Free Checklist Templates for Preventive Maintenance

Preventive Maintenance

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Appliance Maintenance Checklist

Refrigerator and Freezer

Vacuum the condenser coils

Inspect the door gaskets

Defrost and clear the drain pan

Verify temperature settings

Oven and Range

Test the burners and heating elements

Clean the oven and range top

Check oven temperature accuracy

Schedule oven recalibration or service

Dishwasher

Clear the spray arms

Clean the dishwasher filter

Inspect the door gasket and supply line

Washer and Dryer

Inspect the washer supply hoses

Inspect the dryer lint trap and vent line

Dispatch professional vent cleaning

Level the washer and dryer feet

Water Heater

Test the T&P relief valve

Drain and flush the tank

Inspect the anode rod

Replace the anode rod

HVAC System

Replace the HVAC filter

Test the thermostat operation

Schedule the annual HVAC tune-up

Documentation and Sign-Off

Complete the maintenance log

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Electrical System Maintenance Checklist

General Safety Inspection

Walk the property for exposed wiring and burn marks

Verify panel and breaker labeling

Flag overloaded circuits and daisy-chained extension cords

Lighting Systems

Inspect fixtures and replace failed lamps

Clean lenses, diffusers, and exterior fixtures

Test emergency and exit lighting per NFPA 101

Outlets, GFCI, and Switches

Test every GFCI and AFCI outlet

Inspect outlets for wear, scorching, or loose plugs

Confirm covers and switch plates are intact

Electrical Panels and Distribution

Verify NEC 110.26 working clearance at panels

Thermal-scan panels for hot connections

Test breakers and replace failed units

Motors and Pumps

Lubricate bearings and check belt tension

Measure motor current and voltage balance

Inspect pump seals and listen for vibration

HVAC Electrical Systems

Inspect contactors, relays, and starters for pitting

Torque-check HVAC electrical connections

Calibrate thermostats against a reference

Findings, Documentation, and Sign-Off

Dispatch a licensed electrician for flagged failures

Compile findings in the maintenance log

Sign off on the maintenance run

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Electrical Systems Maintenance Checklist

Pre-Work LOTO and Safety

Pull the one-line diagram and PM history

Apply LOTO per equipment-specific procedure

Verify zero energy with a rated meter

Don NFPA 70E arc-flash PPE for the task

Power Distribution Systems

Inspect breakers for arc tracking and pitting

Thermal-image bus bars and lug connections

Test protective relay trip settings

Torque-check panel connections to spec

Measure ground electrode resistance

Transformers and Motors

Sample transformer oil for DGA analysis

Megger transformer windings at 1000V

Run vibration analysis on motor bearings

Verify motor shaft alignment with laser tool

Lighting and Control Systems

Replace failed high-bay LED fixtures

Run 90-minute emergency lighting discharge test

Verify exit-sign battery backup

Torque-check PLC cabinet terminals

Backup Power Systems

Run generator under 30% load bank for two hours

Measure ATS transfer time

Test UPS battery runtime

Verify diesel fuel level and quality

Closeout and CMMS Update

Open NCR for thermal hot connections

Open NCR for transformer insulation failure

Schedule service call for the generator

Update CMMS with PM completion

Remove LOTO and brief next shift

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Equipment Maintenance Checklist

HVAC Systems

Inspect and replace return-air filters

Check rooftop unit for refrigerant leaks

Calibrate the sales-floor thermostat

Open a work order with the HVAC vendor

Electrical Systems

Inspect and test circuit breakers

Tighten visible electrical connections

Test emergency lighting and exit signs

Log failed emergency fixtures for replacement

Refrigeration Units

Clean condenser coils on reach-in cases

Inspect walk-in door gaskets and sweeps

Verify temperature logs against setpoint

Document the temperature excursion and notify the food-safety lead

Lighting Systems

Replace burnt-out lamps on the sales floor

Clean track-light and recessed fixture lenses

Verify lighting-control schedule

Life Safety Equipment

Inspect and restock the first-aid kit

Test fire alarms and sprinkler tamper switches

Verify fire extinguisher tags and gauges

Schedule the fire-protection vendor for recharge or replacement

Sign off on the monthly maintenance walk

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Equipment Maintenance Checklist

