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Free lubrication procedure template

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Free lubrication procedure (PDF-ready). Document lube routes, points, lubricant grade, method, frequency, quantities and safety for plant and equipment.

Jarrod Milford

Jarrod Milford

Commercial Director

Updated 22 June 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Key takeaways

  • A lubrication procedure is the how-to method for one machine, not the calendar of when it is due.
  • It names the lube point, lubricant grade, method, quantity and interval for every point.
  • Specifying quantity in shots or millilitres prevents both dry running and seal-blowing over-greasing.
  • An isolation and lockout step before any guard is opened keeps the fitter safe near moving parts.
  • A dated, signed procedure is evidence plant is maintained to a standard for ISO 55001 and WHS.

Updated 22 June 2026

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, alerts and audit trails

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FreePDFUpdated June 2026

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Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuiltDraintechGenusAxis Services GroupRIXDFES Western AustraliaSaunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuiltDraintechGenusAxis Services GroupRIXDFES Western Australia

What is a lubrication procedure template?

A lubrication procedure template is a documented method that tells a fitter or operator exactly how to lubricate a machine: which points to grease or oil, the lubricant type and grade to use, the application method, the quantity, the frequency, and the safety steps to take first. It captures the asset and its identifier, the lubrication route or sequence, each numbered lube point with its location, the product and ISO viscosity grade, the method (grease gun, oil can, automatic system or oil bath), the amount measured in shots, millilitres or litres, and the isolation or lockout required before any guard is opened. It is the how-to method for a single machine, not a calendar.

This distinction matters on the floor. A lubrication schedule answers when a machine is due; a lubrication procedure answers how it is actually done, point by point, so any fitter can pick up the sheet and do the job the same way the last person did. Consistent lubrication is the single cheapest defence against bearing, gearbox and chain failure, so getting the grade, quantity and interval right protects asset life and uptime directly. A controlled, dated procedure also gives you auditable evidence that plant is maintained to a defined standard, which supports the asset management principles in ISO 55001 and the plant duties in the Work Health and Safety Regulation.

Learn more about maintenance and work orders in MapTrack.

Benefits of using this lubrication procedure template

  • Correct lubricant every time: naming the exact product and ISO grade per point stops the wrong grease destroying a bearing or gearbox.
  • Right quantity, not too much: shots or millilitres per point prevent both dry running and over-greasing that blows seals and overheats bearings.
  • Repeatable across crews: a numbered route means any fitter lubricates the machine the same way, so points are never missed or doubled up.
  • Longer asset life: consistent lubrication is the cheapest way to extend bearing, chain and gearbox life and cut unplanned breakdowns.
  • Safer servicing: a defined isolation and lockout step before any guard is opened keeps the person greasing moving parts out of harm.
  • Audit evidence: a controlled, dated lubrication procedure shows plant is maintained to a standard for ISO 55001 and WHS plant duties.

Benefits of digitising forms in MapTrack

When you move your service procedures 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 service procedures.

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What to include in a lubrication procedure template

This lubrication procedure template covers 10 key areas:

  • Asset name, ID or serial number, and the site or location of the machine
  • Lubrication route or sequence so points are done in a logical order
  • Each numbered lube point with a clear description of its location
  • Lubricant type and ISO viscosity grade specified for each point
  • Application method: grease gun, oil can, automatic system, or oil bath
  • Quantity per point in shots, millilitres or litres, with the interval
  • Frequency for each point: shift, daily, weekly, monthly or by hours run
  • Isolation, lockout and guard removal steps required before lubricating
  • Cleaning, fitting and inspection notes such as wiping nipples before greasing
  • Sign-off: who performed the lubrication, the date, and any points found faulty

How to use this lubrication procedure template

  1. Identify the asset and gather the lubricants: Confirm the machine, its identifier and the correct lubrication procedure sheet. Collect the lubricants and ISO grades listed, plus a clean grease gun, rags and any measuring tool, so the right product is on hand for every point before you start.
  2. Isolate and make the machine safe: Follow the isolation and lockout step on the sheet before opening any guard or reaching near moving parts. Verify the machine cannot start, then remove only the guards needed to reach the lube points safely and tag what has been opened.
  3. Work the route point by point: Follow the numbered route so no point is missed or done twice. Wipe each nipple or filler before applying, use the specified method, and deliver the exact quantity in shots, millilitres or litres rather than greasing until product appears.
  4. Inspect, top up and check levels: While at each point, check oil levels against the sight glass or dipstick, top up to the mark, and look for leaks, contamination or a seized nipple. Note any point that takes no grease or shows damage so it can be raised as a work order.
  5. Refit guards, restore and sign off: Wipe away excess grease, refit every guard, remove the lockout and return the machine to service. Record who lubricated the asset, the date and hours run, and flag any faulty point so the lubrication history stays complete and accurate.

