Published 26 Sept 2025
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5 min read
What is an Equipment Maintenance Log?
An equipment maintenance log is a document designed to record the maintenance activities and inspections performed on an asset. The log contains information about the condition, operating hours, repairs, actions, and inspections of the equipment. Equipment maintenance logs help ensure equipment longevity by maintaining an inspection schedule and alerting technicians of defective equipment.
4 Types of Maintenance Logs
Equipment manufacturers have a predetermined maintenance procedure that operators are recommended to follow. Companies can also adopt other kinds of maintenance services as an extra measure to preserve equipment and cut costs. Industries that have factory facilities benefit from regular maintenance since it helps production run smoothly. For most industries, maintenance falls under four main types:
1. Corrective Maintenance Log
This type of maintenance isn’t scheduled and is conducted out of necessity. For example, a technician is operating a piece of equipment and sees one that malfunctioned or isn’t working properly. The technician can then flag it for repair immediately so that production isn’t affected.
2. Preventive Maintenance Log
Preventive maintenance or preventative maintenance is a scheduled inspection that’s widely used by organizations to stop potential equipment problems. Equipment maintenance log templates are often made in this type. Preventive maintenance differs from corrective in that it’s conducted following a specified schedule, regardless of whether or not equipment is known to be malfunctioning.
3. Condition-based Maintenance Log
This is similar to preventive maintenance but includes a more advanced course of action. Condition-based maintenance doesn’t rely on a set schedule but on the observations of the operators. They check on the difference in the performance of the equipment such as average production speed or quality.
4. Predictive Maintenance Log
This type uses additional tools such as sensor devices which can be utilized for an equipment’s ongoing condition monitoring. These devices usually include software to collate equipment data. This data contains changes from the equipment and also records of performance. The drawback to this is that the sensor also needs to be maintained.
Benefits of Utilizing Equipment Maintenance Logs
Maintaining your equipment is important to ensure it lives through its usual life cycle or longer. It keeps processes running smoothly and prevents accidents from happening. Broken machines create a domino effect of consequences that affects the company in the long run. Investing in equipment maintenance is only costly at the start but this can prevent repair costs from piling up through routine inspections and doing consistent equipment maintenance recordkeeping. Maintenance also saves the environment since well-functioning equipment uses less energy.
Organizations also have the option to personalize and even have it digitally available in different formats like spreadsheets, or via a centralized platform. Finding one that caters to your business needs will help keep your equipment in good working condition, enhance your equipment maintenance process, maximize equipment life, and prevent operational downtime.
What to Include in an Equipment Maintenance Log Template
Maintenance log templates are normally used in the manufacturing industry but is recommended for organizations with any equipment. This is written manually using an equipment maintenance logbook that could be bought from retailers.
As a key component of asset management, it’s critical that the maintenance management system, along with its planning and actions, are well defined and documented. An equipment maintenance checklist can be used as part of the daily maintenance procedure. Common items a maintenance log template should have are the following:
Date and time of maintenance
Maintenance description
Actions taken
Attach photos of the equipment
Validation and signatures
Next maintenance due date
Best Practices for Maintaining Equipment Logs
These are step-by-step guides on how to proceed properly with equipment maintenance recordkeeping. The following presents two methods: the common, paper-based method and the more efficient digital method using a mobile app.
Common method of accomplishing equipment maintenance logs:
Collect all equipment maintenance schedules.
Organize by frequency of inspection.
Print out the equipment maintenance form.
Assign people to do the inspection.
Technicians pass the logbook to the next shift.
Retrieve equipment maintenance form.
Log equipment parameters (e.g., temperature, pressure, vibration) using calibrated tools.
Record the inspections done. If available, document deviations from baseline performance.
Check the pieces of equipment that need attention based on the reports.
Raise or report hazards for corrective and preventive action.
Store the equipment maintenance logs in a safe place.
Repeat.
Recommended method of accomplishing equipment maintenance logs:
Download an inspections or maintenance platform such as SafetyCulture.
Create or download a pre-made template.
Automatically assign someone or a group for a specific template.
Schedule an inspection and add optional alerts and notifications.
Customize how often the equipment maintenance log should be done, especially if there are industry-specific considerations.
Conduct the inspection using the SafetyCulture platform; inspection reports are automatically generated after an inspection.
Instantly share inspection reports via the mobile app, as a PDF file, or a weblink.
The second method presented above is more efficient and accurate for organizations because it makes it easier to generate reports and share them with the appropriate people. Safety should never be compromised. Bringing immediate attention to equipment that needs to be repaired can make a huge difference in ensuring that industry standards are met.
Equipment Maintenance Log Example
To help you visualize a completed equipment maintenance log, here’s a generated sample report of an equipment maintenance log performed digitally.
Equipment Maintenance Log Sample Report | SafetyCulture
How Leading Manufacturers Use SafetyCulture for Equipment Maintenance
Thermosash Group reduced defects to nearly 0% and achieved a 100% training completion rate by digitizing maintenance and safety processes with SafetyCulture. ‘The visibility over our data is brilliant. I can easily pull the data, show it to directors, and tie problems to real costs, risks, and time. That’s how we make incremental improvements every day.
