Skip to main content
MapTrack
Book a demo
Skip to download form

Free equipment maintenance log

Free equipment maintenance log template as PDF or Excel (XLSX). Track service dates, work done, parts, costs and next service due per machine.

Two ways to use it

Use in MapTrack →

Download the free PDF

PDFXLSX

Use it digitally instead

Unlimited users

These same 8 columns, already built.

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews
  • Scan the asset’s QR tag with any phone
  • Submitted forms can trigger alerts
  • Photos on fails, audit-ready records
  • Export responses, PDF reports with your logo

Free trial. No credit card needed.

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

Updated 26 Oct 2026

Equipment Maintenance Log

Your logo here
0 of 5 rows started

Ongoing maintenance register: record all service, repair and emergency work

#DateTypeWork PerformedParts ReplacedTechnicianHrsCost ($)Next Due
e.g.12/03/2024Plant----145,00010/09/2026
1
2
3
4
5

The PDF includes all 21 numbered rows, ready to print or fill on screen.

Reviewed By

Signature

Print name

Date

How to use: download the PDF, print or complete digitally on any device.

  • PDF format, ready to print or fill on screen
  • Use as-is or customise to suit your operation
  • Go digital in MapTrack for photos, reminders and audit trails

Download formats

Don't just download it - use it live. Start a free workspace with this equipment maintenance log already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 26 October 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

An equipment maintenance log records every service on one item of equipment or plant: date, service type, work done, parts and fluids used, technician, labour hours, cost and next service due. Technicians add an entry after each service, ideally the same day. Regulation 213 of the model WHS Regulations requires plant maintenance by a competent person, and regulation 237 requires maintenance records for registered plant.

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 maintenance log has 8 columns and room for 21 entries. Columns: Date, Type, Work Performed, Parts Replaced, Technician, Hrs, Cost ($), Next Due.
  • Regulation 213 of the model WHS Regulations: follow the manufacturer's recommendations, otherwise a competent person's; annual inspection applies only where neither is reasonably practicable.
  • Records are required for registered plant (regulation 237) and plant with presence-sensing safeguarding (regulation 226). For other plant, the log is good practice.
  • Record the technician's full name and role on every entry, not initials, so the competent person behind each service can be identified.
  • Log the next service due date and its basis, the manufacturer's interval or a competent person's recommendation, at every entry.

Enter your email below to download this equipment maintenance log as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is an 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 supports the WHS Regulations 2011, which require plant to be maintained in accordance with the manufacturer recommendations (regulation 213). Maintenance records are mandatory for registered plant (regulation 237) and plant with presence-sensing safeguarding (regulation 226), and the plant Code calls them good practice for other plant. 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.

Get the free template

Enter your email above to download the full equipment maintenance log as a PDF.

Download free PDF

Benefits of using this equipment maintenance log

  • Maintenance history: a complete record of every service event, what was done, and what parts and materials were used.
  • Cost tracking: parts, labour and consumable costs per asset over time, supporting total cost of ownership analysis.
  • Compliance evidence: documented proof of scheduled maintenance for audits and insurers.
  • Warranty protection: demonstrate maintenance was performed on time to manufacturer specifications.
  • Fleet and asset planning: identify recurring issues, forecast replacement dates and plan budgets.
  • Knowledge retention: maintenance history stays with the asset, not in someone's memory.

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.
  • 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.

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

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

1-2 days/week saved

“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in an 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 to use this equipment maintenance log

  1. Enter asset details at the top of the log - name, ID, serial number, location and department.: Use a consistent asset identification system such as a fleet number or barcode ID. Include the manufacturer, model, year of manufacture and purchase date. This header should only need to be completed once per log.
  2. Record the service date and type of maintenance (preventive, corrective or emergency).: Use the standard classifications: preventive (scheduled), corrective (planned repair of a known defect) or emergency (unplanned breakdown). Record the current hour meter or odometer reading alongside the date for assets with usage-based intervals.
  3. Describe the work performed in detail, including what was inspected, repaired, adjusted or replaced.: Write a clear, factual description of actions taken, such as "replaced hydraulic return filter, drained and refilled hydraulic oil (45 litres ISO VG 46)". Avoid vague entries like "serviced" or "checked". Detail supports future troubleshooting and warranty claims.
  4. List all parts and materials used - description, part number and quantity.: Record the exact part number, manufacturer, quantity and unit cost. This data feeds into spare parts forecasting and reorder triggers. Include consumables such as oil, grease, filters and sealants.
  5. Record labour hours and cost (parts + labour) for the service event.: Capture the technician name, company (if outsourced), start and finish times, and total labour cost. This enables accurate cost-per-asset and cost-per-hour tracking over the equipment lifetime.
  6. Set the next service due date based on the manufacturer's recommended interval or your organisation's maintenance schedule.: Calculate the next service date by adding the interval (hours, kilometres or calendar months) to the current reading. Record both the due date and the due meter reading where applicable. Flag the entry in your CMMS or calendar for automatic reminders.

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.

