What is a Preventive Maintenance (PM) Checklist?
A preventive maintenance (PM) checklist is a structured guide to ensure regular and systematic maintenance of equipment and machinery. This checklist helps technicians perform specific tasks that keep systems operating efficiently and safely, preventing unexpected breakdowns and extending equipment lifespan.
A recent study suggests that businesses that invest in proactive maintenance strategies (such as a PM checklist) enjoy a 30-50% reduction in downtime, lower maintenance costs, and increased overall equipment effectiveness.
A robust preventive maintenance checklist precisely outlines the necessary steps and information to effectively and completely conduct routine maintenance.
A Computerized Maintenance Management System, or CMMS, is a powerful tool that helps you standardize your preventive maintenance checklist and automate maintenance tasks. Whether in analog form or automated in a CMMS, a PM checklist is key to ensuring all tasks are done correctly and in the right order, no matter who is completing each task.
Preventive Maintenance Definition: Understanding the Term
Preventive maintenance means performing maintenance on equipment while it is still operational. Instead of waiting for a problem to arise, teams carry out regular inspections, servicing, or parts replacements to avoid unexpected failures and reduce downtime.
For example, tasks might involve replacing filters, checking lubrication levels, or inspecting components after a certain number of operating hours. These routine check-ins help to address wear and tear before it results in costly repairs or wider system disruptions.
Preventive maintenance results in safer, smoother operations. It improves asset reliability, extends equipment lifespan, and allows maintenance teams to work proactively rather than reactively.
Most organizations now rely on a Computerized Maintenance Management System (CMMS) to manage their preventive maintenance program. A CMMS simplifies scheduling, assigns work orders, and ensures accurate recordkeeping across various teams and locations. Learn more about how it works in our CMMS overview.
Types of Preventive Maintenance Checklists
There are two main types of preventive maintenance checklists:
Pass-or-Fail PM Checklist
As the name indicates, a pass/fail checklist simply indicates whether a machine is in ideal working condition, or if there is an issue to address. This type of checklist is ideal for measuring machine conditions that have a clear binary of good or bad.
For example, either the operating temperature of a compressor is in an acceptable range (pass), or the temperature falls outside of that range (fail). Pass-or-fail checklists will ask the technician to measure the machine or component condition, compare it to the normal baseline, and lastly, indicate whether the component has passed or failed the test.
Pass-or-Fail PM checklists are essential for identifying problems during routine maintenance checks — meaning preventive maintenance can be scheduled promptly, preventing further damage or unplanned downtime.
Step-by-Step Checklist
Exactly as it sounds, this is a set of instructions that details every step required to complete a maintenance activity. It is a comprehensive checklist based on asset usage. For example, parts that must be changed every 1,000 hours of runtime require a step-by-step checklist explaining the replacement process.
Step-by-step checklists are essential for any multistep repairs, from the simple to the complex. A checklist ensures that each and every repair is done to specifications and in exactly the correct way, regardless of who is working on the machine.
Integrating into Your CMMS
Both the pass-or-fail and step-by-step checklists can be integrated with a CMMS. From there, the outcome of each checklist item can alert the system to create a work request that will become a work order. These automated triggers will help to keep your maintenance operations running smoothly.
Examples of Preventive Maintenance Checklists
What’s on your preventive maintenance checklist entirely depends on your industry. For HVAC systems, it could mean calibrating thermostats. In manufacturing, the list could include greasing parts, monitoring vibration levels, or assessing machine components. Building maintenance will look entirely different. That could involve testing fire extinguishers, replacing lights, or verifying the roof is in good shape. Every checklist should match your equipment and working conditions.
What Makes a Good Preventive Maintenance Checklist?
A robust preventive maintenance checklist is complete, comprehensive, and specific. Tasks must be detailed clearly and properly sequenced. A heightened focus on safety standards and measures is also crucial. Additionally, it’s important to include the right experts to provide necessary details.
