Preventive Maintenance Checklist Template

Comprehensive routine maintenance procedures to prevent equipment failures and improve longevity across machinery, vehicles, and facilities

About This Preventive Maintenance Template

This standardized preventive maintenance checklist template is designed for general manufacturing environments to ensure systematic maintenance across all types of equipment, machinery, vehicles, and facilities. Following these procedures helps prevent unexpected failures, reduces downtime, and extends asset lifespan.

Cost Reduction

Preventive maintenance costs 25-30% less than reactive repairs

Reduced Downtime

Decreases unplanned downtime by up to 70%

Extended Lifespan

Well-maintained equipment lasts 40-60% longer

Energy Efficiency

Improves energy efficiency by 5-15%

SAFETY PRIORITY

Always follow lockout/tagout procedures and wear appropriate personal protective equipment. Ensure all safety protocols are observed throughout maintenance activities.

Pre-Maintenance Safety & Preparation

  • Implement and verify lockout/tagout procedures for all energy sources (electrical, hydraulic, pneumatic, mechanical).
  • Obtain and wear all required personal protective equipment including safety glasses, gloves, and appropriate footwear.
  • Gather all necessary tools, replacement parts, lubricants, and materials required for maintenance tasks.
  • Obtain proper work permits and complete safety briefing with maintenance team members.
  • Verify equipment identification tags and review maintenance history for previous issues or concerns.
  • Ensure adequate lighting and ventilation in work area for safe maintenance operations.
  • Place appropriate warning signs and barriers around maintenance area to prevent unauthorized access.
  • Test all energy isolation points to confirm zero energy state before beginning work.
  • Review manufacturer specifications and maintenance procedures for specific equipment being serviced.
  • Document pre-maintenance equipment condition including operating hours, temperatures, and any visible defects.

Mechanical Systems Inspection & Maintenance

  • Inspect all drive belts for proper tension, alignment, and signs of wear including cracking or fraying.
  • Check belt and pulley alignment using straightedge or laser alignment tools for optimal power transmission.
  • Examine all couplings for wear, damage, and proper alignment between connected shafts.
  • Lubricate all grease points according to manufacturer specifications using appropriate grade lubricants.
  • Inspect bearing condition by checking for excessive temperature, unusual noise, or vibration during operation.
  • Check and replace seals and gaskets that show signs of leakage or deterioration.
  • Measure and record vibration levels at key monitoring points using calibrated instruments.
  • Inspect gear reducers and gearboxes for proper oil levels and signs of contamination.
  • Check all mechanical fasteners for proper tightness according to torque specifications.
  • Document all mechanical adjustments, replacements, and measurements for maintenance records.

Electrical Systems Check & Testing

  • Inspect all electrical connections for tightness, corrosion, and signs of overheating or arcing.
  • Test motor insulation resistance using megohmmeter and record readings for trending analysis.
  • Clean control panels and inspect components for dust accumulation, loose connections, and proper labeling.
  • Verify grounding connections and test for continuity using appropriate testing equipment.
  • Test emergency stops and safety interlocks for proper operation and immediate response.
  • Calibrate and test protective devices including circuit breakers, fuses, and overload relays.
  • Inspect cable trays and conduits for damage, proper support, and secure mounting.
  • Check electrical enclosures for proper sealing and environmental protection rating compliance.
  • Test backup power systems and emergency lighting for proper operation and battery condition.
  • Update electrical drawings and documentation to reflect any changes or modifications made.

Fluid Systems Maintenance & Analysis

  • Check hydraulic fluid levels and top off with manufacturer-specified fluid to proper operating level.
  • Take fluid samples for laboratory analysis to check contamination levels, viscosity, and additive depletion.
  • Replace hydraulic filters according to maintenance schedule or when differential pressure indicates replacement.
  • Test system pressure and calibrate relief valves to manufacturer specifications for safe operation.
  • Inspect pneumatic system components and service air dryers to remove moisture and contaminants.
  • Check cooling system operation and verify coolant condition including pH and freeze protection levels.
  • Examine all hoses, fittings, and connections for leaks, wear, cracking, or other signs of deterioration.
  • Clean or replace air filters and intake screens to maintain proper airflow and system efficiency.
  • Test pressure regulators and flow control valves for proper operation and calibration settings.
  • Document all fluid changes, filter replacements, and system adjustments in maintenance logs.

Performance Testing & Calibration

  • Complete equipment startup procedure following manufacturer guidelines and verify all systems respond properly.
  • Measure and record key performance parameters comparing results to baseline values and specifications.
  • Test all safety systems including emergency stops, alarms, and protective interlocks for immediate response.
  • Calibrate instrumentation and control devices using certified reference standards and equipment.
  • Run equipment through complete operational cycle to verify proper function of all systems.
  • Check precision and accuracy of positioning systems, sensors, and measurement devices.
  • Verify proper operation of automatic controls, feedback systems, and alarm functions.
  • Test backup systems and redundant safety features for proper automatic switchover operation.
  • Document any performance deviations and schedule corrective actions to address identified issues.
  • Complete functional testing checklist and obtain required approvals before returning to service.

Documentation & Record Keeping

  • Complete all maintenance work orders with detailed descriptions of work performed and findings.
  • Record all parts used, materials consumed, and labor hours for accurate cost tracking and inventory management.
  • Update computerized maintenance management system (CMMS) with current maintenance data and next service dates.
  • Document any deficiencies found during maintenance and create follow-up work orders for corrective actions.
  • Schedule next preventive maintenance based on manufacturer recommendations and operating conditions.
  • File completed inspection forms and test results according to quality management system requirements.
  • Update equipment history records with maintenance performed and any modifications or improvements made.
  • Prepare handover documentation for production team including any operational notes or precautions.
  • Report any safety concerns or equipment reliability issues to management for immediate attention.
  • Archive maintenance records according to regulatory requirements and company retention policies.

Post-Maintenance Verification

  • Remove all lockout/tagout devices following proper sequence and verify energy restoration to equipment.
  • Clean work area and properly store all tools and unused materials in designated locations.
  • Conduct final safety inspection to ensure all guards, covers, and safety devices are properly installed.
  • Test equipment operation at reduced speed initially to verify proper function before full operation.
  • Monitor equipment closely during initial operation for any unusual noises, vibrations, or operating characteristics.
  • Verify all maintenance tasks were completed according to checklist and sign off on work completion.
  • Obtain production supervisor approval before releasing equipment back to normal production operations.
  • Brief operations personnel on any changes, adjustments, or special operating considerations.
  • Schedule follow-up inspection if required based on maintenance performed or equipment condition.
  • Update maintenance scheduling system with completed work and establish next service intervals.
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