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Free equipment breakdown report

Free equipment breakdown report (PDF). Record the failure: downtime window, symptoms, root cause, repair, parts and cost. Download free.

Updated 4 June 2026

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 4 June 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

An equipment breakdown report records one unplanned failure after the repair: the asset, downtime window, symptoms, findings, root cause, repair, parts, labour and total cost. Maintenance supervisors complete one for every breakdown, with no fixed schedule. Regulation 213 of the model WHS Regulations requires plant maintenance by a competent person; regulations 226 and 237 set record duties for particular plant, and other record duties can apply.

Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack equipment breakdown report has 4 columns and room for 7 entries. Columns: Part no., Description / labour, Qty / hrs, Cost (AUD).
  • An equipment breakdown report documents one unplanned failure after the event: the downtime window, what failed, the root cause and the repair done.
  • Record the time stopped and the time returned to service so downtime hours, lost production and the true cost of the breakdown are captured.
  • It is the post-failure record, not the operator defect raise; one breakdown report should feed a formal root cause analysis where the failure repeats.
  • WHS Regulations 2011 require records of plant maintenance; a completed breakdown report is the evidence that the failure was investigated and rectified.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is an equipment breakdown report?

An equipment breakdown report is a document used to record a single unplanned equipment failure after it has happened, from the moment the asset stopped to the moment it was returned to service. For each breakdown it captures the asset details, the downtime window, the symptoms reported, the findings on inspection, the root cause, the repair carried out, the parts and labour consumed and the total cost. Unlike an operator fault report, which raises a defect at the point it is first noticed, a breakdown report is completed once the job is closed and tells the full story of the failure and its impact.

Maintenance supervisors, reliability engineers and workshop teams use the breakdown report across mining, construction, manufacturing and facilities to learn from failures rather than just fix them. Without a consistent record, the same machine fails the same way and nobody connects the dots, so downtime and parts spend creep up unnoticed. In MapTrack, each breakdown is logged against the asset alongside its work orders, meter readings and service history, so repeat failures and their cost surface in reporting instead of living in a drawer. The plant maintenance duties in the WHS Regulations 2011 (with mandatory records for registered and presence-sensing plant), and the failure data that ISO 55001 expects an asset management system to capture, both rely on this kind of closed-out report.

Learn more about maintenance and work orders in MapTrack.

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Benefits of using this equipment breakdown report

  • Honest downtime data: recording the time stopped and time restored gives the real downtime hours behind every unplanned failure.
  • Root cause focus: a dedicated findings and cause section pushes the team past the symptom to why the equipment actually failed.
  • Repeat-failure visibility: consistent breakdown records expose the same machine failing the same way so it can be fixed for good.
  • True cost of failure: parts, labour and lost-production fields turn a breakdown into a dollar figure that justifies preventive work.
  • RCA trigger: a completed report flags which failures are serious or frequent enough to warrant a formal root cause analysis.
  • Maintenance evidence: a signed breakdown record demonstrates to auditors and regulators that plant failures were investigated and rectified.
  • Better planning: failure modes captured over time feed the preventive schedule, critical spares list and replacement decisions.

Benefits of digitising forms in MapTrack

When you move your reports from paper to MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

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Steve McAllister

Asset Coordinator, Saunders International

What to include in an equipment breakdown report

This equipment breakdown report covers 11 key areas:

  • Report details: asset ID, description, make and model, location, reported by and report date.
  • Breakdown window: date and time the equipment stopped, and the date and time it was returned to service.
  • Downtime: total hours out of service, and whether the failure stopped production or a downstream task.
  • Symptoms reported: what the operator or process saw, heard or measured before and when the equipment failed.
  • Findings on inspection: the condition found by the technician once the machine was opened up or tested.
  • Root cause: the underlying reason the failure occurred, not just the part that broke.
  • Repair carried out: the work done to restore the equipment, including any temporary fix versus permanent repair.
  • Parts used: part numbers, descriptions and quantities consumed in the repair.
  • Labour and cost: technician hours, parts cost and any external or hire cost, with a total cost of the breakdown.
  • Prevention and follow-up: actions to stop a recurrence and whether a formal root cause analysis is required.
  • Sign-off: technician who completed the repair and supervisor who verified return to service.

How to use this equipment breakdown report

  1. Record the asset and the breakdown window as soon as the equipment goes down.: Capture the asset ID, make, model and location, then log the exact date and time the equipment stopped. Recording the stop time straight away is what makes the downtime figure accurate later, because times reconstructed from memory at the end of the job are rarely reliable.
  2. Capture the symptoms and what was happening when the failure occurred.: Note what the operator or process observed before and at the point of failure: abnormal noise, vibration, smoke, alarms, error codes, loss of power or pressure. Record the load and conditions at the time, because the operating context often points the investigation toward the real cause.
  3. Inspect the equipment and record the findings, then determine the root cause.: Document the condition found on inspection, the component that failed and why it failed, distinguishing the immediate part from the underlying cause such as wear, contamination, overload, missed servicing or installation error. Stopping at the broken part guarantees the failure returns.
  4. Record the repair, the parts used and the time the equipment returned to service.: Describe the work carried out and whether it is a permanent repair or a temporary fix pending a proper one. List every part number and quantity consumed, then log the date and time the equipment was handed back so the full downtime window is closed off accurately.
  5. Calculate the cost and total downtime of the breakdown.: Add the technician labour hours, parts cost and any external repair or equipment hire cost to reach a total cost of the failure. Combine the stop and restart times into total downtime hours, and note any lost production so the breakdown can be ranked against others by impact.
  6. Decide on prevention actions and whether a formal root cause analysis is needed.: Record the actions that will stop the failure recurring, such as a schedule change, a spare held in stock or an operator briefing. Flag serious, costly or repeat failures for a structured root cause analysis, then have the technician and supervisor sign the report to confirm return to service.

