Preventive Maintenance Checklist: Templates & Guide

Preventive maintenance isn’t complicated in theory: inspect and service equipment before it breaks. But building a PM program that actually works—one your team follows consistently—requires more than good intentions.

It requires good checklists.

This guide provides practical templates and explains how to create preventive maintenance checklists that reduce downtime, extend equipment life, and keep your facility running smoothly.

Why Preventive Maintenance Matters

The numbers make a compelling case for PM:

• 30-50% reduction in unplanned downtime
• 20-40% longer equipment lifespan
• 10-25% decrease in overall maintenance costs
• Significant reduction in safety incidents

The math is simple: a planned repair during scheduled downtime costs far less than an emergency repair during operations. The U.S. Department of Energy estimates reactive maintenance costs 3-5 times more than preventive maintenance for the same repair.

Yet many facilities still operate in reactive mode. Why? Often because they lack clear, actionable checklists that make PM practical to execute.

Building Effective PM Checklists

A good checklist isn’t just a list of tasks—it’s a tool that guides technicians through inspections systematically and captures the information needed to spot trends.

Essential Checklist Elements

Every PM checklist should include:

1. Asset Identification

• Asset name and ID number
• Location (building/floor/room)
• Equipment type and model
• Serial number for reference

2. Inspection Points Clear, specific items to check:

• ❌ “Check belts” (too vague)
• ✅ “Inspect drive belt for cracks, fraying, or glazing. Check tension—should deflect 1/2” with moderate finger pressure.”

3. Acceptance Criteria What does “pass” look like?

• Temperature ranges
• Pressure readings
• Vibration levels
• Visual condition standards

4. Required Actions Tasks to perform regardless of inspection findings:

• Lubrication points and specifications
• Filter replacement schedules
• Cleaning procedures
• Calibration checks

5. Documentation Fields Space to record:

• Readings and measurements
• Photos of concerning conditions
• Notes on issues observed
• Parts used
• Time spent

PM Checklist Templates by Equipment Type

Below are starter templates for common facility equipment. Customize based on your specific equipment models and manufacturer recommendations.

HVAC System Checklist

Monthly Tasks:

• Check and replace air filters (if dirty)
• Inspect condensate drain lines for blockages
• Verify thermostat operation and calibration
• Check refrigerant levels (visual inspection of sight glass)
• Inspect electrical connections for signs of heat damage
• Listen for unusual noises during operation
• Check belt tension and condition

Quarterly Tasks:

• Clean evaporator and condenser coils
• Lubricate fan motor bearings (if applicable)
• Test safety controls and shutoffs
• Check ductwork for leaks or damage
• Verify proper airflow at vents
• Inspect insulation on refrigerant lines

Annual Tasks:

• Full system performance test
• Refrigerant level check and recharge if needed
• Electrical component inspection
• Duct cleaning assessment
• Economizer calibration
• Control system verification

Readings to Record:

• Supply air temperature: ___°F
• Return air temperature: ___°F
• Refrigerant pressure (high side): ___ psi
• Refrigerant pressure (low side): ___ psi
• Amp draw: ___ A

Electrical System Checklist

Monthly Tasks:

• Visual inspection of electrical panels for damage or overheating
• Check for tripped breakers and reset if appropriate
• Inspect outlets and switches for damage
• Test emergency lighting and exit signs
• Verify GFCI outlets trip properly
• Check for exposed wiring or junction boxes without covers

Quarterly Tasks:

• Thermal imaging of main electrical panels (if equipment available)
• Test transfer switch operation (if applicable)
• Inspect grounding connections
• Check surge protection devices
• Verify panel labeling is accurate and legible
• Test battery backup systems

Annual Tasks:

• Full electrical system inspection by licensed electrician
• Megger testing of motors and critical circuits
• Verify arc flash labels are current
• Update electrical one-line diagrams if changes made
• Test all circuit breakers for proper operation

Safety Note: Only qualified personnel should work on electrical systems. Lock out/tag out procedures are mandatory.

Plumbing System Checklist

Monthly Tasks:

• Check for visible leaks at fixtures and under sinks
• Test water pressure at sample fixtures
• Inspect water heater for leaks or corrosion
• Check sump pump operation (if applicable)
• Verify floor drains are clear
• Inspect exposed pipes for corrosion or damage

Quarterly Tasks:

• Flush water heater to remove sediment
• Test PRV (pressure relief valve) operation
• Check backflow preventer operation
• Inspect water softener (if applicable)
• Clean aerators on faucets
• Check toilet fill valves and flappers

Annual Tasks:

• Video inspection of main drain lines
• Water heater anode rod inspection/replacement
• Backflow preventer certification testing
• Grease trap cleaning (commercial kitchens)
• Water quality testing

Readings to Record:

• Water pressure: ___ psi (target: 40-60 psi)
• Water heater temperature: ___°F (target: 120°F)
• Hot water delivery time at furthest fixture: ___ seconds

