Maintenance Checklists

Perform paperless maintenance inspections with your mobile device, take photos and generate comprehensive reports while on-site

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Published December 17th, 2020

What are Maintenance Checklists?

Maintenance checklists and logbooks 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 operate without interruption. Maintenance checklists can be used to better track records of actions performed for safety and quality purposes.

Importance of Equipment Maintenance

These are some of the key benefits of performing regular equipment maintenance inspections:

  1. Maintain reliability: ensure operating equipment is always available and in good working condition
  2. Ensure safety: regular checks can avoid unexpected hazards to surrounding people and technicians making repairs
  3. Improve efficiency: early detection of defects and immediate repair of damages can save both time and money in the long-term
  4. Good recordkeeping: consistent documentation of repairs and diagnostics can help identify broader trends and support future investigations

3 Steps to Develop an Effective Maintenance Checklist

Having a maintenance checklist is fundamental to having a well managed operation. A good maintenance checklist helps your maintenance team do their job efficiently, which protects your business from unanticipated breakdowns, costly repairs, and equipment replacement. Regular maintenance checks partnered with an effective maintenance checklist can help avoid further equipment failure and prolong their lifespan. Below are the 3 steps to building an effective maintenance checklist.

  1. Create a plan.
    Establish the specifics of your maintenance program such as, determining who will be involved in the maintenance project and what the goal is (e.g., decreasing equipment downtime or reducing maintenance costs)
  2. Determine items or areas to cover.
    Once you’ve determined the specifics of your maintenance program, proceed with identifying the items or areas that will help achieve the goal of your maintenance program. Start assessing your environment, you can use the SWOT analysis as a framework. Having a full understanding of your environment will help you to create a checklist tailored to your work.
  3. Draft your checklist.
    Having been fully equipped with the information above, you can start building your checklist. Here are some ideas of what you can put in your checklist:
    Maintenance checklists typically answer the following questions:

    • What is the visual and physical condition of the equipment, machine, or facilities?
    • Are there physical defects found?
    • What actions are needed to be performed?
    • What is the overall maintenance inspection assessment?
    • Who performed the inspection?

Using Mobile Applications for your Maintenance Inspections

Paper-based maintenance checklists and logs can be a hassle to use and maintain for data gathering and record-keeping purposes. Producing defect reports can be challenging without the ability to easily include photo evidence. Losing paper documents can create unresolved issues that may not be addressed in a timely manner.

iAuditor, the world’s most powerful inspection app, can replace all of your paper-based maintenance checklists and logs. Completed maintenance reports can be more powerful and detailed with the ability to easily include photos with annotations to pinpoint key findings. Save all data captured using the iAuditor mobile app securely online in the cloud. Conveniently review organized information by logging in to your online dashboard.

We have collected 7 Maintenance Checklist Templates you can browse and download for free. All templates are 100% customizable and can be used for free on the iAuditor mobile app. iAuditor is free to use for small teams with subscription pricing for premium features.


Jona Tarlengco

SafetyCulture staff writer

Jona has been part of SafetyCulture for more than 2 years contributing her experience in writing quality and well-researched content. She usually writes a topic about risks, safety, and quality.