Free exhaust fan inspection checklist
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Last updated: 2026-04-24 · MapTrack
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What is an exhaust fan inspection checklist?
An exhaust fan inspection checklist is a structured form used to verify that exhaust fans are operating safely and effectively. MapTrack users digitise this checklist to log inspections against each fan asset and trigger follow-up work orders automatically. The inspection covers motor condition belt tension and alignment bearings guards ductwork connections and measured airflow performance.
Exhaust fans are critical safety assets in Australian commercial and industrial buildings. They remove heat fumes dust and airborne contaminants from kitchens plant rooms car parks laboratories and manufacturing areas. A failed exhaust fan can create immediate health and safety risks including hazardous atmosphere buildup.
Benefits
- Consistency: every fan receives the same inspection regardless of location or technician
- Compliance: documented inspections demonstrate the PCBU has met their WHS duty of care for ventilation systems
- Early fault detection: catching bearing wear belt glazing or motor overheating before failure prevents unplanned downtime
- Occupant safety: confirming exhaust airflow meets design specification protects building occupants from hazardous atmospheres
- Accountability: signed inspection records create a clear trail of who checked each fan and when
- Audit readiness: complete inspection history supports BCA compliance audits and insurer inspections
Benefits of digitising forms in MapTrack
When you digitise exhaust fan checklists in 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).
- Log refrigerant charge weights and leak-check results against each unit.
- Schedule seasonal changeover inspections tied to heating and cooling cycles.
- Track filter, belt and coil replacement intervals per system.
Book a demo to see digital inspections and forms in MapTrack.
Run digital exhaust fan inspections on mobile
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What to include in an exhaust fan inspection
- Motor condition: check for excessive heat vibration unusual noise and secure mounting bolts
- Bearings: listen for grinding or rumbling and check for excessive play or lubrication leaks
- Belt condition and tension: inspect belts for cracking glazing fraying and correct tension and alignment
- Guards and safety screens: confirm all guards are in place secure and undamaged
- Ductwork and connections: check flexible connections for tears and rigid ductwork for loose joints or corrosion
- Fan blades and housing: inspect for buildup damage imbalance and secure fasteners
- Airflow performance: measure airflow at grille or duct and compare to design specification
- Electrical connections: check isolator condition terminal tightness and earth continuity
How to complete an exhaust fan inspection
- Identify the fan: confirm asset ID location served area and design airflow specification before starting
- Isolate and lock out: follow site lock-out tag-out procedures before any physical inspection of rotating parts
- Inspect motor and bearings: check motor temperature vibration and noise then check bearings for play and lubrication condition
- Check belts and drives: inspect belt condition tension and pulley alignment and note any wear or glazing
- Inspect guards and housing: confirm all guards are secure and undamaged then check fan blades and housing for buildup or damage
- Measure airflow: with the fan running measure airflow at the grille or duct using an anemometer and compare to design specification
- Document and sign off: record all findings note any defects requiring follow-up sign the inspection and schedule the next check
How often should exhaust fans be inspected?
Exhaust fan inspection frequency depends on the application and risk level. Kitchen exhaust fans typically require monthly inspection and cleaning due to grease buildup. General ventilation and car park exhaust fans are commonly inspected quarterly. Critical exhaust systems in laboratories or hazardous areas may require weekly or even daily checks.
Under the Australian WHS Act the PCBU must ensure plant including ventilation systems is maintained and inspected so it remains safe. AS 1668.2 sets minimum ventilation rates for occupied spaces and the Building Code of Australia requires ongoing compliance with essential safety measures including mechanical ventilation systems.
Frequently asked questions
- What should an exhaust fan inspection cover?
- An exhaust fan inspection should cover motor condition (heat vibration noise) bearings belt condition and tension guards and safety screens ductwork connections fan blades and housing condition measured airflow performance and electrical connections. Critical applications may also require smoke or tracer gas testing.
- How often should exhaust fans be inspected?
- Inspection frequency depends on the application. Kitchen exhaust fans are typically inspected monthly. General ventilation and car park fans are inspected quarterly. Hazardous area exhaust systems may require weekly or daily checks. Follow manufacturer recommendations and site risk assessments.
- What Australian standards apply to exhaust fan maintenance?
- AS 1668.2 covers ventilation requirements for occupied buildings. The WHS Act requires the PCBU to maintain plant so it remains safe. The Building Code of Australia lists mechanical ventilation as an essential safety measure requiring regular compliance checks.
- Is the template free to use without MapTrack?
- Yes. Download and use the exhaust fan inspection checklist for free. Open the file and use your browser Print to Save as PDF. No MapTrack account required.
Need this digitally on mobile?
Build digital forms in MapTrack. Workers scan a QR code on their phone, complete the form, sign electronically and the record is stored automatically. Supervisors get alerts when each form is completed. All records are stored digitally, ready for any audit.