General Facility Equipment Checklist

Weekly Tasks:

• Visual inspection of all equipment for obvious issues
• Check fluid levels (hydraulic, lubricant, coolant)
• Verify safety guards are in place
• Clean equipment exteriors
• Check for unusual sounds, smells, or vibrations

Monthly Tasks:

• Lubricate moving parts per manufacturer specs
• Check and tighten loose fasteners
• Inspect belts and chains for wear
• Clean or replace filters
• Verify proper operation of safety interlocks
• Check alignment of rotating components

Quarterly Tasks:

• Detailed inspection of wear items
• Calibration checks
• Performance testing against baseline
• Bearing inspection
• Electrical connection check

Annual Tasks:

• Complete overhaul inspection
• Replace wear items proactively
• Update maintenance records
• Review and adjust PM intervals based on history

Common PM Mistakes to Avoid

Even with good checklists, PM programs fail for predictable reasons:

1. Over-Maintaining Low-Criticality Assets

Not everything needs the same attention. A backup sump pump in a dry climate doesn’t need monthly inspections. Focus resources on equipment where failure causes real problems.

Solution: Conduct asset criticality analysis. Assign PM intensity based on:

• Impact of failure on operations
• Safety implications
• Replacement cost and lead time
• Failure frequency history

2. Ignoring Manufacturer Recommendations

Manufacturer maintenance schedules exist for good reason—they’re based on engineering knowledge and failure data. Deviating without cause leads to problems.

Solution: Start with manufacturer specs as baseline. Adjust only when you have data supporting different intervals (either more or less frequent).

3. Checklist Items Too Vague

“Inspect equipment” tells the technician nothing. Vague checklists get pencil-whipped—checked off without actually being done.

Solution: Write checklist items that:

• Specify exactly what to inspect
• Define what “good” looks like
• Include measurement criteria where applicable
• Can be verified by someone else

4. Not Tracking Completion Rates

If you don’t measure PM completion, you can’t improve it. Many teams think they’re doing preventive maintenance when they’re actually completing less than 50%.

Solution: Track these metrics monthly:

• PM completion rate (target: 90%+)
• Planned vs. reactive maintenance ratio (target: 80/20)
• Average PM completion time by task type
• Overdue PM count

5. Static Checklists

Conditions change. Equipment ages. Operating patterns shift. A checklist created five years ago may not reflect current needs.

Solution: Review and update checklists annually. Add items when new failure modes emerge. Remove items that never find issues. Adjust intervals based on actual failure data.

From Paper to Digital: Why It Matters

Paper checklists work—until they don’t. Common problems:

• Illegible handwriting
• Lost or misfiled forms
• No easy way to spot trends
• Difficult to prove compliance
• No photo documentation
• Time-consuming to compile reports

Digital PM checklists solve these issues:

Consistency: Same checklist every time, no items skipped Documentation: Automatic timestamps, user tracking, photo attachments Accessibility: Available on mobile devices in the field Analysis: Easy to spot trends across multiple inspections Compliance: Audit-ready records without manual compilation

Measuring PM Program Success

Track these KPIs to know if your PM program is working:

Leading Indicators (Predict Future Performance)

• PM Completion Rate: % of scheduled PMs completed on time

  • Target: 90%+
  • Below 80%: Your program isn’t sustainable

• PM Schedule Compliance: % of PMs completed within scheduled window

  • Target: 85%+
  • Low compliance suggests scheduling problems or resource constraints

Lagging Indicators (Confirm Past Results)

• Planned vs. Reactive Ratio: % of work orders that are planned

  • Target: 80% planned, 20% reactive
  • World-class: 90%+ planned

• Equipment Downtime: Hours of unplanned downtime per month

  • Trending down indicates PM is working

• Mean Time Between Failures (MTBF): Average time between equipment failures

  • Increasing MTBF means reliability is improving

Calculate Your Current State

Quick assessment:

1. How many PM work orders were due last month? ___

2. How many were completed on time? ___

3. PM Completion Rate: #2 ÷ #1 = ___%

4. Total work orders last month: ___

5. Planned/scheduled work orders: ___

6. Planned Maintenance Ratio: #5 ÷ #4 = ___%

If either number is below 70%, you have significant room for improvement.

Getting Started

If you’re building a PM program from scratch:

1. Inventory your assets - You can’t maintain what you don’t know about
2. Prioritize by criticality - Start with equipment that matters most
3. Gather manufacturer documentation - PM intervals and procedures
4. Create initial checklists - Use templates above as starting points
5. Schedule PM tasks - Calendar or CMMS
6. Track completion - Measure from day one
7. Review and adjust - Monthly check-ins, annual overhaul

Remember: An imperfect PM program that gets executed beats a perfect program that sits on a shelf.

Ready to digitize your PM program? See how Infodeck automates preventive maintenance with mobile checklists, automatic scheduling, and compliance tracking built in.