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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How often should you complete this service procedure?

Use this procedure every time the machine is lubricated, working the same numbered route so the job is identical between fitters. The interval for each point comes from the asset register and the manufacturer manual: some points are greased every shift, others weekly, monthly, or by hours run, and the procedure should list the frequency against each point rather than assume one interval for the whole machine.

Review the procedure whenever a bearing or gearbox fails early, when a lubricant is superseded, or when the manufacturer changes a grade, because the wrong product or interval is a common hidden cause of repeat failures. Pair the procedure with a lubrication schedule so the schedule tells you when each machine is due and the procedure tells you exactly how to do it, and the two together keep lubrication consistent across the whole fleet.

Frequently asked questions

ISO 55001 expects organisations to maintain assets to a controlled, documented standard, and the Work Health and Safety Regulation requires plant to be maintained through safe systems of work. A lubrication procedure delivers both. It defines the points, products, quantities and intervals so maintenance is repeatable, and it builds in the isolation and lockout step that keeps the fitter safe near moving parts. The dated, signed record is objective evidence that plant is lubricated to a defined method during an audit or after an incident.

A lubrication schedule is the calendar: it lists which machines are due and when, by date or hours run. A lubrication procedure is the method: it tells the fitter how to lubricate one machine point by point, with the lubricant grade, application method, quantity and safety steps. The schedule answers when, the procedure answers how. Most operations need both, because a due date with no defined method leads to missed points and the wrong grease, while a method with no schedule never gets triggered.

Start with the manufacturer manual, which specifies the lubricant type and ISO viscosity grade for every point. Where the manual is missing, match the grade to the bearing speed, load and operating temperature, and standardise on as few products as practical to avoid mix-ups. Record the exact product name and ISO grade against each point on the procedure so there is no guesswork at the gun. Never substitute a grease or oil without confirming compatibility, because mixing incompatible products can thicken or break down and cause the failure you are trying to prevent.

It varies by point, not by machine. High-speed bearings, open chains and exposed pins often need grease daily or each shift, while sealed gearboxes may run weeks or months between top-ups and oil changes follow an hours-run interval. Take the interval for each point from the manufacturer manual and the duty the machine sees, then list it against the point on the procedure. Greasing everything on one blanket interval either over-greases the slow points or starves the fast ones, so point-level frequency is what keeps lubrication right.

Yes. Over-greasing is one of the most common lubrication faults. Forcing too much grease into a bearing builds pressure that blows the seal, lets in contamination and causes the bearing to churn and overheat, which can fail it as fast as running it dry. That is why the procedure specifies a quantity in shots or millilitres per point rather than greasing until product appears. Deliver the measured amount, wipe the excess, and check the bearing temperature on the next round so you can adjust the quantity if it runs hot.

Yes, it is completely free. Open it in your browser, then use Print and choose Save as PDF to keep a copy or print a pad for the workshop. You do not need a MapTrack account. If you want to move beyond paper, MapTrack stores the lubrication procedure against each asset, schedules the points by hours or date, captures who did the job and keeps the full maintenance history and parts in one place. Start free or book a demo to see how.

Applicable regulatory standards

This template aligns with the following regulations and standards:

  • ISO 55001:2024 Asset management (controlled maintenance procedures and asset history)
  • ISO 9001:2015 Clause 8.5.1 Control of production and service provision
  • Work Health and Safety Regulation 2017, plant maintenance and safe systems of work (s213)
  • AS 4024.1 Safety of machinery (isolation and guarding during servicing)

Related resources

More maintenance templates and guides:

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#0E7490;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Lubrication procedure template</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 name, ID or serial number, and the site or location of the machine</li>
    <li style="margin:4px 0;">Lubrication route or sequence so points are done in a logical order</li>
    <li style="margin:4px 0;">Each numbered lube point with a clear description of its location</li>
    <li style="margin:4px 0;">Lubricant type and ISO viscosity grade specified for each point</li>
    <li style="margin:4px 0;">Application method: grease gun, oil can, automatic system, or oil bath</li>
    <li style="margin:4px 0;">Quantity per point in shots, millilitres or litres, with the interval</li>
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  <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/lubrication-procedure-template" style="color:#071D49;font-weight:600;text-decoration:none;">Lubrication procedure template</a> by MapTrack</p>
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