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Preventative Maintenance Checklist Template and Proven Format

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A checklist for preventive maintenance helps ensure the routine and proper maintenance of your plant, equipment and assets, reducing the chances of breakdowns and costly failures. A well-formatted preventive maintenance checklist template standardises your maintenance workflows and documents, ensuring you always have well-documented data and accurate reliable maintenance records.

This preventive maintenance checklist template makes creating maintenance checklists quick and easy for everyone, and is a smarter digital format than using Excel and other legacy formats.

   100% fully editable checklist for preventive maintenance

   Run preventive maintenance from mobile or tablet on site

   Add photos or videos to show preventive maintenance work done

   Share completed maintenance reports as PDF or CSV

   Thousands of templates including other plant, equipment, asset templates

Preventative maintenance checklist template
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What is a preventative maintenance checklist template?

A checklist for preventive maintenance is essential for organisations to keep their equipment, machinery and facilities running smoothly. Preventive maintenance extends the lifespan of equipment, reduces downtime and failures, boosts performance and maximises productivity. Where does a preventative maintenance checklist template fit into this? It's simply the framework and set of questions in a 'checklist' format for which every inspection is conducted, whether that be from an operator, inspector or plant manager.

Compare this preventive maintenance checklist to Excel, Word Docs, and static PDF form systems

Try customising this checklist for preventive maintenance in the interactive software demo below. See how this format works when you add or edit values.

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What's a reliable format and frequency for your preventive maintenance checklist and information?

Maintenance checklists are typically completed regularly, with the most common frequencies being monthly, quarterly or annually, depending on the specific needs of your plant and equipment. By having a well-structured preventive maintenance schedule and data capture routine, you keep your plant, equipment and assets in top condition.

It's important for any checklist for preventive maintenance format to include the below sections, whether you run your inspections via electronic forms, paper, spreadsheets or other format:

  • Date and time of inspection
  • Building or area being inspected
  • Name of inspector or auditor
  • Roofing inspection checklist
  • HVAC checklist
  • Plumbing and restrooms checklist
  • Lighting checklist
  • Section for other items that need to be inspected when required/applicable - if any
  • Notes and comments of the inspector
  • List of issues found and maintenance required (include required action items)
  • Signoff field for the inspector to complete the report

Preventive maintenance checklist template types in the workplace

There are a number of different types of assets or 'resources' involved in preventative maintenance. Any machine or equipment which is somewhat expensive and has a 'life expectancy' should have preventative maintenance conducted on it.

Some of the more common types of preventative maintenance occur on heavy machinery, light vehicles, entire buildings and facilities, manufacturing equipment, HVAC systems and even technology items. The typical buckets of preventative maintenance checklists are:

  1. General equipment maintenance checklists
  2. Facility management checklists
    1. This is where HVAC and even plumbing maintenance forms fall
  3. Manufacturing and industrial preventative maintenance checklists
  4. Vehicle and fleet maintenance forms
  5. Safety and compliance maintenance checklists including fire extinguishers and other important safety and regulatory equipment

This specific checklist template can be edited to suit any of the above use cases with simple drag and drop functionality, and Sitemate also has hundreds of free plant and equipment templates which can be used for preventative maintenance and other asset management processes.

What's the future of preventative (and predictive) maintenance schedules, forms and processes?

Big data has been changing maintenance for a long time now, with in-built systems and technology providing new insights into our technology way over and above what manual checks and inspections can provide.

Even though technology has progressed, we are still very reliant on manual preventative maintenance processes, hence the basic checks. In 2025, with the advance of IoT and AI, we are looking at an evolving maintenance landscape. The main shift with these technologies has been a progressive and strategic shift away from 'preventative' maintenance to 'predictive' maintenance.

Software and electrical systems have always been good for collecting data about a resource and organising that data into a digestible format, but AI and more advanced technologies can now predict and 'see' failures before they occur, potentially saving industrial companies thousands of dollars on downtime, delays etc.

Preventative maintenance in the form of manual inspections and checklists will be around for a long time yet, especially for certain objects and assets including buildings and adhoc items. These manual checks will work in tandem with new technology to improve the asset management lifecycle.

These checks are also critical communication tools, initiating conversation in the workplace around asset management and maintenance, and triggering conversions around critical topics like safety.

For now, given you are here looking for a preventative maintenance checklist template, get started with this form template to progress your maintenance processes, and then evolve from there.

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Preventive maintenance checklist template smarts generated with Dashpivot software

A well-documented preventive maintenance report is only as good as the processes around it. An integrated software system like Dashpivot can help digitise and streamline your processes to run preventive maintenance smoothly and instantly notify relevant team members when they need to action any checklist items.

  • Access and fill-in the checklist for preventive maintenance as you walk around on site using any mobile or tablet device.
  • Add photos, videos or PDF attachments directly to your digital preventive maintenance checklists.
  • Instantly download, print or share your preventive maintenance reports as formatted PDF or CSV documents with your company logo from the software/
  • Store and access any of your checklist records from the cloud where they are secure and organised.
  • Visualise your preventative maintenance schedule and records on real-time dashboards.
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