Predictive Maintenance Checklist Template | Free Download

Predictive maintenance checklist

About the Predictive maintenance checklist

Predictive maintenance is critical for minimizing equipment failures and keeping operations smooth. This predictive maintenance checklist helps you standardize inspections and flag issues early so your machines can run properly, with no snags. It offers a structured approach to routine checks, from visual inspections and lubrication to electrical readings and diagnostic data.

Why you should use the predictive maintenance checklist

The predictive maintenance checklist aids you in conducting proactive problem-solving. Instead of waiting for equipment to fail, you have a tool that makes your inspections focused and repeatable so you don’t miss any steps during a routine check.

Using this template saves you time on reporting and keeps your maintenance team aligned, especially when you’re managing multiple machines or sites. You can quickly spot patterns, track anomalies, and assign follow-ups without sifting through disorganized notes or spreadsheets.

You also gain a reliable record of what was checked, when, and by whom. This supports audits, safety compliance, and internal accountability. With this predictive maintenance checklist, you can improve equipment reliability, reduce downtime, and stay ahead of costly repairs.

Key elements of the predictive maintenance checklist

Predictive maintenance is about spotting small shifts in performance that signal bigger issues down the line. Here are the essential elements that make the template effective and practical:

Visual inspections: You catch early signs of wear, damage, or irregularities that might not trigger alarms but still need attention. This includes checking for leaks, misalignments, or changes in surface condition.
Lubrication checks: Proper lubrication helps keep equipment in good condition. This section ensures your team is using the right type and quantity at the right intervals, which is critical for reducing friction and avoiding part failure.
Electrical system review: You monitor key indicators like voltage, amperage, and the condition of connectors to detect issues that could cause costly power failures or damage to components.
Mechanical integrity: This covers fasteners, moving parts, bearings, and gears. You assess whether components are stable, within tolerances, and operating quietly.
Monitoring and diagnostics: This section adds depth to the inspection by supporting data-driven maintenance decisions. It’s a systematic way to log sensor data and track trends.
Documentation and follow-up: You create a reliable paper trail for audits and internal reviews. Plus, it keeps tasks actionable with assigned responsibilities and timelines.

Make inspections consistent and actionable

Start building more effective maintenance routines with a checklist that’s built for real-world use. Assign responsibilities, capture detailed findings, and flag issues before they turn into expensive downtime. Whether you’re overseeing a single site or coordinating multiple teams, this template gives you a clear structure to work from.

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Preview of the template

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Equipment Inspection

Is the equipment visually inspected for any signs of wear or damage?

Are all guards, shields and safety devices in place and functioning properly?

Are there any unusual noises, vibrations or smells coming from the equipment?

Is the equipment's surface temperature within normal operating range?

Lubrication

Is the correct type and amount of lubricant being used?

Is the lubrication schedule being followed?

Are there any signs of leakage or contamination in the lubrication system?

Electrical Systems

Are all electrical connections tight and free of corrosion?

Is the equipment's voltage, amperage and power factor within normal operating range?

Are all protective devices (fuses, circuit breakers, etc.) functioning properly?

Mechanical Systems

Are all mechanical fasteners (bolts, nuts, etc.) tight and secure?

Are all moving parts free of excessive wear or play?

Are all bearings, gears and other components operating smoothly and quietly?

Monitoring and Diagnostics

Are all monitoring and diagnostic devices (sensors, gauges, etc.) functioning properly?

Are the monitored parameters (temperature, pressure, vibration, etc.) within normal operating range?

Have any trends or anomalies been identified that require further investigation?

Maintenance Records

Are all maintenance activities, repairs and replacements properly documented?

Are the maintenance records regularly reviewed and analyzed for trends?

Are the maintenance schedules and procedures up-to-date and effective?

Frequently asked questions

What types of data are most useful for predictive maintenance?

Sensor data like temperature, vibration, pressure, and runtime hours are the most useful for identifying wear patterns and failure trends. For example, a slight increase in motor vibration might signal bearing issues long before failure. Combining this with historical maintenance records allows for smarter, more targeted interventions.

What’s the difference between preventive and predictive maintenance?

Preventive maintenance follows a fixed schedule, such as changing oil every 3 months—, regardless of actual equipment condition. On the other hand, predictive maintenance relies on real-time data and performance indicators to decide when maintenance is needed. This approach helps reduce unnecessary work and targets issues before they cause downtime.

How do I decide which equipment to monitor with predictive maintenance?

Start with high-value or critical equipment where failure would cause significant downtime or safety risks. Consider machines with a history of frequent issues or those that are expensive to repair. Systems with available performance data (like pumps, HVAC units, or motors) are ideal for predictive strategies.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.