Preventive maintenance checklist
Preventive maintenance checklist: templates for common equipment
Practical starting checklists for the equipment most plants and buildings run, grouped by how often each check is done.
Plain-English definition
What is a preventive maintenance checklist?
A preventive maintenance (PM) checklist is the list of inspections, readings, cleaning, lubrication and adjustments carried out on an asset at a fixed interval to catch problems before they cause a breakdown.
How to use these checklists
The lists below are starting points based on common industry practice. Always check them against the manufacturer's manual, your site's safety rules and the operating conditions of each machine. A pump in a dusty quarry and a pump in a clean bottling hall will not need the same intervals.
Every routine that involves opening guards or touching moving parts should start with isolation and lockout. Make that the first line of the checklist rather than an assumption.
Electric motors
Motors fail mostly through bearings, heat, contamination and loose connections.
| Frequency | Check |
|---|---|
| Weekly | Listen for unusual noise; check for abnormal vibration and heat by hand or IR thermometer |
| Weekly | Confirm cooling fan and air inlets are clear of dust and debris |
| Monthly | Record running current per phase and compare to nameplate |
| Monthly | Inspect cable glands, terminal box cover and earthing |
| Quarterly | Grease bearings per manufacturer quantity (do not over-grease) |
| Annually | Insulation resistance test; tighten terminations; check alignment and coupling |
Pumps
Centrifugal pumps mostly suffer seal leaks, bearing wear, cavitation and misalignment.
| Frequency | Check |
|---|---|
| Daily | Check for leaks at mechanical seal or gland packing |
| Daily | Record suction and discharge pressure |
| Weekly | Listen for cavitation noise; check bearing temperature and vibration |
| Monthly | Check coupling and guard; lubricate bearings if not sealed-for-life |
| Annually | Check alignment; inspect impeller and wear rings if performance has dropped |
Air compressors
Compressed air is often a plant's most expensive utility, and leaks and dirty filters waste it quietly.
| Frequency | Check |
|---|---|
| Daily | Drain condensate from receiver (or confirm auto-drain works); record running hours |
| Daily | Check oil level and discharge temperature |
| Weekly | Inspect and clean intake filter; check for air leaks on main lines |
| Monthly | Check belt tension and condition; clean cooler fins |
| Per hours | Replace oil, oil filter and separator element at the manufacturer's hour interval |
| Annually | Test safety relief valve; inspect pressure vessel per local regulations |
Conveyors and gearboxes
Conveyors fail at belts, rollers and drives. Gearboxes give warning through oil, heat and noise long before they fail.
| Frequency | Check |
|---|---|
| Daily | Check belt tracking, spillage and emergency pull-wire function |
| Weekly | Inspect belt splice, rollers and idlers for wear or seizure |
| Weekly | Check gearbox oil level, leaks and breather |
| Monthly | Check belt tension; lubricate bearings and chains |
| Quarterly | Gearbox oil sample or change per manufacturer; check mounting bolts |
Standby generators
Where power interruptions are a fact of life, a generator that does not start is a breakdown waiting for the worst moment. A short, regular routine prevents most failed starts.
| Frequency | Check |
|---|---|
| Weekly | Check fuel level, oil level, coolant level and battery voltage |
| Weekly | Look for leaks; confirm the control panel shows no alarms |
| Monthly | Run under load for at least 30 minutes; record hours, voltage and frequency |
| Quarterly | Inspect belts, hoses, battery terminals and air filter |
| Annually or per hours | Change oil and filters; service fuel system; test transfer switch |
HVAC and air-handling units
For buildings and clean areas, HVAC routines protect comfort, hygiene and energy use.
| Frequency | Check |
|---|---|
| Monthly | Inspect and replace or clean filters; check condensate drain |
| Monthly | Check belts, fan bearings and unusual noise |
| Quarterly | Clean coils; check refrigerant pressures and temperatures |
| Annually | Full service: electrical connections, controls, dampers and calibration |
How UPWRKS does it
Write the checklist once. It appears on every job.
In UPWRKS a checklist is attached to a recurring schedule. When the schedule creates a job card, the checklist steps are copied onto it, so every routine is done the same way and the results become history.
Steps, pass/fail checks and readings in plain language.
Daily, weekly, monthly or annual—jobs are created when due.
Answers, readings and photos are saved with the job.
A checklist in a binder is easy to skip and hard to prove. A checklist on a scheduled job card is visible when it is missed and traceable when it is done.
Common questions
Preventive maintenance checklist FAQs
What is a preventive maintenance checklist?
It is a list of inspections and tasks done at a fixed interval—such as cleaning, lubrication, readings and adjustments—to prevent breakdowns and extend equipment life.
How often should preventive maintenance be done?
Follow the manufacturer's recommendations first, then adjust for operating hours, environment and failure history. Many checks are daily or weekly; services are usually monthly, quarterly or annual.
Should checklists include readings?
Yes. A reading such as current, temperature or pressure shows a trend over time. A simple 'OK' tick does not.
Can I use these checklists in UPWRKS?
Yes. Create a checklist with the steps you need, attach it to a recurring schedule and UPWRKS will copy it onto every job card it creates.