In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this report?

Complete a breakdown report every time an asset suffers an unplanned failure that stops it from running, however quickly the repair is done. There is no fixed schedule; the trigger is the event itself. Review the reports as a set monthly to spot equipment that fails repeatedly and to total the downtime and cost of unplanned failures against your preventive work. In MapTrack, each breakdown is logged against the asset alongside its work orders and meter history, so repeat failures and their cost surface automatically rather than waiting for a manual review.

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Frequently asked questions

An equipment breakdown report is a record of a single unplanned equipment failure, completed after the repair is finished. It captures the asset details, the downtime window, the symptoms, the findings on inspection, the root cause, the repair carried out, the parts and labour used and the total cost. It tells the full story of the failure and its impact, so the team can learn from it rather than simply fix the machine and move on.

An equipment fault report is raised by an operator at the moment a fault is first noticed; it describes the symptom, rates severity and hands the job to maintenance. A breakdown report is completed at the other end, once the failure has been investigated and repaired, and records the downtime, root cause, repair, parts and cost of the event. The fault report starts the work; the breakdown report closes it out and captures what was learned.

There is no law that names a breakdown report, but the WHS Regulations 2011, Chapter 5, require the person with management or control of plant to have it maintained (regulation 213), and records are mandatory for registered plant (regulation 237) and plant with presence-sensing safeguarding (regulation 226). A completed breakdown report is the practical evidence that an unplanned failure was investigated and rectified. Where the failure created a safety risk, that record also supports your duty of care under the WHS Act 2011 and any later incident review.

Not every breakdown needs a formal investigation. Use a root cause analysis when the failure was serious, costly, caused a safety incident, or has happened more than once on the same asset or failure mode. The breakdown report is the screening tool: if its cost, downtime and repeat-failure fields show the event is significant, escalate it to a structured root cause analysis. Minor one-off failures can be closed on the breakdown report alone.

Yes. Download and use this equipment breakdown report template for free: it downloads as a PDF you can print to complete by hand. No account is required. If you would rather log breakdowns against each asset, with downtime, cost and repeat-failure trends surfacing automatically alongside work orders and service history, MapTrack can do that. Book a demo to see how it works.

Applicable regulatory standards

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

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Sets the plant maintenance duty; regulations 226 and 237 set records for particular plant. Check other equipment and local record duties.

    • reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
    • reg 237: Records of tests, inspections, maintenance and alterations must be kept for plant required to be registered.
    • reg 226: Records of tests, inspections and maintenance must be kept for plant with a presence-sensing safeguarding system.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Petroleum, petrochemical and natural gas industries - Collection and exchange of reliability and maintenance data for equipment

    Edition: ISO 14224:2016 (Edition 3, confirmed at review)

    Reference structure for failure and maintenance data; its title scopes it to petroleum, petrochemical and natural gas industries.

    International Organization for Standardization (ISO)Sold by the publisher

  • Asset management - Asset management system - Requirements

    Edition: ISO 55001:2024 (Edition 2)

    Asks for the asset data and information that decisions rely on, which failure records supply.

    • 7.6: Data and information about assets needed to support asset management decisions.

    International Organization for Standardization (ISO)Sold by the publisher

  • Model Code of Practice: Managing risks of plant in the workplace

    Edition: November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024)

    Guidance on maintenance and repair of plant by competent people, following manufacturer instructions.

    • Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.

    Safe Work Australia

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

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Equipment breakdown report preview

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The numbers behind this equipment breakdown report

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

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Run an industry blog, trade association site, or training resource? Drop a preview of this free equipment breakdown report straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Equipment breakdown report</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Report details: asset ID, description, make and model, location, reported by and report date.</li>
    <li style="margin:4px 0;">Breakdown window: date and time the equipment stopped, and the date and time it was returned to service.</li>
    <li style="margin:4px 0;">Downtime: total hours out of service, and whether the failure stopped production or a downstream task.</li>
    <li style="margin:4px 0;">Symptoms reported: what the operator or process saw, heard or measured before and when the equipment failed.</li>
    <li style="margin:4px 0;">Findings on inspection: the condition found by the technician once the machine was opened up or tested.</li>
    <li style="margin:4px 0;">Root cause: the underlying reason the failure occurred, not just the part that broke.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/equipment-breakdown-report" style="color:#071D49;font-weight:600;text-decoration:none;">Equipment breakdown report</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

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The MapTrack equipment breakdown report has 4 columns and room for 7 entries.

Short attribution
MapTrack Equipment breakdown report, https://www.maptrack.com/templates/equipment-breakdown-report
Reference list
MapTrack. (2026). Equipment breakdown report [Checklist template]. Retrieved from https://www.maptrack.com/templates/equipment-breakdown-report

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/equipment-breakdown-report.

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