Your checklist should include all necessary tools and parts, as well as any lockout/tagout (LOTO) procedures and personal protective equipment (PPE) to ensure technician safety. Furthermore, it is critical to specify the amount of time each task requires.
When you carry out the above, your maintenance team will see improved efficiency and cost savings.
Five Benefits of Building a Preventive Maintenance Checklist Template
There are real benefits to creating a preventive maintenance checklist template in XLSX (Excel), PDF, or another format. The following are the top five:
- Accessible Maintenance Information
Assets are wide-ranging, from piece parts to heavy equipment. A heavy equipment preventive maintenance checklist can make all the difference in the world to a large company. You can even make it mobile with a CMMS app, so critical information is available to your technicians, no matter where they are.
- Reduce the Risk of Error
When tasks are standardized, the risk of human error is significantly reduced. Automating preventive maintenance tasks via a CMMS further enhances this benefit, increasing quality, reducing unexpected downtime, and ensuring overall smooth operations.
- Train New Workers Quickly
As skilled labor shortages persist, having your maintenance documentation in order is key to maintaining business continuity, minimizing downtime for training, and protecting the safety of everyone throughout your facility.
- Easier Troubleshooting
Ensuring checklist consistency also introduces valuable uniformity. This lends to discovering root causes of issues.
- Level Up Your Preventive Maintenance Program
When all of the above benefits are realized, you can level up your preventive maintenance program across all areas, including improved training, enhanced safety, and cost savings.
Tips for Using a Preventive Maintenance Checklist
Keep each task focused and specific. Avoid overloading your checklist with items that do not directly contribute to equipment reliability or safety, as this will create more work with minimal benefit.
Ensure that all technicians are familiar with the checklist format and its contents. Include visual references, such as diagrams or images, wherever possible, particularly for complex assets or procedures.
If your organization uses a CMMS, attach the checklist directly to the asset record or work order so your documentation is all in one place.
Review the checklist regularly. If tasks are no longer relevant, simply remove them. If procedures change, make sure your PM checklist reflects these updates.
Common Preventive Maintenance Checklist Mistakes
Even the most well-intentioned checklists can cause problems if they’re poorly designed. One of the most common issues is overcomplication. When a list tries to cover everything, it often achieves the opposite. Critical tasks get buried, and naturally, technicians start skipping steps.
Vague instructions are another pain point. “Inspect equipment” doesn’t tell the technician what to look for, or how to judge whether it passes the check. Every item should clarify what’s being checked, how it’s being measured (against what metric and quality), and what the acceptable range is.
Sometimes, safety is treated as a separate process, but it should always be embedded into the checklist.
Checklists become outdated quickly. Equipment gets upgraded, procedures evolve, but the checklist doesn’t always keep up. Without regular reviews, it’s easy to end up with outdated tasks that no longer reflect your reality.
Your checklist isn’t a box-ticking exercise — it’s part of a continuous feedback loop. Completed work should feed into your CMMS, help to make planning decisions, and flag areas for improvement. That’s precisely what makes a PM checklist so valuable.
Creating Your Preventive Maintenance Checklist
Creating a preventive maintenance checklist tailored to your maintenance team’s specific needs involves careful planning and the right approach. Here’s how you can develop an effective checklist:
Involve Key Personnel
Collaborate with maintenance managers, supervisors, senior technicians, and maintenance planners. Their insights are crucial for identifying necessary tasks and ensuring comprehensive coverage.
Be Clear and Specific
Each task on your checklist should be detailed enough to guide technicians accurately, yet concise enough to avoid overwhelming them. Clear, precise instructions help maintain consistency in task execution.
Utilize Visual Aids
Incorporate photographs or diagrams of equipment and components. Visual aids enhance understanding and make the checklist more user-friendly.
Include Safety Protocols
Ensure all safety measures, such as lockout/tagout procedures and required personal protective equipment (PPE), are clearly outlined. This ensures safety compliance and reduces the risk of accidents.
