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Preventive Maintenance Checklist

Improve equipment performance and reduce operational cost by using an effective preventive maintenance checklist.

See our ready-made templates:

Building Preventive Maintenance Checklist Template

Use this building preventive maintenance checklist to check the roofing, lighting, HVAC, and plumbing of the building.

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Workplace Building Preventive Maintenance Checklist Template

Use this building preventive maintenance checklist when doing scheduled inspections of the workplace’s lighting, electrical, safety, HVAC, plumbing, and building interior/exterior.

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Computer Preventive Maintenance Checklist Template

This computer preventive maintenance checklist template provides practical instructions for performing weekly maintenance of IT assets.

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Chiller Plant Preventive Maintenance Schedule Checklist

This chiller plant maintenance checklist template is used by maintenance managers to schedule weekly or monthly inspections.

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Preventive Maintenance Checklist for Conveyor

This maintenance checklist for conveyors helps you to plan, conduct and document maintenance work.

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What is a Preventive Maintenance Checklist?


A preventive maintenance checklist is a document used to carefully monitor and record every preventive maintenance done on a building component or equipment.


Preventive maintenance is a regularly scheduled maintenance or repair to prevent equipment breakdown and keep a building component or equipment at peak performance. The usual preventive maintenance procedures are lubrication, inspection, calibration, and parts replacement.


Preventive maintenance checklists are usually used by building engineers, managers, and owners. They use it to check their equipment such as HVAC system, plumbing system, electrical system, and roof. It is also used to pass audits and certifications for building safety and energy efficiency. Preventive maintenance is aspect to consider when designing a maintenance checklist for your business.



In this article, the following points are explained:


1. How to make an effective maintenance checklist


2. Benefits of using a checklist


3. Advantages of digital preventive maintenance checklists


Our tip:

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How to Make Effective Preventive Maintenance Checklists?


To create an effective preventive maintenance checklist, a manager or engineer needs to apply best practices. When considering the best practices below, carefully evaluate whether the method will apply to an establishment’s current condition to prevent unnecessary expenses and commitments. The information is referenced from Minnesota’s Office of the Legislative Auditor.


Create an Inventory of Equipment and Assess Their Status


One of the key characteristics of an effective preventive maintenance plan is being very organized. This can be done by creating a complete inventory of all the equipment. It is then assigning each asset code or number. Doing so will ensure that all equipment is accounted for.


Then, the next step is to evaluate the condition of all the equipment and record all the observations down on the previously made inventory. If the assessment needed is too technical, it is recommended to get help from the equipment manufacturer or a specialist.


It is recommended to continuously update the conditions of all the equipment in the inventory on a regular schedule. To do so, plan and implement a regular schedule of inspections. If the inspection scope is too big, conducting an inspection methodically or delegating part of the work to authorized personnel can solve this problem.


Evaluate Preventive Maintenance Costs


perating any equipment requires a lot of resources, especially money. When improperly planned, expenses due to repairs can pile up unknowingly.


To properly create a preventive maintenance plan, it is recommended to undergo a ranking process to determine which equipment has more importance. When ranking, assess which equipment will compromise safety or will cause significant loss to operation. Also, consider if any legal requirements will be affected, such as building codes and government standards.


Another recommendation is to conduct a comparative study of the total costs over its expected lifespan. This study is called life-cycle costs and is very useful when assessing if it is more economical to repair a piece of equipment or if it is better to do a total replacement. It is also useful when seeking alternative brands or solutions to problematic or overly expensive equipment.


Plan Strategically and Plan a Framework


Planning strategically means creating long-term plans and short-term plans.


A long-term preventive maintenance plan usually affects the general direction of the maintenance budget and usually spans three to ten years in duration. Creating a long-term plan involves listing all the current issues and future issues. Then, creating a list of actions that will take place over the next few years to address every concern.


A short-term preventive maintenance plan usually spans a year and is made to align with the long-term goals. This involves creating an annual budget and work plan for all the repair, maintenance, and replacement needs for a whole year.


Planning a framework means creating an organized structure of preventive maintenance plans. Below are four key steps to achieve this:

  • Prepare preventive maintenance checklists for all the scheduled activities
  • Create a schedule for all the scheduled maintenance
  • Prepare managing programs for all the planned activities
  • Properly coordinate all maintenance activities with all the departments

Consult Equipment Manufacturers


When preparing a preventive maintenance checklist, it is best to consult the equipment manufacturer since no one knows better than them.


Although manufacturers provide user manuals and other materials, it is better to set a meeting and have a thorough talk on properly conducting preventive maintenance. Usually, manufacturers also offer preventive maintenance services. It is advisable to accept their maintenance services, especially if the equipment is newly installed and still under warranty.


Use Tools to Optimize and Monitor the Preventive Maintenance Plan


To optimize and closely monitor a preventive maintenance plan, it is recommended to implement a work-order system.


A work-order system is a standard procedure that involves issuing work orders to every planned maintenance activity or an emergency problem. Work orders are recorded documents that contain essential information like the time, date, activity information, parts needed, list of personnel, cost, and work completion details.


These work orders are compiled systematically, either manually or through computer records. When work orders are collated, it can provide helpful information such as breakdown frequency, cost per type of repair, and even performance of certain equipment brands. Analysis of this information can be used to optimize any maintenance activities.



Benefits of Using an Effective Preventive Maintenance Checklist


A practical preventive maintenance checklist not only reduces equipment breakdown but also brings benefits that might not be apparent at first. Below are some of them:

  1. Optimal Operation Efficiency - Procedures included in the preventive maintenance such as inspection, lubrication, and calibration ensure that an equipment’s operating efficiency is optimal because it reduces factors that waste energy like friction and stresses.
  2. Maximizing the Service Life of an Equipment - Since preventive maintenance keeps equipment running at peak performance, it lessens the operational stresses that maintained equipment experiences.
  3. Reduced Operational Cost - Since preventive maintenance reduces breakdowns, it also reduces the cost needed for repairs and replacements.
  4. Easily Create an Annual Budget - Collating and analyzing the maintenance frequency and costs recorded in the preventive maintenance checklists can help plan the annual budget needed.

Easier Preventive Maintenance Processes with an App


Preventive maintenance can be a complicated process, especially for companies with multiple buildings and equipment. It is essential to use a tool that simplifies the process by improving collaboration and using modern techniques.


Lumiform is a mobile inspection app that allows maintenance teams to document and schedule their maintenance work. It also provides the ability to share with all team members in real-time. Companies and their maintenance teams can use Lumiform to manage their preventative maintenance as follows:


  • Generate real-time data on maintenance work. This way, quality and safety can be measured, and processes can be continuously optimized based on data.
  • Take photos during maintenance and add them to the checklist to make your report more descriptive.
  • Assign corrective actions from the app and track their status.
  • Get an overview of upcoming maintenance work at any time and plan all work in advance on-site.
  • Take advantage of automatically generated reports after each maintenance call - saving the team all the follow-up work.
  • Send the reports immediately to the responsible employees afterward.
  • Save time by making it easier to analyze all data and identify areas that need attention faster.



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