Preventive Maintenance Checklist: Templates for Common Equipment Types

A PM checklist defines exactly what a technician should inspect, test, lubricate, and adjust during a scheduled maintenance event. Without a checklist, PM quality depends entirely on individual technician memory — which means PMs get done inconsistently, things get missed, and compliance is hard to prove.

Below are ready-to-use checklists for five common equipment types. These are starting points: adapt them to your specific manufacturer requirements, operating conditions, and regulatory obligations.

HVAC System — Monthly Inspection Checklist

Safety first

• [ ] Confirm lockout/tagout if working on electrical components
• [ ] Verify area is clear of obstructions

Filters

• [ ] Inspect air filters for clogging and dirt buildup
• [ ] Replace filters if pressure drop exceeds specification
• [ ] Record filter condition: Good / Replace / Replaced
• [ ] Note replacement date and filter type used

Coils and heat exchangers

• [ ] Inspect evaporator coil for ice buildup, corrosion, or debris
• [ ] Inspect condenser coil for blockage or fin damage
• [ ] Clean coils with approved coil cleaner if needed
• [ ] Check refrigerant lines for signs of leaks (oil staining, frosting)

Fan and blower

• [ ] Check fan belt condition and tension (V-belt: max 12–15mm deflection under 10N)
• [ ] Inspect fan blades for balance and blade damage
• [ ] Lubricate fan bearings per manufacturer spec
• [ ] Check motor amperage draw — record value

Electrical and controls

• [ ] Inspect electrical connections for corrosion or heat damage
• [ ] Check thermostat/BMS setpoints and verify accuracy
• [ ] Test safety cutouts and high-limit switches
• [ ] Confirm all alarm indicators are clear

Drains and condensate

• [ ] Clear condensate drain pan of standing water and debris
• [ ] Flush condensate drain line — pour 0.5L water to confirm flow
• [ ] Check for unusual odours (biological growth in drain pan)

Final check

• [ ] Record operating temperatures (supply/return air)
• [ ] Note any items requiring follow-up work order
• [ ] Sign and date checklist

Centrifugal Pump — Monthly Inspection Checklist

Visual inspection

• [ ] Check for fluid leaks at pump seals, flanges, and connections
• [ ] Inspect pump casing for corrosion, cracks, or damage
• [ ] Verify coupling guard is in place and secure
• [ ] Check foundation bolts for looseness

Bearing check

• [ ] Listen for unusual bearing noise (squealing, rumbling, knocking)
• [ ] Check bearing temperature with infrared — compare to baseline
• [ ] Lubricate bearings per manufacturer schedule (note: do not over-grease)
• [ ] Check oil level in oil-lubricated bearings — top up if needed

Mechanical seal

• [ ] Check seal face for leaks (slight drip normal for packing seals — record rate)
• [ ] Inspect seal for overheating (discolouration, smoke smell)
• [ ] Verify seal flush line is flowing (if applicable)

Performance check

• [ ] Record inlet and outlet pressure gauge readings
• [ ] Record motor amperage draw — compare to nameplate
• [ ] Note any changes in pump sound or vibration vs last inspection

Alignment (quarterly check)

• [ ] Check coupling alignment with feeler gauge or dial indicator
• [ ] Verify no pipe strain on pump flanges

Final check

• [ ] Log any abnormal readings or observations
• [ ] Create follow-up work order for any defects found
• [ ] Sign and date checklist

Air Compressor — Weekly and Monthly Checklist

Weekly

• [ ] Check oil level in sump or crankcase — top up if low
• [ ] Drain condensate from air receiver tank and filters
• [ ] Check inlet air filter — clean or replace if dirty
• [ ] Listen for unusual sounds during startup and running
• [ ] Check belt tension (belt-drive compressors)
• [ ] Verify safety relief valve is not stuck in open position

