Free construction site equipment checklist

• The MapTrack construction site equipment checklist contains 46 checks across 7 sections. Sections covered: Engine & Powertrain, Undercarriage / Running Gear & Tyres, Hydraulics & Attachments, Cab & Controls, Safety Devices, Structural & Bodywork, Documentation & Compliance.
• Equipment & operator details: plant/asset ID, make/model, hour meter reading, date, operator name, licence/ticket number, site and shift.
• Engine & powertrain: oil level, coolant, hydraulic oil, fuel, air filter, belts and hoses, battery, exhaust, leaks under machine.
• Undercarriage / running gear & tyres: - track tension, sprockets, idlers (tracked plant); tyre pressure, condition, tread, wheel nuts (wheeled plant); debris build-up.

Learn more about asset tracking in MapTrack.

• Prevent serious incidents: identify failed ROPS, brake faults, hydraulic leaks or missing safety guards before the machine is in operation.
• Reduce unplanned downtime: catch minor mechanical issues early, before they cause a breakdown mid-shift or expensive repair.
• Meet WHS and project obligations: demonstrate due diligence under WHS legislation and satisfy SWMS, project specifications and client requirements.
• Confirm operator competency: verify that the operator holds a current licence or ticket appropriate for that class of equipment.
• Extend machine life: regular checks of fluid levels, undercarriage and hydraulics extend service intervals and reduce wear.
• Create an audit trail: signed records support insurance claims, incident investigations and third-party audits.
• Standardise across teams: a consistent form means no check is missed regardless of who is operating the machine that day.

• Equipment & operator details: plant/asset ID, make/model, hour meter reading, date, operator name, licence/ticket number, site and shift.
• Engine & powertrain: oil level, coolant, hydraulic oil, fuel, air filter, belts and hoses, battery, exhaust, leaks under machine.
• Undercarriage / running gear & tyres: - track tension, sprockets, idlers (tracked plant); tyre pressure, condition, tread, wheel nuts (wheeled plant); debris build-up.
• Hydraulics & attachments: hoses and fittings, cylinders, boom/arm integrity, bucket/attachment pins and teeth, quick-hitch engagement, swing/slew operation.
• Cab & controls: operator seat and seatbelt, joysticks and pedals, dashboard warning lights, windows and mirrors, cab cleanliness, cameras and proximity sensors.
• Safety devices: ROPS/FOPS, travel/reverse alarm, horn, work lights and beacon, fire extinguisher, first aid kit, emergency stop.
• Structural & bodywork: frame and chassis, access steps and handrails, engine guards and covers, counterweight.
• Documentation & compliance: plant registration, operator licence class, maintenance schedule status, site-specific requirements (drip trays, flags, beacon).
• Defects & actions log: space to record each failed item, the action taken, who it was reported to, and when it was rectified.
• Declaration & signatures: operator declaration, signature and date/time, plus supervisor/site manager acknowledgement.

1. Record the equipment and operator details at the top of the checklist - asset ID, hour meter, make/model, date, shift and operator licence number.

   Pull the details from the machine plate or your asset register. Confirm the hour meter reading matches expectations for the previous shift. Verify the operator holds a current licence or ticket for the class of plant being operated, as required under WHS Regulations 2011 for high-risk work.

2. Walk around the machine first (walkaround inspection) before entering the cab - check for leaks, damage, tyre or track condition and that all guards and covers are in place.

   Start at one corner and walk a full 360-degree loop around the machine. Look under the chassis for fresh oil, coolant or hydraulic fluid puddles. Inspect tyres for cuts, bulges and correct inflation or check tracks for tension, missing bolts and sprocket wear. Ensure all engine guards, side covers and belly plates are securely fastened.

3. Check fluid levels (oil, coolant, hydraulic fluid, fuel) before starting the engine.

   Open the engine bay and check the oil dipstick, coolant reservoir, hydraulic oil sight glass and fuel gauge while the machine is cold. Top up any fluids that are below the minimum mark using the correct specification oil or coolant. Record fluid levels on the checklist so maintenance can track consumption trends across shifts.

4. Start the engine and check for warning lights, unusual noise or smoke. Test controls, horn, reverse alarm, lights and safety devices from the cab.

   Allow the engine to idle for 30 seconds and scan the dashboard for warning lights or fault codes. Listen for abnormal knocking, rattling or exhaust smoke colour changes. Test each joystick and pedal for smooth response. Sound the horn, confirm the reverse alarm activates when selecting reverse, and check that headlights, work lights and the rotating beacon are all operational.

5. Mark each item Pass or Fail (add N/A where not applicable). Record notes for any failed item.

   Work through the checklist section by section, marking Pass, Fail or N/A for every line item. For any failed item, write a clear description of the fault in the notes column, including the location on the machine and the severity. Use N/A only for items that genuinely do not apply to the machine type being inspected.

6. If any item fails, do not operate the machine until the defect is rectified or a formal risk assessment has been completed and approved. Report the defect to your supervisor immediately and complete the defects log.

   Tag or lock out the machine if the defect poses a safety risk, such as a failed brake, inoperative ROPS or a hydraulic leak near hot surfaces. Notify your supervisor or site manager verbally and in writing. Record the defect in the defects log with the item number, description, who was notified and the time. The machine must not return to service until a competent person has confirmed the repair.

7. Sign and date the checklist. Keep the form for site records or save as PDF.

   Print your name, sign and record the date and time alongside your signature. If your site requires supervisor acknowledgement, have the supervisor countersign before filing. Retain the completed form with your site records for a minimum of two years, or longer if required by your company policy, client contract or WHS Regulations. In MapTrack, completed checklists are saved digitally against the asset record for instant retrieval.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• Work Health and Safety Regulations 2011 - Chapter 5 Part 5.1 (construction work), Regulation 213 (general construction induction), Regulation 235 (plant and equipment management on construction sites)
• Safe Work Australia Code of Practice for Construction Work - Section 3.3 (managing risks with plant on construction sites), Section 4.4 (mobile plant)
• AS 3012:2019 - Electrical installations on construction and demolition sites (Clause 2.5 portable equipment, Clause 2.7 testing requirements)

• Model Codes of Practice (Safe Work Australia)
• Model WHS Regulations (Safe Work Australia)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

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