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Preventive maintenance checklist: a printable form and how to build your own
In short
A preventive maintenance checklist is a short list of checks and actions a technician performs on a machine at a set interval, with a place to record what was found. Use one checklist per machine type, keep it short enough to finish at the machine, and sign and date every completed check. Print the form below to start, then keep the results so you can compare inspections over time. A CMMS can schedule the checks and keep the completed forms in each machine's history.
What the checklist is for
A checklist makes an inspection repeatable. Without one, each technician checks what he or she thinks of on the day, and two inspections of the same machine cannot be compared. With one, every inspection covers the same points, and a change between two inspections is a real signal rather than a difference in who looked.
It also protects against the opposite problem: a long, generic list that nobody reads. The right checklist is specific to the machine and short enough to complete in one visit.
What to put on it
- Identification: machine name, asset ID, location, date, inspector.
- Safety check: guards in place, emergency stop works, machine locked out before servicing.
- Visual checks: leaks, cracks, loose fasteners, wear, corrosion, cleanliness.
- Operating checks: noise, vibration, temperature, unusual movement.
- Service actions: lubricate, tighten, clean, replace filters or belts, according to the manufacturer's manual.
- Result per line: OK, adjusted, needs repair, with space for a note.
- Follow-up: whether a work order is needed.
Printable checklist
PREVENTIVE MAINTENANCE CHECKLIST
| Machine / equipment | …………………………… | Asset ID | …………………………… |
|---|---|---|---|
| Location | …………………………… | Interval | ☐ Weekly ☐ Monthly ☐ Quarterly ☐ Other |
| Inspector | …………………………… | Date | …………………………… |
| No. | Check / action | OK | Adjusted | Needs repair | Note |
|---|---|---|---|---|---|
| 1 | Machine locked out and safe to service | ☐ | ☐ | ☐ | |
| 2 | Guards and emergency stop working | ☐ | ☐ | ☐ | |
| 3 | Visual: leaks, cracks, loose parts | ☐ | ☐ | ☐ | |
| 4 | Lubrication points serviced | ☐ | ☐ | ☐ | |
| 5 | Belts, chains, bearings: wear and tension | ☐ | ☐ | ☐ | |
| 6 | Filters checked or replaced | ☐ | ☐ | ☐ | |
| 7 | Noise, vibration, temperature in normal range | ☐ | ☐ | ☐ | |
| 8 | Machine clean, area clear | ☐ | ☐ | ☐ | |
| 9 | ……………………………… | ☐ | ☐ | ☐ |
Work order needed? ☐ No ☐ Yes, No. ………………
| Inspector signature | Supervisor signature |
|---|---|
How to use it step by step
- Copy the form per machine type. Replace the generic lines with points from the manufacturer's manual and from your own repair history.
- Lock out before you touch anything. The first line is a safety line, not a formality.
- Tick every line. A blank line is ambiguous: not checked, or fine?
- Write down numbers when you have them. "Bearing temperature 62 C" can be compared next time. "Warm" cannot.
- Turn findings into work. Each "needs repair" gets a work order the same day.
- File the result against the machine. Next month's inspector should be able to see this one.
Common mistakes
- one generic checklist for every machine, so the points do not fit,
- more than 20 lines, so people tick without checking,
- checks completed in the office after the round, from memory,
- findings noted but never turned into work,
- completed forms stored where nobody can find them.
Building a checklist for a specific machine
Start from the manufacturer's manual, which lists service points and intervals. Add the failures you have already had: if bearings failed twice, add a bearing check with a specific measurement or sound to listen for. Remove lines that have never produced a finding in a year and are not safety-related. Then test the list with the technician who will use it, and shorten anything that takes longer than the time you have.
Group the points in the order a person walks around the machine, not in the order of the manual. A list that jumps from the motor to the control panel and back leads to skipped lines.
Examples of machine-specific points
| Machine | Typical points to add |
|---|---|
| Conveyor | Belt tracking and tension, roller condition, drive noise, guard fastening |
| Forklift | Forks and chains, tires, brakes, horn and lights, hydraulic leaks |
| Compressor | Oil level, filters, drain, belt, temperature, relief valve |
| Packaging machine | Seal bars, sensors, lubrication points, pneumatic lines |
| HVAC unit | Filters, belts, coils, condensate drain, thermostat operation |
These are prompts, not a complete list. Check them against the manual for your own equipment.
Acting on the findings
A checklist has value only when its findings lead somewhere. Agree a rule with the team: every line marked "needs repair" gets a work order the same day, and every line marked "adjusted" is repeated at the next inspection to confirm the adjustment held. Review the completed forms monthly. If a point is always OK and has never failed, consider whether it belongs on the list. If a point fails often, the interval for that action is probably too long.
Scheduling and storing the results
The form is the easy part. The hard part is making sure it is completed on time and the result is kept. A printed checklist depends on someone remembering the date and filing the paper. In Remanently CMMS, the QUICK START package adds planned inspections, recurring schedules, checklists, completion protocols, deadlines and reminders. The technician can identify a machine with a QR code or barcode and complete the process from a mobile device. The completed protocol stays in the machine's technical history. See preventive maintenance software for what to look for, and CMMS software for the wider choice.
To see a recurring checklist set up on your own equipment, book a demo.
Frequently asked questions
What should a preventive maintenance checklist include?
Machine ID, date and inspector, a safety check, visual and operating checks, service actions, a result for each line, and a place to flag that a work order is needed.
How long should a checklist be?
Short enough to complete in one visit at the machine. Around ten to fifteen points is practical for most equipment. Longer lists tend to be ticked without checking.
Is there an official preventive maintenance checklist?
No. It is an internal document. Base it on the manufacturer's manual, your safety rules and the machine's repair history.
How often should the checklist be completed?
As often as the manual and your experience suggest, for example weekly for critical equipment and monthly or quarterly for others. Adjust after reviewing results.
Who should sign the checklist?
The inspector who performed the checks. A supervisor sign-off is useful for critical equipment or when your procedure requires it.
Can I complete checklists on a phone?
Yes, in a CMMS that supports it. Remanently CMMS QUICK START includes checklists, completion protocols and handling the process from mobile devices.
Put your checklists on a schedule
Book a short demo and we will turn one of your paper checklists into a recurring inspection with reminders and a stored history.