Monthly

• [ ] Check all electrical connections for tightness and heat damage
• [ ] Inspect drive belt for cracking, fraying, or glazing
• [ ] Check discharge temperature — compare to baseline
• [ ] Test low oil pressure shutdown (oil-lubricated units)
• [ ] Inspect hoses and fittings for cracks or leaks
• [ ] Check after-cooler for fouling or blockage (water-cooled units)
• [ ] Record suction and discharge pressure readings
• [ ] Verify pressure switch setpoints match specification

Quarterly

• [ ] Change compressor oil and oil filter
• [ ] Replace air filter element
• [ ] Test safety relief valve (manually lift and release)
• [ ] Inspect all valves for wear and proper seating
• [ ] Check for proper ventilation clearances around compressor

Conveyor System — Weekly Inspection Checklist

Safety

• [ ] Verify all emergency stop buttons are functional and accessible
• [ ] Check that belt guards and covers are in place

Belt and rollers

• [ ] Inspect belt for fraying, cuts, or splice separation
• [ ] Check belt tracking — belt should run centred without drifting
• [ ] Inspect return and carrying rollers for seized or damaged rollers
• [ ] Listen for seized rollers (grinding, squeaking)

Drive components

• [ ] Check gearbox oil level — note any leaks
• [ ] Inspect drive chain or belt for wear, stretch, and lubrication
• [ ] Check sprockets or sheaves for wear and alignment
• [ ] Verify drive motor runs smoothly — check for overheating

Structure and tensioning

• [ ] Check frame for cracks, bent sections, or loose fasteners
• [ ] Verify take-up tension is within specification
• [ ] Inspect belt cleaner blades for wear — adjust or replace

Transfer points

• [ ] Inspect skirt boards and impact zones for wear
• [ ] Check discharge chute for blockage or buildup
• [ ] Verify all scrapers are in contact with belt

Electrical Panel — Quarterly Inspection Checklist

Safety precautions

• [ ] Work with a qualified electrician — arc flash PPE required
• [ ] Follow NFPA 70E procedures before opening energised panel

Visual inspection (door open)

• [ ] Check for signs of overheating: discolouration, burning smell, carbon marks
• [ ] Inspect wiring for damaged insulation, loose conductors, improper terminations
• [ ] Check all breakers and fuses — look for tripped breakers, blown fuses
• [ ] Verify panel labelling is current and accurate

Connections (de-energised)

• [ ] Torque all bus connections and feeder lugs to manufacturer spec
• [ ] Inspect bus bars for corrosion, oxidation, or heat marks
• [ ] Check neutral and ground connections for tightness
• [ ] Test torque on circuit breaker lugs for any loose terminations

Thermal imaging (energised, by qualified electrician)

• [ ] Perform thermal scan of bus connections and breaker connections
• [ ] Record any hot spots — temperature difference >10°C above baseline warrants follow-up
• [ ] Document thermal scan report and attach to work order

Final checks

• [ ] Verify panel door gasket is in good condition — replace if damaged
• [ ] Confirm panel is properly rated for current load
• [ ] Log any defects found with priority rating for follow-up

Adapting These Checklists for Your Equipment

These checklists are starting points. Before loading them into your CMMS:

1. Check the manufacturer manual. Add any manufacturer-specific inspection points and lubrication requirements.
2. Check your regulatory obligations. Pressure vessels, lifting equipment, fire suppression, and electrical systems often have legally required inspection intervals.
3. Add your baseline values. Where a checklist says "compare to baseline," record your baseline values in the template notes. A pump that normally runs at 87°C bearing temperature is fine. The same pump at 104°C is not.
4. Include pass/fail criteria. Rather than "check belt tension," write "check belt tension — pass if deflection 12–15mm, fail if less than 10mm or more than 20mm."

Maintoro allows you to build step-by-step PM checklists with pass/fail items, numeric measurements, and photo evidence. Load these templates directly into your PM schedules. Free plan available.

Related reading

• Preventive maintenance complete setup guide — full PM-program build from scratch
• Preventive vs reactive maintenance — the cost economics of switching
• PM compliance for facility teams — lifting compliance from 60% to 90%+
• PM schedule template — annual planner with daily/weekly/monthly intervals
• CMMS for facility management — PM in commercial property operations