Free generator maintenance checklist
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Free generator maintenance checklist (PDF-ready). Covers diesel and portable generators: fuel, oil, coolant, electrical and load testing. Download free.
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See the first part of the generator maintenance checklist below. Download the full version above.
What is a generator maintenance checklist?
A generator maintenance checklist is a structured inspection and service form used to verify a generator's mechanical, electrical and safety condition. Unlike a simple pre-start check, a maintenance checklist covers both current condition and upcoming preventive maintenance tasks such as oil changes, filter replacements and load testing. Regular maintenance is critical for generators because they are often relied upon in emergencies or for continuous power on remote sites. A failed generator due to missed maintenance can halt an entire operation. The checklist supports AS/NZS 3010 compliance for electrical installations and generator-specific manufacturer service requirements.
Generators are classified as electrical plant under Australian WHS legislation, and their maintenance is governed by multiple regulatory frameworks. AS/NZS 3010:2017, Section 7 covers maintenance and testing requirements for generating sets, including load testing, earthing verification and protective device testing. For transportable generators commonly used on construction sites, AS 2790:2020 sets additional requirements for fuel systems, exhaust guarding and RCD protection. Skipping scheduled generator maintenance creates a cascade of risks: fuel contamination from water ingress leads to injector damage, unmaintained coolant degrades and causes overheating, and corroded battery terminals prevent starting precisely when backup power is needed most. On remote mine sites and hospital facilities where generators provide essential or life-safety power, a maintenance failure can have consequences ranging from production losses to patient safety incidents.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this generator maintenance checklist
- Reliable power when it matters most: regular maintenance prevents failures during critical operations or emergencies.
- Extended generator life: oil, coolant and filter changes at the correct intervals protect the engine.
- AS/NZS 3010 compliance: documented inspections support electrical installation compliance requirements.
- Early fault detection: identifying fuel contamination, coolant leaks or battery issues before they cause failure.
- Cost savings: preventive maintenance is substantially cheaper than emergency repair or generator replacement.
- Maintenance history per asset: a signed maintenance record for every inspection supports audits and warranty claims.
Benefits of digitising forms in MapTrack
When you digitise generator 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).
- 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.
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What to include in a generator maintenance checklist
This generator maintenance checklist covers 7 key areas:
- Generator details: generator ID, make/model, rated output (kVA/kW), fuel type, site/location, date, technician name, hour meter, last service date and hours.
- Visual inspection: external condition, fuel tank and lines (leaks, cap seal), exhaust system, air intake and filter, cooling system (radiator, hoses, fan, coolant level), battery and cables, control panel.
- Fluid checks: engine oil (level, condition, leaks), coolant (level, concentration, leaks), fuel level and quality (water/sediment), fuel filter/water separator condition.
- Electrical checks: battery voltage, charger operational, transfer switch (if fitted), circuit breakers, output connections, earth/ground connection, emergency stop.
- Operational test (under load): starts within normal cranking time, oil pressure, coolant temperature, voltage and frequency output stable, no abnormal noise or vibration, exhaust smoke colour, auto-start function (if fitted).
- Preventive maintenance due dates: next oil change, next fuel filter change, next air filter change, next coolant change, next load bank test.
- Defects and sign-off: defect description, reported to, generator fit for use, technician signature and date.
How to use this generator maintenance checklist
- Fill in generator details at the top of the form including the current hour meter reading and last service date.: Record the generator ID, make, model, rated output (kVA/kW), fuel type, site location and controller type. Include the current hour meter reading and the date and hours of the last service to confirm the maintenance interval.
- Complete the visual inspection with the generator at rest: check external condition, fuel system, exhaust, air intake, cooling system, battery and control panel.: Walk around the generator checking for external damage, fuel leaks at the tank, lines and fittings, exhaust rust or damage, air intake blockage, coolant leaks at hoses and the radiator, battery terminal corrosion and control panel warning indicators. Record findings for each system area.
- Check all fluid levels. Assess fuel quality for water or sediment contamination. Run the electrical checks including battery voltage, earth connection and emergency stop.: Check engine oil on the dipstick, coolant at the overflow tank and fuel level on the gauge. Draw a small fuel sample from the tank drain to check for water or sediment. Measure battery voltage with a multimeter, which should read 12.4V or above. Verify the earth connection is secure. Test the emergency stop from all accessible locations.
- Run the generator under load and record output readings. Update the preventive maintenance due-dates section. Sign and date when complete.: Start the generator and connect to the building load or a load bank. Record voltage, frequency and temperature at rated load. Update the preventive maintenance section with the next due dates for oil change, fuel filter, air filter, coolant change and load bank test. Sign and date the completed form.
In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this checklist?
Generator maintenance frequency should follow the manufacturer's manual and your site requirements. As a general guide: weekly visual inspections and oil level checks for active standby generators; monthly load testing for standby units to verify operational readiness; oil and filter changes every 200–500 running hours or annually (whichever comes first); coolant changes every 2 years or as specified; and load bank testing at least annually in accordance with AS/NZS 3010. Site generators running continuously require more frequent service intervals. Track hours and calendar dates in your maintenance system to ensure nothing is missed.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- AS/NZS 3010:2017 - Generating Sets, Section 7: Maintenance and Testing
- AS 2790:2020 - Electricity Generating Sets: Transportable (fuel systems, exhaust guarding, RCD protection)
- WHS Regulations 2011, Chapter 5, Part 5.1 - Management of Risks of Plant in the Workplace
- AS/NZS 3000:2018 - Wiring Rules, Section 7.2: Generating Sets Connected to Installation Wiring
Need to schedule and track maintenance digitally?
Register every generator in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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