Free preventive maintenance checklist

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Free preventive maintenance checklist template (PDF). Covers filters, fluids, lubrication, belts, hoses, electrical and safety sign-off. Download free.

Jarrod Milford

Commercial Director

Updated 3 May 2026

How to use: download the PDF, print or complete digitally on any device.

• ✓PDF format, ready to print or fill on screen
• ✓Use as-is or customise to suit your operation
• ✓Go digital in MapTrack for photos, alerts and audit trails

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Benefits of using this preventive maintenance checklist

• Fewer breakdowns and unplanned downtime: - catching wear and deterioration before failure keeps equipment running and avoids costly emergency repairs.
• Longer asset life: regular servicing reduces cumulative wear and extends the usable life of plant and equipment.
• Lower total cost of ownership: a small, planned service cost is far less than an unplanned breakdown, tow or component replacement under pressure.
• Compliance and duty of care: documented maintenance demonstrates that equipment is maintained to manufacturer standards and applicable WHS obligations.
• Safer workplaces: serviced equipment with functioning safety systems reduces the risk of incidents and injuries on site.
• Accountability and consistency: a standardised checklist ensures nothing is skipped regardless of who completes the service.
• Audit-ready recordkeeping: a complete service history for each asset supports insurance, warranty, audit and resale requirements.

How to use this preventive maintenance checklist

1. Complete all asset and service details at the top - asset ID, service type, meter/hours, technician and date.: Record the asset ID, make, model, serial number, the service type and interval being performed, the current meter or hour reading, the technician name and the date. This header information links the service record to the correct asset and enables accurate interval tracking.
2. Work through each item systematically. Mark ✓ (Done/OK), A (Action required) or N/A for each task.: Follow the checklist sections in order: visual inspection, filters and fluids, lubrication, belts and hoses, electrical and controls, safety systems, structure and fasteners. Marking each item ensures nothing is skipped and provides a clear record of what was checked.
3. Add notes in the Notes/Parts Used column for any item that needs explanation, parts used or follow-up action.: Record the specific parts used (filter part numbers, oil type and quantity, grease type), any measurements taken (pad thickness, belt tension, fluid levels) and any observations that warrant follow-up. Detailed notes make the service record useful for trend analysis and future servicing.
4. Record all items marked A in the Actions Required table - include the item number, description, parts used and who resolved it.: Transfer every item marked "A" to the Actions Required table with a clear description of the issue, the corrective action taken or recommended, parts used and the responsible person. This creates a single summary of all outstanding work arising from the service.
5. Mark the overall Service Result: Complete, Action Required or Hold (do not return to service).: Select "Complete" if all items passed and no follow-up is needed. Select "Action Required" if non-critical items need follow-up but the asset can return to service. Select "Hold" if any safety-critical defect was found, and do not return the asset to service until the defect is resolved.
6. Sign and date the form. Have the supervisor or maintenance manager review and countersign before the asset returns to service.: The technician signs to confirm the service was completed as documented. The supervisor or maintenance manager reviews the findings, approves any outstanding actions and countersigns. Both signatures with dates create an auditable record of accountability.
7. Save a copy: use Print → Save as PDF in your browser, then file it against the asset record.: Save the completed form as a PDF and file it against the asset record in your maintenance management system or document management system. Retaining service records supports warranty claims, insurance requirements, compliance audits and resale documentation.

In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.

Frequently asked questions

What is the difference between a preventive maintenance checklist and a pre-start checklist?

A pre-start checklist is completed by the operator before each use or shift to confirm the equipment is safe and fit for operation that day. A preventive maintenance (PM) checklist is completed by a technician at scheduled service intervals, such as every 250 hours, monthly or annually to service, replace and inspect components as part of a planned maintenance programme. Both are important: pre-starts catch daily safety issues; PM checklists keep equipment reliable and extend its life.

How often should preventive maintenance be performed?

PM frequency depends on the equipment type, manufacturer service schedule and operating conditions. Typical intervals include daily pre-start checks by the operator, 250-hour or monthly minor services, 500-hour or quarterly intermediate services, and 1,000-hour or annual major services. Always use the manufacturer service manual as your primary reference and adjust intervals for heavy use, harsh conditions or high-criticality assets.

What are the WHS requirements for preventive maintenance records?

Under the Australian WHS Act and Regulations, a PCBU must ensure that plant is maintained, inspected and tested so it remains safe for use. While the legislation does not prescribe exact PM frequencies, it requires documented evidence that maintenance has been carried out. Completed PM checklists serve as this evidence during WHS audits, insurance assessments and incident investigations. Failure to maintain records can result in enforcement action.

Can I use this checklist for any type of equipment?

This preventive maintenance checklist is designed as a general-purpose template that covers the most common inspection and service items across plant and equipment. It works well for construction equipment, fleet vehicles, generators, compressors and general industrial machinery. For highly specialised equipment such as cranes, pressure vessels or HVAC systems, use a task-specific checklist that includes the regulatory and measurement requirements for that equipment type.

Is this preventive maintenance checklist free to use?

Yes. Download and use this preventive maintenance checklist for free. Open the file in your browser and use Print then Save as PDF. No MapTrack account is required. If you want to schedule preventive maintenance automatically, receive alerts when services are due, track parts usage and build a complete service history for every asset, MapTrack can do that. Book a demo to see how.