Maintenance Checklist Template

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

Published 15 Sep 2022

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 quality and safety purposes.

This article briefly discusses the following:

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 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?

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 by SafetyCulture, 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 plan pricing for premium features.

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 - SafetyCulture Staff Writer

SafetyCulture Content Specialist

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.

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.