PM Setup and Lockout/Tagout

Pull the PM work order from the CMMS

Coordinate the downtime window with production

Apply lockout/tagout per the machine-specific procedure

Stage tools, spares, and SDS for chemicals used

Mechanical and Electrical Inspection

Inspect guards, interlocks, and e-stops

Inspect frame, fasteners, and weldments for wear

Check electrical terminations and grounding

Log any defects requiring corrective action

Open a corrective work order for the defect

Service and Wear-Part Replacement

Replace filters per the OEM PM schedule

Inspect and replace belts at wear limit

Lubricate per the asset lube chart

Service bearings and check for play

Record fluids, filters, and parts consumed

Functional Test and Release

Remove LOTO and restore energy

Run the dry-cycle and check for abnormal noise

Verify safety circuits and e-stop function

Run a first-piece check with production

Close the PM and release to production

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Equipment Maintenance Checklist

Pre-PM Setup and LOTO

Pull the PM work order from the CMMS

Coordinate the production downtime window

Apply LOTO per 29 CFR 1910.147

Stage required PPE and tooling

Inspection and Condition Assessment

Walk the asset for visible wear and damage

Inspect electrical panels, conduit, and cabling

Check lubrication points and fluid levels

Record vibration and temperature readings

Determine overall asset condition

Corrective Action

Open a corrective work order in the CMMS

Tag the asset out of service if unsafe

Notify the maintenance lead and production supervisor

Routine Cleaning and Lubrication

Clean external surfaces and clear chip buildup

Clear obstructions from moving parts and travel paths

Lubricate per the OEM PM schedule

Replace filters and top off fluids

Safety and Compliance Verification

Verify machine guards are intact and interlocked

Test E-stops and light curtains

Confirm SDS and HazCom postings are current

Capture maintenance tech sign-off

Return to Service and Closeout

Remove LOTO and energize the equipment

Run a function test and first piece

Close the work order in the CMMS

Hand off to production at shift change

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Facility Maintenance Checklist

Electrical Systems

Test circuit breakers and panel schedules

Inspect wiring for wear and corrosion

Verify emergency lighting and exit signs

Run the standby generator under load

Verify equipment grounding and bonding

HVAC Systems

Replace filters on AHUs and dust collectors

Inspect ductwork and insulation

Calibrate thermostats and BAS sensors

Service compressors and condenser coils

Life Safety and Compliance

Inspect fire extinguishers per NFPA 10

Test fire alarm and sprinkler systems

Open a CAR for life-safety deficiencies

Audit safety signage and SDS access

Review the site evacuation plan

Plumbing Systems

Inspect fixtures and process piping for leaks

Test backflow preventers and water pressure

Clear floor drains and roof drains

Check water heater temperature and TPR valve

Sample treated water and review SPCC

Structural Integrity

Inspect the foundation and slab

Check walls and ceiling for water intrusion

Verify doors, dock seals, and overhead doors

Conduct a roof inspection

Inspect floors, racking, and guarding

Sign off and file the facility report

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Hotel Maintenance Checklist

Pre-Walk Setup

Pull the OOO and OOS list from the PMS

Confirm room numbers on today's PM rotation

Record the inspecting technician

Coordinate access with housekeeping supervisor

Guest Room Inspection

Test the electronic door lock and deadbolt

Inspect windows, screens, and balcony doors

Test the smoke and CO detector

Cycle the PTAC unit through heat and cool

Test all outlets, switches, and lamp sockets

Inspect casegoods, headboard, and seating

Bathroom Inspection

Run hot water at sink, tub, and shower

Check toilet seal, fill valve, and flush

Inspect tile, grout, and caulking

Test the bathroom exhaust fan

Document any plumbing or moisture defects

In-Room Kitchen and Wet Bar

Verify mini-fridge holds 38-40°F

Test microwave, coffee maker, and kettle

Inspect counters, cabinets, and drawer pulls

Run the wet-bar sink and check the trap

Public Area Walk

Test corridor and stairwell emergency lighting

Inspect carpet, transitions, and elevator tracks

Walk the pool deck and verify chemistry log

Inspect fitness center equipment

Check fire extinguishers and exit signage

Work Order Submission and Sign-Off

Determine if any room must be set OOO

Update OOO status in the PMS

File work orders in the CMMS

Chief engineer signs off on the run

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Hotel Property Safety and Housekeeping Inspection

