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Equipment maintenance log template

Equipment maintenance log template

Track inspections, repairs, and maintenance schedules using this customizable template. Perfect for managing multiple assets and ensuring you cover essential details.

Use this template
or download pdf
Equipment maintenance log template

Track inspections, repairs, and maintenance schedules using this customizable template. Perfect for managing multiple assets and ensuring you cover essential details.

Use this template
or download pdf

About the Equipment maintenance log template

Keeping track of equipment maintenance is no small task, especially when you’re juggling multiple assets, locations, and teams. An equipment maintenance log template helps you record inspections, repairs, and upkeep with ease, giving you and your team a reliable way to stay organized and on schedule. With a detailed log template tailored for businesses, you’ll save time and maintain compliance.

Conduct all necessary checks with an equipment maintenance log template

A template for equipment maintenance records all servicing and repairs done to tools or equipment used at work. The maintenance log’s major objectives are to preserve documentation and ensure accountability for those in positions of authority.

Equipment maintenance log template is a common tool used by managers, engineers, safety officials, and supervisors in the workplace because they are an affordable and efficient way to maintain equipment data.

The maintenance management system, together with its planning and actions, must be well defined and documented as it is a crucial part of asset management. As part of the routine maintenance process, an equipment maintenance log form might be used.

Common items on a checklist include:

  • Maintenance date and time
  • Description of maintenance procedures actions
  • Include equipment photographs, signatures, and validations
  • Upcoming maintenance deadline

How to use the equipment maintenance log template

Here’s how you can make the most of the template:

  1. Set up the template in your digital tool. Start by uploading the template to your digital platform, like Lumiform, and customizing it to match your equipment details. This way, everything is ready for use and easy to access by your team.
  2. Assign tasks and track progress. Use the app to assign responsibilities for the checklist, including maintenance tasks. Add deadlines, and track their completion through the app. This keeps the workflow transparent and ensures no step is overlooked.
  3. Document inspections and repairs in real time. During maintenance, encourage your team to log details directly into the template using mobile devices. This ensures no information is missed, and you can add photos, notes, and signatures instantly for a clear record of each task.
  4. Analyze maintenance data regularly. Review the logs periodically to spot trends, like recurring issues or upcoming service needs. With all data neatly organized, you can make informed decisions to improve efficiency and reduce costs.
  5. Update and share templates with your team. Maintenance processes evolve, and so should your log. Keep the template flexible—edit it as needed and share updates with your team so everyone stays aligned.

Download Lumiform’s equipment maintenance log template today

No more scattered reports—our equipment maintenance log template keeps key details at your fingertips. From tracking routine checks to logging repairs, this template is your go-to tool for staying on top of equipment care. With features designed to streamline your process, it’s easier than ever to stay organized.

Related categories

  • Health and safety management templates
  • General templates
  • Workplace safety templates
Preview of the template
Maintenance information
Date & Time of Maintenance
Name of Inspector
Contact Number
Department
Equipment Number
Asset Number (for CMMS or something similar)
Brand and Model
Date Installed or Date in Service
Location
Maintenance Description/ Actions Taken
Take or Attach Photos of Equipment
Maintenance performed by:
Validated by:
Remarks
Next Maintenance Due on:
This template was downloaded 45 times

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

Equipment inspection: A comprehensive guide for businessesEquipment maintenance: A detailed guide to longevity and optimal performancePredictive maintenance: Enhancing equipment reliabilityMaintenance management: How to level up your processes
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Template collections

See comprehensive collections of best practice templates related to this topic.

10 free equipment preventive maintenance checklists6 free heavy equipment inspection checklists in Lumiform9 free equipment inspection checklists for efficient maintenance18 free crane inspection checklists
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Use cases

Check out how the Lumiform software can be utilized for related use cases.

Equipment maintenance software Safety management softwareMaintenance softwareTotal productive maintenance software
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Other resources

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4 types of predictive maintenance for your business6 main types of maintenanceHow to perform safety inspectionsMaintenance: best practices and benefits

Frequently asked questions

What common mistakes should I avoid when filling out an equipment maintenance log?

One of the biggest mistakes is being too vague—always include specific details like exact dates, descriptions of issues, and actions taken. Another mistake is skipping regular updates–maintain logs consistently, not just during major repairs. Forgetting to include photos or signatures is another issue.

Can an equipment maintenance log help me plan for future expenses?

Yes, a well-maintained log provides insights into recurring repair costs, equipment longevity, and parts replacement timelines. For example, if a certain machine frequently requires costly repairs, you might consider replacing it earlier to save on expenses.

How do I handle equipment that’s rarely used but still needs maintenance?

For rarely used equipment, it’s recommended to schedule periodic inspections, even if the equipment seems fine. Add reminders for tasks like lubricating parts or checking for rust. During inspections, update the log to note any environmental factors—like humidity or dust—that might affect performance.


This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.
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