Free plant damage report
Free plant and equipment damage report template (PDF-ready). Record asset details, damage description, photos, cause and corrective actions. Download free.
Updated 2 Oct 2026
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Short answer
A plant damage report records the asset, when and where the damage happened, photos, probable cause, isolation status, estimated repair cost and corrective actions. Operators and supervisors complete one every time damage is found. Some plant damage is a dangerous incident: section 38 of the model WHS Act requires the regulator to be notified immediately, with a record kept for at least 5 years.
Checked against Model WHS Act (Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack plant damage report has 4 columns and room for 3 entries. Columns: Action, Responsible, Due date, Completed.
- Section 38 of the model WHS Act: notify the regulator immediately of a notifiable incident, including a dangerous incident involving plant.
- Keep each notifiable incident record for at least 5 years (s 38(7)) and leave the site undisturbed as section 39 requires.
- Isolate and tag damaged plant so it cannot be used until a competent person has inspected and repaired it.
- Regulation 213: plant is maintained by a competent person; record who did the repair and when.
- Submitting within 24 hours and reviewing trends monthly are common practice, not legal deadlines.
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What is a plant damage report?
A plant damage report is a structured document used to record damage to plant and equipment on a worksite. It captures the asset identification, when and where the damage occurred, a description of the damage with photographic evidence, the probable cause, estimated repair cost, and the corrective actions required. The report serves as both an immediate safety record and a long-term maintenance document that feeds into fleet management and capital planning decisions.
In Australia, documenting plant damage is essential for WHS compliance, insurance claims, maintenance planning, and incident investigation. The WHS Act 2011 (Section 19 - Primary duty of care) requires a PCBU to ensure, so far as is reasonably practicable, that plant is maintained in a safe condition, and Part 3 of the WHS Act 2011 requires the PCBU to notify the regulator immediately of a dangerous incident, such as the collapse, overturning, failure or malfunction of, or damage to, plant that must be authorised for use, where it immediately or imminently exposes someone to a serious risk (sections 37 and 38). Safe Work Australia's Code of Practice for Managing Risks of Plant in the Workplace recommends that damage to plant be documented as part of an organisation's risk management process. Accurate damage reports also help organisations identify recurring issues, track repair costs against specific assets, and make data-driven decisions about when to repair versus replace. Linking damage reports to the asset record in a system like MapTrack creates a complete history that supports both compliance and operational efficiency. Without a formal damage reporting process, organisations risk returning unsafe equipment to service, losing the ability to claim repair costs from insurers or third parties, and failing to identify systemic issues such as operator training gaps or site condition hazards that contribute to repeated damage events.
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Benefits of using this plant damage report
- Safety assurance: damaged plant is identified and isolated before it causes injury or further failure.
- WHS compliance: documented damage reports satisfy Work Health and Safety record-keeping obligations.
- Insurance support: a detailed report with photos and cost estimates strengthens insurance claims.
- Maintenance planning: repair teams receive clear information on what needs fixing and the parts required.
- Root cause analysis: tracking damage causes helps identify patterns, such as operator error, site conditions or equipment age.
- Accountability: signed reports establish a clear record of who reported the damage and what actions were taken.
Benefits of digitising forms in MapTrack
When you move your reports 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.
- Keep one asset register with each asset's location, condition and custody history.
- Schedule calibration and record certification and warranty expiry dates against each asset.
- See each asset's value over time in the Asset Depreciation report.
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What to include in a plant damage report
This plant damage report covers 8 key areas:
- Asset details: equipment type, make/model, serial or fleet number, registration (if applicable).
- Incident details: date, time, location and site/project name.
- Damage description: detailed account of the damage, affected components and severity rating.
- Photo evidence: space for attaching or referencing photos of the damage.
- Cause analysis: probable cause (operator error, mechanical failure, environmental, third party).
- Cost estimate: estimated repair cost, parts required, expected downtime.
- Corrective actions: immediate actions taken, further actions required, responsible person and due date.
- Sign-off: operator, supervisor and maintenance manager.
How to use this plant damage report
- Isolate the damaged equipment immediately if it poses a safety risk. Apply a tag-out or lock-out as required.: If the damage creates a safety hazard, shut the equipment down and apply a lockout/tagout to prevent use. Under the WHS Regulations, damaged plant that is unsafe must not be used until it has been repaired and cleared by a competent person.
- Record asset details including equipment type, make/model, serial number and location.: Pull up the asset record or check the equipment plate for the make, model, serial number and fleet or asset ID. Record the exact site, area or GPS location where the damage occurred or was discovered.
- Describe the damage in detail, noting the affected components and the severity.: Write a clear description of the damage, specifying which components are affected (engine, hydraulics, boom, tyres, cab, safety devices). Rate the severity as minor, moderate or major and note whether the equipment is still operational or requires immediate repair.