Guest Floors and Public Areas

Walk lobby, elevator landings, and corridors

Confirm wet floor signs during cleaning

Check carpet seams and transition strips

Photograph floor defects for HotSOS

BOH Corridors and Stairwells

Walk service corridors for blocked egress

Check stairwell lighting and exit signs

Verify anti-slip treads on BOH stairs

Confirm convex mirrors at kitchen blind corners

Spill Response and Wet Areas

Inspect spill kits at bar, laundry, and chem storage

Verify the SDS binder is current and accessible

Check pool chemical containment berms

Inspect kitchen and laundry floor drains

Kitchen and Laundry Equipment

Inspect fryer and exhaust hood for grease

Check ice machine for biofilm and scale

Verify dishwasher final-rinse temperature log

Confirm walk-in cooler and freezer gaskets

Waste and Linen Disposal

Check soiled-linen chutes and laundry hampers

Verify sharps and biohazard containers

Inspect grease trap and pickup log

Storage Rooms and Receiving

Inspect linen and amenity par stock

Verify chemical storage segregation per SDS

Confirm FIFO rotation on dry-goods shelving

Fire and Life Safety

Verify monthly fire extinguisher inspection tags

Check sprinkler head clearance

Inspect oily rag cans in engineering shop

Confirm emergency exit doors swing freely

Findings and Manager Sign-Off

Submit findings summary and GM sign-off

Open work order for failed walk-in equipment

Schedule extinguisher recharge with vendor

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HVAC Maintenance Checklist

Pre-PM Setup and Lockout/Tagout

Pull the CMMS work order and unit history

Apply LOTO per the unit-specific procedure

Stage filters, belts, and gauge manifold

Air Handling Unit Service

Replace return-air filters to MERV spec

Clean the blower wheel and housing

Check belt tension and sheave alignment

Torque electrical lugs and inspect the contactor

Test the thermostat and BAS control response

Refrigerant Circuit Service

Inspect refrigerant lines for oil traces

Record suction and discharge pressures

Confirm whether a refrigerant leak was found

Log refrigerant recovery and repair plan

Wash condenser and evaporator coils

Verify TXV superheat within spec

Ventilation and Ductwork

Inspect duct seams and external insulation

Clean supply diffusers and return grilles

Cycle fire and balancing dampers

Verify airflow against design CFM

Heating System Check

Inspect the heat exchanger for cracks

Red-tag the unit and notify the maintenance lead

Test ignition sequence and flame signal

Run combustion analysis and verify CO/CO2

Closeout and Documentation

Remove LOTO and verify safe restart

Close the work order with technician sign-off

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Machine Maintenance Checklist

LOTO and Safety Setup

Notify the operator and shift lead

Apply lockout/tagout per machine procedure

Verify zero energy state

Don required PPE for the task

Clear and barricade the work zone

Routine Inspection

Walk-around for wear, damage, and leaks

Check belts, chains, and couplings

Verify guards, interlocks, and E-stops

Record overall machine condition

Component Service

Service air and coolant filters

Inspect electrical connections in the cabinet

Lubricate bearings and ways

Check hydraulic and pneumatic pressure

Verify gauge calibration is current

Corrective Action

Open a corrective work order in the CMMS

Tag the machine with operating restrictions

Closeout and Return to Production

Reinstall guards and remove LOTO

Run a functional test and verify E-stops

Close the PM work order in the CMMS

Hand the machine back to the operator

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Monthly Maintenance Checklist

