A well-designed preventive maintenance checklist is the foundation of any effective PM program. It ensures technicians know exactly what to inspect, when to inspect it, and what to look for. This guide covers the essential components of a PM checklist and provides a free downloadable template you can customize for your operations.
Free Preventive Maintenance Checklist Template
Excel spreadsheet with 6 equipment categories, 50+ inspection tasks, frequency schedules, and condition tracking columns.
DOWNLOAD FREE TEMPLATEWhat Makes an Effective PM Checklist
The best preventive maintenance checklists share these characteristics:
- Specific and actionable - Each task clearly states what to inspect, measure, or perform.
- Frequency-driven - Tasks are organized by how often they should be performed (daily, weekly, monthly, quarterly, annually).
- Condition-based - Include pass/fail criteria and acceptable ranges for measurements.
- Equipment-specific - Tailored to each asset type based on manufacturer recommendations and operational experience.
- Integrated with work orders - Failed items automatically generate follow-up work orders.
Checklist Categories
The downloadable template covers these six equipment categories. Customize the tasks to match your specific assets and regulatory requirements.
1. HVAC Systems
| Task | Frequency |
|---|---|
| Check and replace air filters | Monthly |
| Inspect belts and pulleys for wear | Quarterly |
| Clean condenser and evaporator coils | Quarterly |
| Test thermostat calibration | Quarterly |
| Inspect ductwork for leaks and damage | Semi-Annually |
| Check refrigerant levels and inspect for leaks | Semi-Annually |
| Lubricate motor bearings | Annually |
| Full system performance test | Annually |
2. Electrical Systems
| Task | Frequency |
|---|---|
| Inspect panels for signs of overheating or arcing | Monthly |
| Test emergency lighting and exit signs | Monthly |
| Check GFCIs and breakers | Quarterly |
| Inspect wiring for damage, wear, or loose connections | Quarterly |
| Thermal imaging scan of electrical panels | Annually |
| Test emergency generator under load | Monthly |
| Inspect grounding systems | Annually |
3. Plumbing and Water Systems
| Task | Frequency |
|---|---|
| Check for visible leaks at fixtures and valves | Weekly |
| Test water pressure at key points | Monthly |
| Inspect water heater temperature and pressure relief | Quarterly |
| Clean drain traps and strainers | Quarterly |
| Inspect backflow prevention devices | Annually |
| Flush water heaters and descale | Annually |
4. Safety and Fire Protection
| Task | Frequency |
|---|---|
| Inspect fire extinguishers (pressure, access, signage) | Monthly |
| Test fire alarm pull stations | Monthly |
| Inspect sprinkler heads and piping | Quarterly |
| Test smoke and CO detectors | Quarterly |
| Inspect emergency eyewash and shower stations | Weekly |
| Full fire suppression system inspection | Annually |
| Inspect safety guards and machine interlocks | Monthly |
5. Fleet and Mobile Equipment
| Task | Frequency |
|---|---|
| Check tire pressure and condition | Weekly |
| Inspect fluid levels (oil, coolant, hydraulic, brake) | Weekly |
| Test lights, signals, and horn | Weekly |
| Inspect brakes and brake lines | Monthly |
| Change oil and replace filters | Per manufacturer schedule |
| Inspect belts, hoses, and battery | Quarterly |
| Comprehensive vehicle safety inspection | Annually |
6. Production and Process Equipment
| Task | Frequency |
|---|---|
| Inspect for unusual vibration, noise, or heat | Daily |
| Check operating parameters against specifications | Daily |
| Lubricate bearings, chains, and guides | Weekly/Monthly |
| Inspect and clean sensors and instruments | Monthly |
| Check alignment of shafts and couplings | Quarterly |
| Replace wear parts (belts, seals, gaskets) | Per manufacturer schedule |
| Full calibration and performance verification | Annually |
From Paper Checklists to Digital
While the downloadable template is a great starting point, paper and spreadsheet checklists have real limitations: they get lost, data is not searchable, failed items do not automatically trigger work orders, and there is no real-time visibility into completion status.
Ecesis Maintenance Software Solutions
Preventive Maintenance
Work orders, PM scheduling, and asset management
Inspection Software
Mobile inspections, checklists, and compliance tracking
Task Management
Corrective actions, assignments, and automated reminders
Document Management
Equipment manuals, SOPs, and safety procedures
Training Management
Track maintenance team certifications and competency
Mobile App
Access work orders and equipment data from anywhere
