Equipment Maintenance Log

This free equipment maintenance log template is one record per maintenance job, preventive or corrective: the tasks checked, repairs made, parts used and downtime. Use this equipment maintenance log to keep the working record, its evidence and follow-up together. Identify the asset and work order. Record the work type and the time the asset stopped; use the site’s authorised maintenance and isolation procedure.

What you can download

The PDF contains the original blank form, followed by a completed fictional example and a separate instructions page. Print only the blank pages for use at work; keep the example and guide as references. The download is free; enter your email to receive a secure link valid for seven days. Product-news consent is optional.

The blank maintenance log is one A4 page. The header identifies the machine or asset, serial number, location or line, maintenance order number, date and type (preventive, corrective or breakdown). A maintenance tasks checklist has one row per task from the PM schedule or work order, with frequency, OK or fail, remarks and initials. The repair and downtime section records when the asset stopped and restarted, the downtime in hours, the production impact, the fault found and repair made, and root cause notes. Spare parts and materials consumed sit beside technician notes for recommendations and abnormalities, and the foot holds the technician signature, supervisor verification, total labour hours and next PM due date.

What a good maintenance log includes

• One asset, one job. The asset, serial number, location and work order number on every record.
• The type of work. Preventive, corrective or breakdown, so the history shows how much work was planned.
• Tasks with results. Each task checked, OK or fail, with what was found.
• Stop and restart times that give real downtime, kept separate from labour hours.
• What was repaired and what is still open. Observed causes kept apart from verified root causes.
• Parts consumed with part numbers and quantities.
• Verification and the next task. A supervisor’s check and the next PM due date.

How to keep an equipment maintenance log

1. Start a record for each job with the asset, work order number, date and maintenance type.
2. Record the time the asset stopped, then carry out the work under the site’s isolation procedure.
3. List each task checked and its result, and describe the fault found and the repair made.
4. Note what you suspect caused it, and mark it as unconfirmed until it is tested.
5. Record the parts used, the restart time and checks, the downtime and total labour hours.
6. Add recommendations and the next PM date, then get the record verified and file it by asset.

Completed manufacturing example

A conveyor repair records a replacement roller, 45 minutes of downtime and one labour hour. A suspected alignment issue remains assigned for investigation.

09:00 to 09:45 is 0.75 hours of downtime. One labour hour is a separate measure and may include preparation or additional people.

The record is maintenance order MT-014 on conveyor CV-02 in assembly cell C-02, a corrective job. Inspecting the guide roller confirms wear, one RL-020 roller is replaced, and return-to-service checks are recorded under RS-014. The line stopped for 45 minutes. The technician notes to check alignment at the next planned stop, with an owner, and the next PM falls on 21 September 2026.

Maintenance log, PM schedule or downtime log?

The maintenance log is the evidence of work done. A preventive maintenance schedule says what is due and when, and a machine downtime log records every stop on a machine, including those that are not maintenance jobs, such as material shortages and changeovers. Many plants use all three. For the five field groups worth getting right when you design your own, read our maintenance log template guide.

Common maintenance log mistakes

• “Fixed” with no detail. Record what was found and what was done, or the next technician starts from zero.
• Confusing downtime with labour. Two people for 45 minutes is 1.5 labour hours and 0.75 hours of downtime.
• Writing a guess as the root cause. Label an untested cause as suspected until it is confirmed.
• Missing part numbers. Without them, spares usage and repeat failures are hard to trace.
• No next date. A record that does not point to the next planned task breaks the maintenance cycle.

When to use this template

The log is evidence of work. It does not prescribe safe servicing steps, isolation methods or manufacturer maintenance intervals.

Reference guidance: HSE: machinery maintenance.

Continue with Preventive-maintenance schedule, Machine downtime log, Work Order Form.

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