Free equipment maintenance log

What is a equipment maintenance log?

An equipment maintenance log is a register-style document used to record every maintenance activity performed on a piece of equipment or plant over its lifetime. Each entry documents when the work was done, what was checked or replaced, who performed the service, what parts and materials were used, the cost, and when the next service is due. The completed log provides a full service history for the asset, supporting maintenance planning, cost analysis, warranty claims and compliance audits.

Maintaining accurate equipment logs is a fundamental requirement under the WHS Regulations 2011, which require that plant is maintained in accordance with the manufacturer recommendations and that records of maintenance are kept for the life of the equipment. A well-maintained log also supports insurance claims, warranty disputes and total cost of ownership calculations that inform repair-versus-replace decisions. For organisations managing fleets of vehicles, heavy equipment or facility plant, the maintenance log is the single most important document for demonstrating duty of care during WHS inspections, responding to insurer queries after an incident and defending equipment condition claims during disposal or trade-in. Organisations that maintain complete, consistent logs across their asset base gain visibility into fleet-wide maintenance costs, identify poorly performing units earlier and make better informed decisions about repair timing, component standardisation and replacement planning.

Learn more about maintenance and work orders in MapTrack.

Benefits of digitising forms in MapTrack

When you move your log / registers from paper to MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Automatically get alerts when faults are identified.
• Link every form digitally as a PDF to the relevant asset, location or person.
• Receive a digital PDF copy with every submission to your email.
• Ability to share forms digitally.
• 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.
• Restrict permissions (who can view, complete or approve).
• Build forms with AI (describe what you need and MapTrack suggests the form).
• Trigger work orders automatically when a fault is logged during an inspection.
• Track service intervals by hours, kilometres or calendar date in one place.
• Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles log / registers.

What to include in a equipment maintenance log

This equipment maintenance log covers 11 key areas:

• Asset details: name, ID, serial number, location, department.
• Service date and type: preventive, corrective or emergency.
• Description of work performed: clear, factual summary of what was inspected, repaired, adjusted or replaced, including component names and measurements.
• Parts replaced: description, part number, quantity.
• Fluids and consumables used: oil type and volume, grease points serviced, filters replaced, coolant and other fluids topped up or changed.
• Technician name and company: who performed the work, their qualifications and whether internal or outsourced.
• Labour hours: start and finish time, total hours, and hourly rate if tracking cost per asset.
• Total cost: parts + labour.
• Next service due: date and/or meter reading.
• Notes and recommendations: observations on component wear, upcoming replacements, suggested improvements or follow-up actions for the next service interval.
• Sign-off: technician and supervisor.

How often should you complete this log / register?

Update the equipment maintenance log after every service event. For most plant and equipment, this includes daily pre-start checks (recorded separately), scheduled preventive maintenance (weekly, monthly, quarterly or as per manufacturer intervals), corrective maintenance (breakdown repairs) and annual inspections. Every entry should be recorded promptly, ideally on the same day the work is performed, to ensure accuracy and avoid gaps in the maintenance history. Consistent logging is especially important for compliance, as the WHS Regulations 2011 require documented evidence that plant is maintained in a safe condition. Auditors and insurers expect a continuous, chronological record without unexplained gaps. In MapTrack, maintenance events are logged automatically when work orders are completed, building the maintenance history in real time and eliminating the risk of missing entries across large fleets.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• WHS Act 2011
• WHS Regulations 2011 Chapter 5
• ISO 55001 (Asset Management)
• Safe Work Australia Code of Practice: Managing Risks of Plant

Related resources

More maintenance templates and guides:

• Preventive maintenance checklist
• Work order / job card template
• Vehicle maintenance log
• Heavy equipment maintenance checklist
• Maintenance management (MapTrack)
• Service history
• Field service report template