Preventive maintenance

Preventive maintenance checklist

A general PM checklist for a scheduled visit to any asset: isolation and permits, inspect, clean, lubricate, tighten and adjust, test run with readings against limits, parts used, follow-up work raised, and a return-to-service sign-off.

How often
Per the PM schedule
Who
Maintenance technician
Time
About 45 min
Items
33

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Before you use it

  • A general PM checklist for assets that have no dedicated template in this library, built around the steps most PM task lists share: isolate, inspect, clean, lubricate, tighten, test and record. It makes no claim about what any regulation requires. Air handling units, emergency generators, centrifugal pumps and cooling towers have dedicated checklists here.
  • Put the manufacturer’s service tasks and limits in first; the inspect, service and test sections are placeholders for them. Keep one checklist per asset and PM interval (weekly, monthly, quarterly, annual), so the record shows which tasks were done at which interval.
  • Isolation follows your lockout/tagout procedure; the checklist records that it was done, it does not replace the procedure. The follow-up section matters as much as the tasks: a condition found during the PM that cannot be fixed in the visit becomes its own work order with an owner, not a note at the bottom of the sheet.

Work order

  1. 1

    Scan the asset’s tag

    Checkpoint scan
  2. 2

    Asset and location

    Note
  3. 3

    PM task list and interval

    Note
  4. 4

    Run hours or meter reading at the visit

    Leave blank if the asset has no meter.

    Reading· hours

Before starting

  1. 5

    Work order, task list and manufacturer’s procedure in hand

    Pass / fail
  2. 6

    Parts and consumables for the visit on hand

    Pass / fail
  3. 7

    Asset isolated and locked out per the LOTO procedure, zero energy verified

    Pass / fail
  4. 8

    Permits the work needs are in place: hot work, confined space, working at height

    Pass / fail
  5. 9

    PPE for the task worn

    Pass / fail

Inspect

  1. 10

    No damage, corrosion, cracks or loose parts

    Pass / fail
  2. 11

    No leaks at seals, fittings, hoses or housings

    Pass / fail
  3. 12

    Guards, covers and labels in place and legible

    Pass / fail
  4. 13

    Belts, chains, couplings and bearings: wear, tension and alignment within limits

    Pass / fail
  5. 14

    Electrical connections tight; cables, glands and enclosures intact

    Pass / fail
  6. 15

    Filters, screens and strainers within their service life

    Pass / fail
  7. 16

    Photo of any condition found

    Photo

Service

  1. 17

    Cleaned: housings, vents, cooling surfaces and drains

    Pass / fail
  2. 18

    Lubricated per the schedule, with the specified lubricant and quantity

    Pass / fail
  3. 19

    Fasteners and mountings tightened or torqued

    Pass / fail
  4. 20

    Filters, seals or wear parts replaced per the task list

    Pass / fail
  5. 21

    Adjustments made to the manufacturer’s settings

    Pass / fail
  6. 22

    Parts and materials used

    Note

Test and readings

  1. 23

    Locks removed and the asset returned to service per the procedure

    Pass / fail
  2. 24

    Test run: starts, runs and stops normally, no abnormal noise or vibration

    Pass / fail
  3. 25

    Safety devices and interlocks tested

    Pass / fail
  4. 26

    Operating temperature

    Set the limits from the manufacturer’s manual and your normal operating range.

    Reading· °C
  5. 27

    Vibration

    Set the limits from the manufacturer’s manual and your normal operating range.

    Reading· mm/s
  6. 28

    Other readings the task list calls for

    Note

Follow-up and sign-off

  1. 29

    Conditions found that need their own work order

    Note
  2. 30

    Follow-up

    None needed · Work order raised · Needs a shutdown or an outside contractor

    Choice
  3. 31

    Labor time

    Reading· hours
  4. 32

    Asset status at hand-back

    Returned to service · Running with a restriction · Out of service until the follow-up is done

    Choice
  5. 33

    Technician

    Signature

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Field types in this template

  • Checkpoint scan
  • Note
  • Reading
  • Pass / fail
  • Photo
  • Choice
  • Signature

In Vardian, readings are checked against their limits as they are entered, and photos and signatures attach to the check itself.

From the sheet to the round

Build a template as a Vardian form, and each line becomes a checkpoint that knows its limit.

Animation: a paper checklist line, compressor discharge pressure with a blank for the reading in bar, becomes a Vardian checkpoint with a limit of 7.0 to 8.5 bar. Scanning the compressor's NFC tag verifies the checkpoint, a reading of 9.1 bar is flagged out of range, and a work order is created from it.

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