Free lubrication schedule template
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Free lubrication schedule template (PDF). Set lube points, lubricant grade, quantity, frequency and greasing routes. Download free.
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Key takeaways
- A lubrication schedule lists every lube point on an asset with the correct lubricant, quantity, method and service frequency.
- Specifying the lubricant type and grade per point prevents cross-contamination and the wrong-grease failures it causes.
- Grouping lube points into greasing routes lets one technician complete a round efficiently without missing points.
- A documented lubrication schedule supports the planned maintenance evidence expected under WHS plant duties and ISO 55001.
Updated 4 June 2026
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Used by construction, mining and field service teams
What is a lubrication schedule template?
A lubrication schedule template is a structured register that lists every lubrication point on a machine or across a fleet, together with the correct lubricant, the quantity, the application method and how often each point must be serviced. For each lube point it records the asset and point reference, the component, the lubricant type and grade, the quantity, the method (grease gun, oil top-up, automatic system or oil change), the frequency and the greasing route it belongs to. It is the document a maintenance team uses to make sure every bearing, gearbox, slide and chain on a machine gets the right lubricant, in the right amount, at the right interval.
Lubrication schedules are a reliability staple in manufacturing, mining, construction and facilities, because under-lubrication, over-lubrication and the wrong grease are among the most common causes of bearing and component failure. Without a schedule, points get missed, lubricants get mixed and machines fail early. Grouping points into greasing routes lets a technician complete a logical round and tick off each point. In MapTrack, a lubrication schedule becomes a recurring planned maintenance task with the lubricant, quantity and route attached, so each round is raised automatically and signed off on a phone. Australian guidance under ISO 55001 and the plant maintenance duties in the WHS Regulations 2011, Chapter 5, both expect planned, recorded maintenance, and a lubrication schedule is a core part of that plan.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this lubrication schedule template
- Right lubricant every time: specifying type and grade per point prevents the wrong-grease and cross-contamination failures that wreck bearings.
- Correct quantity: recording the amount per point stops the over-greasing and under-greasing that cause seal damage and early wear.
- No missed points: a complete list of lube points means nothing is overlooked, even on complex machines with dozens of points.
- Efficient rounds: grouping points into greasing routes lets one technician complete a logical round quickly without backtracking.
- Longer component life: lubricating to the correct interval and method extends bearing, chain and gearbox life and reduces breakdowns.
- Consumable planning: knowing the lubricant and quantity per point makes grease and oil ordering accurate and avoids stockouts.
- Maintenance evidence: a signed-off schedule shows planned lubrication maintenance was carried out, supporting audits and warranty.
Benefits of digitising forms in MapTrack
When you move your schedules 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 schedules.
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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Steve McAllister
Asset Coordinator, Saunders International
What to include in a lubrication schedule template
This lubrication schedule template covers 10 key areas:
- Schedule details: organisation, prepared by, asset or area covered, and the date.
- Asset ID and lube point reference: the machine and the specific point identifier on it.
- Component / location: what the point lubricates, such as drive-end bearing or slew gearbox.
- Lubricant type and grade: the specified product and grade, for example EP2 grease or ISO VG 220 gear oil.
- Quantity: the amount per application, such as number of grease-gun shots or litres.
- Method: grease gun, oil top-up, oil change, automatic lubricator or spray.
- Frequency: the interval per point, by time or by hours (daily, weekly, monthly, every 250 hours).
- Greasing route: the round the point belongs to, so points can be completed in a logical sequence.
- Last done / next due: the date or hours the point was last serviced and when it is next due.
- Notes: access requirements, lock-out needs, lubricant changes or any point that needs attention.
How to use this lubrication schedule template
- List every lubrication point on the asset from the manufacturer manual.: Work through the machine manual and the equipment itself to identify every lube point, including bearings, gearboxes, slides, chains and pivots. Give each point a clear reference so it can be found, recorded against and ticked off without ambiguity on the round.
- Specify the correct lubricant type, grade and quantity for each point.: Record the lubricant the manufacturer specifies for each point, with its grade, and the exact quantity per application. Specifying type and grade per point is what prevents the wrong-grease and over-greasing failures that cause most lubrication-related breakdowns.
- Set the method and frequency for each point.: Record how each point is serviced, such as grease gun, oil top-up, oil change or automatic lubricator, and how often, by time or by operating hours. Match the frequency to the manufacturer recommendation and the duty the machine actually works under.
- Group points into greasing routes.: Organise the points into logical routes a technician can walk in sequence, for example by machine zone or by access level. Routes cut the time a round takes and, more importantly, stop points being skipped because they were out of the way.
- Carry out the round, record completion and sign off each point.: Complete each route at the due interval, applying the specified lubricant and quantity by the correct method. Record the date or hours each point was done and sign the round off so there is evidence the lubrication was actually carried out.
- Review the schedule and adjust intervals from condition feedback.: Review the schedule periodically against bearing condition, oil analysis and breakdown history. Tighten or relax intervals where the evidence supports it, add new points when equipment changes, and update lubricant choices when a product is superseded.
In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full lubrication schedule template as a PDF.Back to download formHow often should you complete this schedule?
Use the lubrication schedule continuously: each lube point is serviced at its own interval, from daily or weekly grease points to oil changes every few hundred operating hours. Run greasing routes on a fixed roster so points are never missed, and review the whole schedule at least annually, or whenever equipment, duty or lubricant products change. In MapTrack, each route can be set as a recurring planned maintenance task with the lubricant, quantity and points attached, so the round is raised automatically and signed off on a phone.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Regulations 2011, Chapter 5 - Plant and Structures (duty to maintain plant and keep maintenance records)
- ISO 55001 - Asset Management Systems (planned, recorded maintenance across the asset life)
- AS ISO 55001 - Asset management (Australian adoption of the asset management system standard)
Need to schedule and track maintenance digitally?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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