Kitchen Equipment Maintenance

Vacuum walk-in and reach-in condenser coils

Log walk-in and freezer temperatures

Calibrate ovens, flat top, and fryers

Confirm hood suppression inspection is current

Sharpen knives and inspect cutting boards

Document any equipment needing service

Submit service request to vendor

Dining Area Upkeep

Deep clean tables, banquettes, and chair legs

Inspect chairs and tables for wobble or damage

Replace burnt bulbs and dust pendant fixtures

Spot-clean carpet, runners, and floor mats

Verify HVAC vents and return filters

Safety and Compliance

Restock first aid and burn kits

Verify fire extinguisher tags and Class K placement

Confirm posted licenses and certifications are current

Schedule renewal for expiring credentials

Confirm OSHA 300A and labor posters are posted

Plumbing and Restrooms

Inspect sinks, toilets, and faucets for leaks

Test three-bay sink sanitizer concentration

Replenish restroom soap, towels, and tissue

Deep clean restroom floors, stalls, and fixtures

Snake floor drains in the kitchen and dish pit

Building Exterior and Entrance

Wash front windows, doors, and entry glass

Inspect exterior signage and lighting at dusk

Pressure-wash sidewalks and patio

Clear debris from parking lot and dumpster pad

Confirm grease trap pump-out is scheduled

Pest Control

Walk dry storage and walk-in for pest evidence

Call licensed pest operator for treatment

Sanitize dry storage and rotate stock FIFO

File the monthly PCO service report

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Plumbing Maintenance Checklist

General Plumbing Inspection

Inspect exposed pipes for leaks and corrosion

Test the main shutoff valve operation

Log inspection findings and photos

Bathroom Plumbing

Test sink, shower, and tub faucets

Inspect toilet base, tank, and fill valve

Check fixtures for water damage or mold

Kitchen Plumbing

Test sink faucet and supply lines

Run the garbage disposal under load

Verify dishwasher supply and drain connections

Water Heater Maintenance

Verify thermostat is set to 120°F

Test the T&P relief valve

Drain sediment from the tank

Outdoor Plumbing

Inspect hose bibs and freeze protection

Verify drainage away from the foundation

Clear gutters, downspouts, and area drains

Sump and Ejector Pumps

Test sump pump float activation

Inspect ejector pump for clogs

Verify battery backup operation

Findings and Owner Report

Dispatch a licensed plumber for repairs

Service the sump pump

Send the maintenance report to the owner

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Preventive Maintenance Checklist

HVAC System Maintenance

Replace HVAC filters in all units

Verify thermostat setpoints and schedules

Inspect refrigerant line insulation

Clear debris around condenser pads

Plumbing System Maintenance

Inspect visible piping for leaks

Test water heater T&P relief valve

Flush sediment from water heater tanks

Test sump pump and battery backup

Electrical and Life Safety

Test smoke and CO detectors

Replace failed detectors and log certificate

Test GFCI outlets in wet areas

Verify panel labeling and 36-inch clearance

Building Exterior and Roof

Inspect roof, flashing, and shingles

Clear gutters and downspouts

Inspect siding, trim, and caulking

Check foundation for cracks and grading

Grounds and Landscaping

Trim vegetation away from structures

Inspect walkways and parking surfaces

Test irrigation zones and timers

Common Areas and Interior

Walk and document common-area condition

Test door hardware and entry locks

Inspect for pest activity

Schedule pest control vendor visit

Service fire extinguishers and exit signs

Documentation and Follow-Up

Create work orders for deficiencies

Sign off on the PM cycle

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Preventive Maintenance Checklist

Pre-PM Preparation

Pull the PM work order from the CMMS

Apply lockout/tagout per the equipment procedure

Verify zero energy state on all sources

Stage tools, gauges, and PM consumables

Mechanical Inspection

Inspect frame, guards, and interlocks

Check belt tension and chain wear

Lubricate grease fittings per PM spec

Verify torque on critical fasteners

Electrical Systems

Inspect wiring and terminations for damage

Inspect breakers, fuses, and contactors

Verify grounding continuity

Hydraulics and Pneumatics

Inspect hoses and fittings for leaks

Check hydraulic fluid level, color, and water content

Verify system pressure against the spec

Test pneumatic regulators and FRL units

Operational Testing

Remove LOTO and re-energize the equipment

Run a no-load startup cycle

Investigate and document the anomaly

Test all e-stops and safety interlocks

Closeout and CMMS Update

Record the PM result and tech sign-off

Open a corrective maintenance work order

Release equipment back to production

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Seasonal Maintenance Checklist

