Free pump maintenance checklist
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Free pump maintenance checklist (PDF-ready). Covers centrifugal, submersible and positive displacement pumps, seals, bearings and impeller. Download free.
Commercial Director
Updated 3 May 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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What is a pump maintenance checklist?
Pump maintenance is the systematic inspection, servicing and repair of pumping equipment to ensure reliable operation, prevent unplanned downtime and extend asset life. It covers mechanical components (seals, bearings, impeller, coupling and shaft alignment), motor and electrical systems (insulation, amperage, connections and cooling), operational performance (flow rate, pressure and temperature) and lubrication. Regular maintenance reduces the risk of catastrophic failure, minimises energy waste from worn components, and ensures compliance with manufacturer warranty requirements and workplace safety obligations.
Pumps are classified as plant under the WHS Regulations 2011, Chapter 5, which means the person with management or control of the pump must ensure it is maintained so it remains without risks to health and safety. AS 2417 (Centrifugal pumps) and ISO 9906 (Rotodynamic pumps) provide the performance benchmarking and testing frameworks that underpin a proper maintenance programme. Pumps that handle hazardous or pressurised fluids may also fall under AS 1210 (Pressure vessels) for the pump casing itself. A failed pump seal on a chemical transfer pump can result in a hazardous substance release, triggering WHS incident reporting obligations and potential enforcement action. Even on non-hazardous duties, an unmaintained pump wastes energy through worn impeller clearances and misaligned couplings, with studies showing that a misalignment of just 0.05 mm can increase power consumption by 5 to 8 percent. Documented pump maintenance records are routinely requested during WHS audits, insurance assessments and ISO 55001 asset management certifications.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this pump maintenance checklist
- Prevent unplanned downtime: catch developing faults (seal wear, bearing deterioration, vibration changes) before they cause pump failure.
- Extend equipment life: regular lubrication, alignment checks and seal replacement keep pumps running efficiently for longer.
- Reduce energy costs: worn impellers and misaligned couplings increase power consumption. Maintenance keeps efficiency high.
- Consistent performance: tracking flow rate, pressure and temperature readings over time reveals performance degradation early.
- Warranty compliance: documented maintenance records demonstrate adherence to manufacturer service requirements.
- Audit trail: completed checklists provide evidence of maintenance for compliance audits and insurance claims.
Benefits of digitising forms in MapTrack
When you digitise pump 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.
Book a demo to see how MapTrack handles pump checklists.
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What to include in a pump maintenance checklist
This pump maintenance checklist covers 7 key areas:
- Pump details: date, pump ID, type (centrifugal/submersible/positive displacement), location, technician, service type (routine/annual).
- Mechanical inspection (P/F/N/A): seals, bearings, impeller, coupling, shaft alignment, base and foundation.
- Motor and electrical: insulation resistance, amperage draw, connections, cooling and vibration.
- Operational checks: flow rate, discharge pressure, suction pressure, temperature and noise/vibration.
- Lubrication: bearing grease, oil levels, seal water and gland packing.
- Readings table: parameter, normal range, actual reading and notes for six key measurements.
- Declaration and signatures: technician sign-off and supervisor acknowledgement.
How to use this pump maintenance checklist
- Complete the pump details - date, pump ID, type, location, technician name and service type (routine or annual).: Record the date, pump ID number, pump type (centrifugal, submersible or positive displacement), physical location, technician name and the service type being performed (routine monthly/quarterly or comprehensive annual). This header information links the service record to the correct asset.
- Carry out the mechanical inspection. Check seals, bearings, impeller, coupling, shaft alignment and base. Mark Pass, Fail or N/A for each item.: Inspect mechanical seals for leakage, scoring and face wear. Check bearing housings for temperature, noise and vibration. Inspect the impeller for erosion, cavitation damage and wear ring clearance. Verify the coupling alignment using a dial indicator or laser alignment tool. Check the base and foundation bolts for tightness and cracking.
- Check motor and electrical items - insulation resistance, amperage, connections, cooling and vibration.: Use a megger to test motor winding insulation resistance, which should exceed the manufacturer minimum, typically 1 megaohm per kV plus 1 megaohm. Measure running amperage on all phases with a clamp meter and compare to nameplate FLA. Check for phase imbalance. Inspect terminal connections for tightness, corrosion and heat discolouration. Verify motor cooling fan operation and measure vibration at the bearing housings.
- Record operational checks while the pump is running - flow rate, pressures, temperature and noise levels.: With the pump running at normal duty, record the flow rate (from the flow meter or calculated from differential pressure), discharge pressure, suction pressure, bearing temperature and noise level. Compare all readings to the pump curve and previous service records to identify any performance degradation or developing faults.
- Complete lubrication tasks - bearing grease, oil levels, seal water and gland packing.: Apply the manufacturer-specified grease to bearing housings, being careful not to over-grease as this can cause overheating. Check oil levels in oil-lubricated bearings and top up if required. Verify seal water flow to mechanical seals. For packed glands, adjust packing to allow a slight controlled drip and replace packing rings if worn.
- Fill in the readings table with actual values against normal ranges. Note any readings outside specification.: Enter all measured values into the readings table alongside the normal operating range for each parameter. Flag any readings that fall outside the specified range with a note explaining the observation and recommended corrective action. These records build a trend history that helps predict failures.
- Sign the declaration. If any item fails, report to supervisor and schedule corrective action.: Complete the technician declaration and sign with name, signature and date. If any item has been marked as Fail, report the details to the maintenance supervisor immediately and schedule corrective action. Do not return a pump with safety-critical faults to service until the issue is resolved.
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 pump maintenance checklist as a PDF.Back to download formHow often should you complete this checklist?
Routine pump maintenance should be carried out monthly or quarterly depending on the pump type, duty cycle and operating environment. Annual services are more comprehensive and should include bearing condition assessment, seal replacement evaluation, motor insulation testing and full performance benchmarking. Critical pumps in continuous duty may require weekly visual checks. Always follow the manufacturer's maintenance schedule, and adjust intervals based on operating conditions, vibration trend data and historical failure patterns.
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 in safe condition)
- AS 2417:2001 - Rotodynamic Pumps, Hydraulic Performance Acceptance Tests (centrifugal pump testing)
- ISO 9906:2012 - Rotodynamic Pumps, Hydraulic Performance Acceptance Tests (performance benchmarking)
- AS 1210:2010 - Pressure Vessels (applicable to pressurised pump casings handling hazardous fluids)
Need to schedule and track maintenance digitally?
Register every pump in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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