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Free preventive maintenance checklist template and PM sheet PDF. Includes machine service format, parts/actions table, sign-off and PM intervals.

Jarrod Milford

Jarrod Milford

Commercial Director

Updated 10 July 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Key takeaways

  • Use this PM checklist at scheduled intervals, not as a daily pre-start; common triggers are 250 hours, monthly or the OEM service guide.
  • The PDF format covers filters, fluids, lubrication, belts, hoses, electrical checks, safety systems, parts used, actions required and supervisor sign-off.
  • For machines and industrial plant, capture meter hours, part numbers and actions required so the PM sheet becomes the service record.
  • WHS duties require plant to be maintained safely; a signed preventive maintenance form is the evidence auditors and insurers expect.
  • Turn the PM sheet into a live workflow by tying due dates to meter hours, calendar intervals and condition readings.

Updated 10 July 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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What is a preventive maintenance checklist?

A preventive maintenance checklist, often called a PM checklist, PM sheet or preventive maintenance form, is a structured list of service tasks a technician completes at scheduled intervals to keep machines, vehicles and industrial plant reliable, safe and efficient. Unlike a daily pre-start check, which an operator completes before each use - a PM checklist is carried out as part of a planned maintenance programme at set hours or calendar intervals (for example, 250-hour service, monthly or annually). Most programmes blend two triggers: time-based PM, scheduled by meter hours or calendar date and suited to assets with predictable wear, and condition-based PM, triggered by an actual reading such as oil analysis, vibration or temperature so work happens only when the asset shows it is needed. The checklist format covers the full scope of a service: asset details, meter reading, filters and fluids, lubrication, belts and hoses, electrical systems, safety devices, structure, fasteners, actions required, parts used and sign-off. Completed PM checklist PDFs become the maintenance record for each asset - evidence that the service was done, what was found and what parts were used.

A well-designed preventive maintenance checklist template is the operational backbone of any maintenance programme. It translates manufacturer service schedules, regulatory requirements and operational experience into a repeatable, auditable process that any qualified technician can follow. Match the interval and depth of the checklist to asset criticality: high-criticality plant whose failure stops production or creates a safety risk warrants tighter intervals and more thorough checks than low-criticality assets that can run to failure without consequence. Over time, the PM history you build from these completed forms is what feeds reliability: it surfaces recurring failure modes, supports mean-time-between-failure analysis and tells you which assets to service more often and which intervals to extend. In Australia, the WHS Regulations 2011 require that plant is maintained to prevent risks to health and safety, and a documented PM checklist is the standard evidence of compliance.

Learn more about maintenance and work orders in MapTrack.

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.

Benefits of digitising forms in MapTrack

When you move your checklists from paper to MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Automatically get alerts when faults are identified.
  • Link every form digitally as a PDF to the relevant asset, location or person.
  • Receive a digital PDF copy with every submission to your email.
  • Ability to share forms digitally.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Restrict permissions (who can view, complete or approve).
  • Build forms with AI (describe what you need and MapTrack suggests the form).
  • Trigger work orders automatically when a fault is logged during an inspection.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles checklists.

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What to include in a preventive maintenance checklist

This preventive maintenance checklist covers 11 key areas:

  • Asset and service details: asset ID, make/model, serial number, service type and interval, meter/hours at service, work order number, technician, date and next service due.
  • Visual inspection and general condition: overall condition, leaks, safety decals, external damage, access points and operator area.
  • Filters and fluids: engine oil and filter, fuel filter, air filter (primary and secondary), coolant, hydraulic oil and filter, transmission oil, differential and gearbox oil.
  • Lubrication: all grease fittings, pivot pins and bushings, slew ring/turntable, drive chain and roller chain, bearings and linkage joints.
  • Belts, hoses and drives: drive belts, hydraulic hoses, coolant hoses and clamps, fuel hoses, drive chain and sprockets, CV joints and driveshafts.
  • Electrical and controls: battery, alternator/charging system, gauges and instruments, warning lights and alarms, lights, control levers and switches.
  • Safety systems: fire extinguisher, emergency stop/kill switch, ROPS/FOPS/guards, seatbelt, reversing alarm and mirrors.
  • Structure, fasteners and tyres: frame and chassis, mounting bolts and critical fasteners, pins and bushes, tyres, undercarriage/tracks and post-service tidy.
  • Service result: Complete / Action Required / Hold.
  • Actions and parts table: list any outstanding actions with parts used and completion details.
  • Technician declaration and sign-off: technician and supervisor/manager signatures with date.

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.

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How often should you complete this checklist?

PM frequency depends on the equipment type, manufacturer service schedule and operating conditions. Most plant and equipment follow hour-based or calendar-based intervals - whichever comes first. Common operating bands are 250-hour minor services, 500-hour intermediate services and 1,000-hour major services, with monthly, quarterly or annual calendar fallbacks when meter readings are unavailable.

Always use the manufacturer's service manual as your primary reference and adapt intervals for heavy use, harsh conditions or high-criticality assets. Tighten the interval when an asset works in dust, heat, corrosive environments or continuous shifts; extend it only when condition data and service history show the asset is stable. In MapTrack, you can set automated reminders so PMs are never missed, triggered by meter hours, calendar date or both.

Frequently asked questions

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.

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.

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.

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.

A machine preventive maintenance checklist should include the asset ID, make, model, serial number, service interval, meter or hour reading, technician, date, filters, fluids, lubrication points, belts, hoses, guards, electrical checks, safety devices, fasteners, wear points, parts used, actions required and sign-off. Use the manufacturer service manual for asset-specific measurements, torque values, oil grades and warranty-required steps.

