Equipment Maintenance Log Template (Sample form, free PDF and CSV download)

For the template to work and accurately record the maintenance done in the equipment, the following are the essential items and sections that should be included.

Equipment details: the information of the equipment being maintained. These are: equipment name, serial number or equipment ID, plant location (if the equipment is in a different industrial plant, or if it’s in the headquarters), date installed on plant/site (these are critical to trace machine breakdowns related to transfer of equipment)

Manufacturer Details: this is the information related to manufacturer of the equipment, it’s necessary to include for the purpose of identifying parts (for replacement), reviewing manufacturer’s manual or instruction for use, and in the case of warranty claims for contacting support in case of machine defect related to manufacturing. These typically have manufacturer’s name, manufacturer part number (in some cases, companies identify equipment the same with manufacturer’s part number), manufacturer contact and manufactured date.

Maintenance Details: Usually in tabular form, this will indicate the maintenance done in the machine. Below are the details that are essentially included in maintenance, but let’s also go over how this digital format of Equipment Maintenance Log can make the task more convenient for you.

• • Date of the maintenance: To indicate when the maintenance was completed. Since the purpose of the template is to log the maintenance done in the machine, multiple dates can be added. If you want to use this template as a daily update and want to retain the previous filled-in maintenance template, there’s a feature where user can and update it to the next date of maintenance.
  • Maintenance Description: Describes the maintenance done in the equipment. In the Equipment Maintenance Log Template we sampled, the technician can just easily select from a drop-down list. This list can be customised and updated or changed into ‘text’ form if you opt to have them write the description themselves.
  • Next maintenance due: Indicates the next date of maintenance. This equipment maintenance log template has an expiry date feature, you can utilise to setup notifications for the next maintenance which is very helpful for supervisors who manages the maintenance due dates of the machine.
  • Duration of downtime: This is necessary for production industries that values the loss of production time due to breakdown or maintenance. In this equipment maintenance log, you can see that you’re able to input Time Start and Time End and the next cell will calculate the duration of the time spent to perform the maintenance. Yes, this software can handle formulas too.
  • Photo: To add evidence of maintenance or to detail if there are issues found during maintenance. If you are using a manual form either thru paper or updating the maintenance logs in excel sheets the idea of adding a photo might be too tedious because then you must use another app or an external camera. However, it is still necessary in this kind of reporting and would prove to be useful for machine breakdown analysis. Since this equipment maintenance log can be accessed through a mobile app, you can use your phone’s camera to capture a photo of the machine and upload it directly to the form.

Supervisor confirmation: A section where the supervisor confirms if the maintenance is according to the set standards. In this equipment management log template, there’s a section provided for the supervisor or team leader to review the documentation, to check if maintenance was done right and the equipment still operates correctly-this is fully customisable, depending on the responsibilities of the supervisor and they can set up workflow to streamline the approval of maintenance.