- Take photos of the damage from multiple angles and attach or reference them in the report.: Photograph the damage from at least three angles: overview, close-up and context. Include a reference object for scale where relevant. Attach photos directly to the report or reference the file names so they can be located during investigation.
- Identify the probable cause and record any contributing factors.: Select the most likely cause from the standard categories: operator error, mechanical failure, environmental factors, third-party damage or unknown. Record any contributing factors such as site conditions, weather, maintenance history or operator experience level.
- Estimate the repair cost and expected downtime, then list the corrective actions required with responsible persons and due dates.: Consult with maintenance or your supplier to estimate the repair cost and parts required. Record the expected downtime so project managers can plan around the outage. List each corrective action, assign a responsible person and set a due date for completion.
- Sign off, date the report and submit to your supervisor. Keep a copy for your records.: The operator and supervisor both sign the completed report. Submit it to maintenance and the asset manager within 24 hours. Under the WHS Act, certain notifiable incidents involving plant must also be reported to the relevant state or territory regulator.
In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.
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Complete a plant damage report every time damage is discovered or an incident occurs, regardless of severity. Even minor damage such as cosmetic dents, cracked guards or small fluid leaks should be documented to maintain a complete asset history and identify patterns over time. If damage is discovered during a pre-start inspection, complete both the pre-start form and a separate damage report so the damage is formally recorded in the maintenance system.
Timeliness is critical. Reports should be submitted within 24 hours of discovery to ensure evidence is fresh, photos are captured before any further deterioration, and repair planning can begin without delay. Under the WHS Act 2011, certain notifiable incidents involving plant must be reported to the relevant state or territory regulator immediately. Review damage reports monthly as part of fleet management meetings to identify recurring causes, high-cost assets and trends that warrant capital replacement. In MapTrack, damage reports are linked to the asset record so you can track the full repair and compliance history across your entire fleet.
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Frequently asked questions
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.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety Act (Model Work Health and Safety Bill)Duty of care for safe plant, dangerous incidents, immediate notification, the 5-year record and preserving the incident site. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Work Health and Safety RegulationsPlant maintenance and inspection by a competent person. Model law: check your state's version. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Code of Practice: Managing risks of plant in the workplaceGuidance on repairing plant and isolating energy sources before repair work. | November 2024 version (reviewed May 2018; amended 2021, 2023 and 2024) |
| 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)
Duty of care for safe plant, dangerous incidents, immediate notification, the 5-year record and preserving the incident site.
- 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 37: Defines a dangerous incident: one exposing someone to a serious risk from immediate or imminent exposure to listed events, such as uncontrolled escapes, fires, falling objects and collapses.
- s 38: A PCBU must notify the regulator immediately after becoming aware of a notifiable incident, by the fastest possible means, by telephone or in writing.
- s 38(7): A PCBU must keep a record of each notifiable incident for at least 5 years from the day notice of it was given to the regulator.
- s 39: The workplace's manager or controller must, so far as reasonably practicable, leave a notifiable incident site undisturbed until an inspector arrives or directs, subject to listed exceptions such as rescue.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
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)
Plant maintenance and inspection by a competent person. Model law: check your state's version.
- 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.
- Chapter 5: Plant and structures: general duties for plant, duties for registered plant, and registration of plant designs and items of plant.
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)
Guidance on repairing plant and isolating energy sources before repair work.
- Section 3.6: Maintenance, repair and cleaning of plant, following manufacturer instructions and by competent people.
- Section 4.5: Isolating energy sources before maintenance, repair or cleaning, with lock-out as the most effective isolation procedure.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
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Plant damage report preview
The numbers behind this plant damage report
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<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;">Plant damage report</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: equipment type, make/model, serial or fleet number, registration (if applicable).</li>
<li style="margin:4px 0;">Incident details: date, time, location and site/project name.</li>
<li style="margin:4px 0;">Damage description: detailed account of the damage, affected components and severity rating.</li>
<li style="margin:4px 0;">Photo evidence: space for attaching or referencing photos of the damage.</li>
<li style="margin:4px 0;">Cause analysis: probable cause (operator error, mechanical failure, environmental, third party).</li>
<li style="margin:4px 0;">Cost estimate: estimated repair cost, parts required, expected downtime.</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/plant-damage-report" style="color:#071D49;font-weight:600;text-decoration:none;">Plant damage report</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 plant damage report has 4 columns and room for 3 entries.
- Short attribution
- MapTrack Plant damage report, https://www.maptrack.com/templates/plant-damage-report
- Reference list
- MapTrack. (2026). Plant damage report [Checklist template]. Retrieved from https://www.maptrack.com/templates/plant-damage-report
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/plant-damage-report.
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