Get the free templateEnter your email above to download the full equipment maintenance log as a PDF.Back to download form

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.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

Frequently asked questions

An equipment maintenance log should record the asset name and ID, service date, type of service (preventive, corrective, emergency), work performed, parts replaced, fluids and consumables used, technician name, labour hours, total cost, and the next service due date and interval. This creates a complete maintenance history for each piece of equipment.

The WHS Regulations 2011 (Chapter 5) require persons with management or control of plant to ensure it is maintained in accordance with the manufacturer recommendations, and require maintenance records for registered plant and plant with presence-sensing safeguarding (regulations 237 and 226). While the regulations do not prescribe a specific log format, a maintenance log that records dates, work performed, parts used and next service due dates satisfies this documentation requirement. Insurance policies and audit frameworks also commonly require maintenance records.

Equipment maintenance records should be retained for the life of the asset as a minimum. For registered plant, regulation 237 requires records of tests, inspections and maintenance to be kept for the period the plant is used or until the person relinquishes control of it. For practical purposes, retaining records for the full ownership period plus 7 years covers most legal, insurance and warranty requirements. Digital records in a CMMS or asset management system are the most practical approach for long-term retention.

A work order is a single instruction to perform a specific maintenance task, issued in advance and closed on completion. A maintenance log is a cumulative register that records every completed service event over the life of the asset. Work orders feed into the maintenance log. Together, they form the complete maintenance management system for each asset. In MapTrack, completed work orders automatically populate the asset maintenance history.

Yes. Keep one log per machine and it becomes your tracker: every service entry records the date, work performed, parts, costs and the next service due, so you can see at a glance when each unit was last serviced and what is coming up. For a fleet of equipment across sites, MapTrack turns the same fields into automatic service tracking with due-date alerts.

A maintenance register (or asset register) is the master list of plant and equipment: one row per asset with its ID, location and key details. A maintenance log is the running service history for each of those assets: every inspection, repair and part replaced over time. You need both. Start with a register of what you own, then keep a log like this one per asset.

Yes. Download and use the equipment maintenance log for free. It downloads as a ready-to-print PDF log sheet. No MapTrack account is required. For teams that want to go digital, MapTrack automatically builds a complete maintenance history for every asset, with work orders, parts tracking, cost analysis split into labour, parts and external costs, and scheduled service reminders. Book a demo to see how it works for your fleet or equipment.

A competent person. WHS Regulation 213, as set out in Safe Work Australia's plant code of practice (November 2024), requires the person with management or control of plant to ensure maintenance, inspection and any necessary testing is carried out by a competent person, following the manufacturer's recommendations where they exist, otherwise a competent person's recommendations, and for inspection, where neither is practicable, annually. The log's signature column is where that competence is evidenced, so record the person's name and role against each entry rather than initials, and note the basis for the schedule, manufacturer or competent person, at the top of the log.

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 maintenance by a competent person, and the records required for presence-sensing safeguarding and registered plant.

    • 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 226: Records of tests, inspections and maintenance must be kept for plant with a presence-sensing safeguarding system.
    • reg 237: Records of tests, inspections, maintenance and alterations must be kept for plant required to be registered.

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

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

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

    Model Code guidance on maintaining plant and keeping records.

    • Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
    • Section 6: Record keeping for plant: the records required for registered plant and plant with presence-sensing safeguarding.

    Safe Work Australia

  • Model Work Health and Safety Act (Model Work Health and Safety Bill)

    Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)

    The primary duty of care, and the duty of those managing plant to keep it without risks so far as is reasonably practicable.

    • s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
    • s 21: The person managing or controlling fixtures, fittings or plant at a workplace must ensure, so far as reasonably practicable, they are without risks to health and safety.

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

  • Asset management - Asset management system - Requirements

    Edition: ISO 55001:2024 (Edition 2)

    Covers documented information in an asset management system, which a maintenance history forms part of.

    • 7.5: Documented information required by the asset management system, and its control.

    International Organization for Standardization (ISO)Sold by the publisher

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

Check the current source

Equipment maintenance log preview

Equipment maintenance log template preview showing fields and layout

The numbers behind this equipment maintenance log

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.

Get the free template

Enter your email above to download the full equipment maintenance log as a PDF.

Download free PDF

Embed this free template on your website

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

<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <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 maintenance log</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Asset details: name, ID, serial number, location, department.</li>
    <li style="margin:4px 0;">Service date and type: preventive, corrective or emergency.</li>
    <li style="margin:4px 0;">Description of work performed: clear, factual summary of what was inspected, repaired, adjusted or replaced, including component names and measurements.</li>
    <li style="margin:4px 0;">Parts replaced: description, part number, quantity.</li>
    <li style="margin:4px 0;">Fluids and consumables used: oil type and volume, grease points serviced, filters replaced, coolant and other fluids topped up or changed.</li>
    <li style="margin:4px 0;">Technician name and company: who performed the work, their qualifications and whether internal or outsourced.</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-maintenance-log" style="color:#071D49;font-weight:600;text-decoration:none;">Equipment maintenance log</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.

Cite this template

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack equipment maintenance log has 8 columns and room for 21 entries.

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

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-maintenance-log.

Need to schedule and track maintenance digitally, by date or meter reading?

Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.

Start free trialBook a demo

Maintenance and work orders · All templates · Pricing · Book a demo