Maintenance Checklist Template

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


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 function without interruption. Ultimately, maintenance checklists can be used to efficiently track records of actions performed and implement preventive measures for quality and safety purposes.

Why is it important?

Having a maintenance checklist 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 breakdowns and costs. Below are some of the key benefits of performing regular maintenance:

  1. Maintains reliability: ensures operating equipment is always available and in good working condition for the long term.
  2. Ensures safety: unexpected hazards are avoided such as machine failure and breakdowns which can cause accidents and injuries to surrounding people if left unchecked.
  3. Improves efficiency: defects are detected before they worsen. Operational downtime is reduced which saves both time and money.
  4. Provides good recordkeeping: consistent documentation of repairs and diagnostics can help identify broader trends and support future investigations.

How to Create a Maintenance Checklist in 3 Steps

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.

Step 1: Create a plan.

Establish the specifics of your maintenance management 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)

Step 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.

Step 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 need to be performed?
  • What is the overall maintenance inspection assessment?
  • Who performed the inspection?

FAQs About Maintenance

A maintenance inspection is a process that evaluates the condition of an equipment, machine, or even structures of a building or facility. Maintenance inspections help identify issues before they worsen and result in costly repairs and operational downtime. 

Depending on what is being inspected for maintenance, the checklist should cover its aspects and should be evaluated against relevant standards and requirements. It can also include last maintenance work done, repair history, and other information that will be crucial for the inspector.

Jona Tarlengco
Article by
Jona Tarlengco
Jona Tarlengco is a content writer and researcher for SafetyCulture since 2018. She usually writes about safety and quality topics, contributing to the creation of well-researched articles. Her 5-year experience in one of the world’s leading business news organisations helps enrich the quality of the information in her work.

Explore more templates

Vehicle Maintenance Checklist
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HVAC Maintenance Template
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IT Maintenance Checklist
This IT maintenance checklist is used by IT professionals and managers to ensure the continuous and optimal working condition of computers. Use this digitized computer maintenance checklists to inspect if the computer’s hardware needs cleaning, repair, or replacement, and check if the software and security features are updated and running.
Machine Maintenance Checklist
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Equipment Maintenance Audit Checklist
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Audit Checklist for the Forestry Industry
The forestry industry can use this audit checklist to ensure safety, inspect processes, and proactively identify gaps in their operational tasks. Forestry crews and people in charge can directly create corrective actions and add recommendations, notes, or annotations directly through this template for increased visibility and swift responses. Further, this audit checklist is also downloadable and easily customizable.

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