Free preventive maintenance checklist
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Download a free preventive maintenance checklist (PDF). Covers filters, fluids, lubrication, belts, hoses, electrical, safety devices and sign-off.
Last updated: 2026-02-20
Commercial Director
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- ✓PDF format, ready to print or fill on screen
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See the first part of the preventive maintenance checklist below. Download the full version above.
What is a preventive maintenance checklist?
A preventive maintenance (PM) checklist is a structured list of service tasks a technician completes at scheduled intervals to keep equipment in reliable, safe and efficient operating condition. Unlike a daily pre-start check, which an operator completes before each use - a PM checklist is carried out as part of a planned maintenance programme at set hours or calendar intervals (for example, 250-hour service, monthly or annually).
The checklist covers the full scope of a service: filters and fluids, lubrication, belts and hoses, electrical systems, safety devices, structure and fasteners. Completed forms become the maintenance record for each asset - evidence that the service was done, what was found and what parts were used.
Benefits of using this preventive maintenance checklist
- Fewer breakdowns and unplanned downtime: - catching wear and deterioration before failure keeps equipment running and avoids costly emergency repairs.
- Longer asset life: regular servicing reduces cumulative wear and extends the usable life of plant and equipment.
- Lower total cost of ownership: a small, planned service cost is far less than an unplanned breakdown, tow or component replacement under pressure.
- Compliance and duty of care: documented maintenance demonstrates that equipment is maintained to manufacturer standards and applicable WHS obligations.
- Safer workplaces: serviced equipment with functioning safety systems reduces the risk of incidents and injuries on site.
- Accountability and consistency: a standardised checklist ensures nothing is skipped regardless of who completes the service.
- Audit-ready recordkeeping: a complete service history for each asset supports insurance, warranty, audit and resale requirements.
Benefits of digitising forms in MapTrack
When you move your checklists 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 checklists.
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What to include in a preventive maintenance checklist
This preventive maintenance checklist covers 11 key areas:
- Asset and service details: asset ID, make/model, serial number, service type and interval, meter/hours at service, work order number, technician, date and next service due.
- Visual inspection and general condition: - overall condition, leaks, safety decals, external damage, access points and operator area.
- Filters and fluids: engine oil and filter, fuel filter, air filter (primary and secondary), coolant, hydraulic oil and filter, transmission oil, differential and gearbox oil.
- Lubrication: all grease fittings, pivot pins and bushings, slew ring/turntable, drive chain and roller chain, bearings and linkage joints.
- Belts, hoses and drives: drive belts, hydraulic hoses, coolant hoses and clamps, fuel hoses, drive chain and sprockets, CV joints and driveshafts.
- Electrical and controls: battery, alternator/charging system, gauges and instruments, warning lights and alarms, lights, control levers and switches.
- Safety systems: fire extinguisher, emergency stop/kill switch, ROPS/FOPS/guards, seatbelt, reversing alarm and mirrors.
- Structure, fasteners and tyres: frame and chassis, mounting bolts and critical fasteners, pins and bushes, tyres, undercarriage/tracks and post-service tidy.
- Service result: Complete / Action Required / Hold.
- Actions and parts table: list any outstanding actions with parts used and completion details.
- Technician declaration and sign-off: - technician and supervisor/manager signatures with date.
How to use this preventive maintenance checklist
- Complete all asset and service details at the top - asset ID, service type, meter/hours, technician and date.
- Work through each item systematically. Mark ✓ (Done/OK), A (Action required) or N/A for each task.
- Add notes in the Notes/Parts Used column for any item that needs explanation, parts used or follow-up action.
- Record all items marked A in the Actions Required table - include the item number, description, parts used and who resolved it.
- Mark the overall Service Result: Complete, Action Required or Hold (do not return to service).
- Sign and date the form. Have the supervisor or maintenance manager review and countersign before the asset returns to service.
- Save a copy: use Print → Save as PDF in your browser, then file it against the asset record.
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?
PM frequency depends on the equipment type, manufacturer service schedule and operating conditions. Most plant and equipment follow hour-based or calendar-based intervals - whichever comes first:
Always use the manufacturer's service manual as your primary reference and adapt intervals for heavy use, harsh conditions or high-criticality assets. In MapTrack, you can set automated reminders so PMs are never missed, triggered by meter hours, calendar date or both.
Frequently asked questions
- What is the difference between a preventive maintenance checklist and a pre-start checklist?
- A pre-start checklist is completed by the operator before each use or shift to confirm the equipment is safe and fit for operation that day. A preventive maintenance (PM) checklist is completed by a technician at scheduled service intervals, such as every 250 hours, monthly or annually to service, replace and inspect components as part of a planned maintenance programme. Both are important: pre-starts catch daily safety issues; PM checklists keep equipment reliable and extend its life.
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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