Yes. This is a ready-to-use preventive maintenance checklist template in a standard PM format: equipment and service details at the top, grouped inspection and service items with pass, fail or monitor columns, an actions-required table for defects, and a sign-off block. Use it as-is or adapt the line items to your asset type. Download it free as a PDF, or in MapTrack turn the format into recurring digital PM tasks with due-date alerts per asset.

Yes. You can download this preventive maintenance checklist template as a free PDF with no MapTrack account required. It is also available as a browser-friendly printable form you can save as PDF. If you want the same PM checklist to create recurring work orders, due-date alerts, parts records and asset service history, MapTrack can turn the form into a live digital workflow.

No. A preventive maintenance schedule decides when work is due across assets, such as every 250 hours, monthly, quarterly or annually. A preventive maintenance checklist records what the technician checked during one service. Most teams need both: the schedule triggers the job, and the checklist or PM sheet becomes the signed record of the work completed.

Record the item number from the checklist, a specific description of the defect (for example "hydraulic hose pinhole leak on boom-2 lift cylinder feed"), the corrective action taken (replaced hose, topped up oil, ordered part), the part number used and the person responsible for closing the action. If the asset cannot return to service until the action is closed, mark the service result as Hold and notify the supervisor immediately. Vague entries like "fixed leak" make the record useless for trend analysis and warranty claims.

There is no single retention period in the WHS Act, but the practical minimum is seven years. WHS Regulations 2011 reg 692 sets a five-year minimum for plant risk-management records, and most insurance policies, manufacturer warranty terms and contractual obligations to principal contractors require seven years or the life of the asset, whichever is longer. For registered plant such as cranes, pressure vessels and lifts under AS 1418, keep PM records for the entire service life of the asset and hand them over with the logbook on disposal or resale.

The technician completing the service must be competent for the task, which usually means a trade qualification (heavy diesel fitter, plant mechanic, electrician) or manufacturer-specific training for the equipment. The countersigning supervisor or maintenance manager does not need to be trade qualified but must have the authority to release the asset to service and the experience to review the work for completeness. For high-risk plant such as cranes and pressure vessels, the supervisor signing off must hold the relevant competency or hold a HRWL endorsement.

No. The checklist is a structured record of the tasks performed and the findings, but it does not replace the manufacturer service manual. The manual gives the specific torque values, oil grades, filter part numbers, clearance measurements and warranty-required procedures for the asset. Use the manual as the technical reference and the checklist as the audit record. Loss of warranty cover on heavy plant most commonly happens when a non-OEM consumable is used and the service record fails to reference the manual specification.

A work order opens the maintenance event, captures the labour and parts costs and tracks the asset through to return-to-service. A PM checklist is the technical record of what was inspected and what was found during that work order. The work order answers "did the service happen and what did it cost?". The checklist answers "what was the condition of the asset?". In practice, the checklist is attached to the work order as evidence, and both are retained together as the maintenance record. MapTrack links them automatically so the checklist is always findable from the work order.

Switch to calendar-based intervals as the primary trigger and document the reason. If the hour meter is broken or missing, raise a corrective action to repair or replace it before the next major service. In the interim, use the manufacturer-recommended calendar fallback (typically monthly for 250-hour, quarterly for 500-hour, six-monthly for 1,000-hour services) and record the date as the service trigger. Do not skip the service because the hours are unknown. Regulators and insurers treat unmonitored plant as higher risk and may require an out-of-service assessment.

Yes. You can link to this preventive maintenance checklist as the source page or use the checklist preview available from the MapTrack citation centre. The most useful citation path is to link the checklist when discussing PM tasks, then link the equipment downtime cost statistics page when quoting the cost of reactive maintenance. Keeping those two source links separate makes the article clearer for readers and more useful for reviewers.

Applicable regulatory standards

This template aligns with the following regulations and standards:

  • WHS Act 2011 (plant maintenance duties)
  • WHS Regulations 2011, Chapter 5 - Plant and Structures (PCBU duties for maintenance and inspection of plant)
  • WHS Regulations 2011 reg 692 - record retention
  • AS 4024 Safety of machinery
  • AS 1418 - Cranes, hoists and winches (service record requirements)
  • Safe Work Australia - Code of Practice: Managing Risks of Plant in the Workplace

Related resources

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    <li style="margin:4px 0;">Asset and service details: asset ID, make/model, serial number, service type and interval, meter/hours at service, work order number, technician, date and next service due.</li>
    <li style="margin:4px 0;">Visual inspection and general condition: overall condition, leaks, safety decals, external damage, access points and operator area.</li>
    <li style="margin:4px 0;">Filters and fluids: engine oil and filter, fuel filter, air filter (primary and secondary), coolant, hydraulic oil and filter, transmission oil, differential and gearbox oil.</li>
    <li style="margin:4px 0;">Lubrication: all grease fittings, pivot pins and bushings, slew ring/turntable, drive chain and roller chain, bearings and linkage joints.</li>
    <li style="margin:4px 0;">Belts, hoses and drives: drive belts, hydraulic hoses, coolant hoses and clamps, fuel hoses, drive chain and sprockets, CV joints and driveshafts.</li>
    <li style="margin:4px 0;">Electrical and controls: battery, alternator/charging system, gauges and instruments, warning lights and alarms, lights, control levers and switches.</li>
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