checklists?
Maintenance checklists, log, and templates are tools used by technicians to document equipment maintenance inspections. Equipment maintenance involves the continuous process of checking, repairing, and servicing operating equipment to ensure businesses can function without interruption. Ultimately, maintenance checklist templates can be used to efficiently track records of actions performed and implement preventive measures for quality and safety purposes.
Why Use a Maintenance Checklist Template?
Having a maintenance checklist template is fundamental to having a well-managed operation. A good maintenance checklist helps your maintenance team do their job efficiently and protects your business from unanticipated equipment breakdowns and additional costs. Below are some of the key benefits of performing regular maintenance:
Maintains reliability: ensures operating equipment is always available and in good working condition for the long term.
Ensures safety: unexpected hazards are avoided such as machine failure and breakdowns which can cause accidents and injuries to surrounding people if left unchecked.
Improves efficiency: defects are detected before they worsen. Operational downtime is reduced which saves both time and money.
Provides good recordkeeping: consistent documentation of repairs and diagnostics can help identify broader trends and support future investigations.
What Should be Included in a Daily Maintenance Checklist?
Depending on the type of asset being inspected, the maintenance checklist should address all relevant components and be evaluated against relevant standards and requirements. It may also include details such as recent maintenance activities, repair history, manufacturing downtime records, and other key information that can support the inspector.
For example, a thorough checklist should include the following components:
Title Page – Capture general and relevant information, including who performed the maintenance activity and what equipment, machinery, or facility was serviced.
Maintenance Activity – Specify the time and date of the maintenance job. Describe the actions taken, and take photos or videos as evidence.
Remarks – Provide a list of recommendations, note any defects found, and specify necessary actions.
Completion Form – Assess the overall condition and operational readiness of the equipment, and schedule the next maintenance.
How to Use a Digital Maintenance Checklist
An effective maintenance checklist—paired with regular equipment checks, CMMS software, and clear manufacturing SOPs —can help prevent costly equipment repairs and extend their lifespan.
Below are the steps to making an effective maintenance checklist:
Schedule Calibration – Identify which critical assets require calibration and when. A digital checklist, alongside a CMMS, can help you plan, schedule, and receive reminders for upcoming maintenance management tasks.
Perform Calibration and Diagnostics – Use the checklist to carry out the required calibration and diagnostic tasks. Upload photo or video evidence directly into the checklist to support your findings. If the data shows issues, conduct emergency maintenance to keep each asset in peak condition.
Document Results – Record your diagnostic findings and store them in your digital storage for future reference and integration into your business systems. Any spending on emergency repairs or related manufacturing expenses can also be tracked and audited digitally.
The SafetyCulture platform is the life-blood of our quality and safety management systems. We are using it to report on everything—from QHSE (Quality Health Safety Environment) field audits, PPE (Personal Protective Equipment) inspections, contractor onboarding, equipment service and repair templates, asset tracking— along with all of our permits to work.
Maintenance Checklist Sample Report
Below is an example of a completed maintenance inspection performed using a digital maintenance checklist and exported as a PDF:
Maintenance Checklist Template Sample PDF Report | SafetyCulture
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