Pre-Visit Preparation

Pull the property file and prior PM log

Confirm vendor COIs are current

Send 24-hour entry notice to occupied units

Note the season being serviced

Exterior & Roof

Clear gutters and downspouts

Inspect roof for damage and flashing failures

Schedule roofer for flagged repairs

Walk the exterior walls and foundation

Inspect exterior paint and caulking

HVAC Service

Replace HVAC filters at every unit

Run a full HVAC service call

Test thermostat function at each unit

Inspect dryer vents and exhaust runs

Plumbing & Water Systems

Flush the water heater and check the anode

Check faucets, supply lines, and angle stops for leaks

Insulate exposed pipes for winter

Test the main shutoff valve

Landscaping & Irrigation

Trim trees and shrubs away from the structure

Mow, edge, and refresh mulch beds

Inspect the irrigation system

Schedule irrigation winterization or start-up

Life-Safety & Detector Compliance

Test smoke and CO detectors at every unit

Replace failed detectors and log unit codes

Service common-area fire extinguishers

Refresh emergency contact and after-hours info

Documentation & Owner Reporting

Compile the seasonal maintenance report

Send the capex recommendation to the owner

File records in the property folder

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Tractor and Trailer Preventive Maintenance Inspection

Unit Identification & Records

Record unit number, VIN, and plate

Capture odometer and engine hours

Confirm the annual DOT inspection sticker is current

Cab and In-Cab Systems

Verify driver credentials are in the cab

Test the low-air warning and spring brake pop-out

Check ELD function and prior HOS exceptions

Test horn, wipers, defroster, and dash warning lamps

Tractor Exterior Walkaround

Inspect headlights, marker lights, and turn signals

Measure steer tire tread depth and pressure

Check the fifth wheel lock and kingpin engagement

Inspect air lines, gladhands, and pigtail

Under the Hood

Check engine oil, coolant, and DEF levels

Inspect belts, hoses, and the cooling fan

Test battery voltage at the terminals

Review aftertreatment regen and DPF status

Brakes, Suspension, and Drivetrain

Measure brake chamber stroke against CVSA limits

Inspect brake drums, linings, and rotors

Inspect leaf springs, air bags, and shocks

Check driveline U-joints and slack adjusters

Trailer Inspection

Record trailer number and equipment type

Inspect trailer tires, rims, and mud flaps

Test trailer marker, tail, and brake lights

Inspect landing gear and trailer suspension

Verify reefer set point and fuel level

Documentation and Sign-Off

Pull the unit from service

Record defects on the DVIR

Sign off on the completed inspection

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Vehicle Repair and Maintenance Checklist

Intake and Work Order

Open the work order in Fleetio

Capture unit identifiers and odometer

Review outstanding DVIR defects

Engine and Drivetrain

Check engine oil level and condition

Inspect transmission and rear-end for leaks

Check coolant, DEF, and aftertreatment

Inspect belts, hoses, and air filter

Brakes, Tires, and Wheels

Measure brake lining and drum wear

Check brake chamber stroke and slack adjusters

Run air system leak-down test

Measure tire tread depth and pressure

Inspect wheel ends and hub seals

Steering, Suspension, and Coupling

Check steering lash and tie-rod ends

Inspect springs, U-bolts, and air bags

Inspect fifth wheel, kingpin, and locking jaws

Lubricate chassis grease points

Lights, Electrical, and In-Cab

Test all required lamps and reflectors

Inspect battery, cables, and alternator output

Verify ELD, dashboard, and gauges

Test horn, wipers, defrost, and HVAC

Trailer and Reefer

Identify trailer type

Inspect trailer brakes, axles, and ABS

Check landing gear, doors, and floor

Run reefer pre-cool and PM cycle

Inspect load-securement hardware

Safety Equipment and Documentation

Verify required emergency equipment

Confirm annual inspection decal and registration

Confirm overall PM result

Tag the unit OOS and open a follow-up work order

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