Make It Mobile-Friendly
Digitize your checklists for mobile access. This allows technicians to access, complete, and log tasks conveniently from their devices, enhancing efficiency and accuracy.
Regularly Update the Checklist
Periodically review and update the checklist to reflect changes in equipment,
processes, and regulations. This keeps the checklist relevant and effective for future
use by technicians.
By following these steps, you can create a robust preventive maintenance checklist
that helps maintain equipment reliability, enhances safety, and improves overall operational efficiency.
Preventive Maintenance Checklist FAQs
What is included in a maintenance PM checklist?
PM checklists frequently include equipment inspections, lubrication, calibration, filter changes, and safety checks, tailored to asset type and usage.
How often should I update my PM checklist?
Review it at least once a year, or whenever you change or update equipment, processes, or regulations.
Can I automate preventive maintenance checklists?
Yes, by using a CMMS like eMaint, you can automate scheduling, tracking, and even trigger work orders based on work asset data.
The Different Types of Preventive Maintenance Checklists for Machines and Any Kind of Asset
There are two main types of PM Checklists. These are detailed as follows:
Pass-or-Fail PM Checklist
As the name indicates, a pass/fail checklist simply indicates whether a machine’s condition is ideal, or if there is an issue. This type of checklist is ideal for measuring machine conditions that have a clear binary of good or bad.
For example, either the operating temperature of a compressor is in an acceptable range (pass), or the temperature falls outside of that range (fail). Pass-or-fail checklists will ask the technician to simply measure the machine or component condition, compare to the normal baseline, and finally indicate whether the component has passed or failed the test.
Pass-or-Fail PM checklists are essential for identifying problems during routine maintenance checks so preventative maintenance can be scheduled promptly, preventing further damage or unplanned downtime.
Step-by-Step Checklist
Exactly as it sounds, this is a set of instructions that details every step required to complete a maintenance activity. It is a comprehensive checklist that is based on the asset’s usage. For example, parts that must be changed every 1,000 hours of runtime will require a step-by-step checklist to explain how to change out that part with a replacement.
Step-by-step checklists are essential for any multistep repairs, from the simple to the very complex. A checklist ensures that each and every repair is done to specifications and in exactly the correct way, regardless of who is working on the machine.
Integrating into Your CMMS
Both the pass-or-fail and step-by-step checklists can be integrated with a CMMS. From there, the outcome of each checklist item can alert the system to create a work request that will become a work order. These automated triggers will help to keep your maintenance operations running smoothly.
What Makes a Good Preventive Maintenance Checklist?
A robust preventative maintenance checklist is complete, comprehensive, and specific. Tasks must be detailed clearly and in the proper sequence. There needs to be a heightened focus on safety standards and measures. It is key to include the right experts to provide the necessary details.
Your checklist should include all of the needed tools and parts required, as well as any lockout/tagout (LOTO) procedures and personal protective equipment (PPE) to ensure that you cover all the bases in the area of safety. Furthermore, it is critical to specify the amount of time required per task.
When you carry out all of the above, your maintenance team is bound to cite improved efficiencies and cost savings.
Five Benefits of Building a Preventive Maintenance Checklist Template
There are real benefits to the creation of a preventive maintenance checklist template in excel, pdf, or another format. The following are the top five:
1. Accessible Maintenance Information
Assets are wide-ranging, from piece parts to heavy equipment. A heavy equipment preventive maintenance checklist can make all the difference in the world to a large company. You can even make it mobile with a CMMS app, so critical information is available at your technicians fingertips, no matter where they are.
2. Reduce the Risk of Error
When tasks are standardized, the risk of human error is significantly reduced. Automating preventative maintenance tasks that can be automated via a CMMS further enhances this benefit, increasing quality, reducing unexpected downtime, and ensuring overall smooth operations.
3. Train New Workers Quickly
As skilled labor shortages persist, having your maintenance documentation in order is key to maintaining business continuity, minimizing downtime for training, and protecting the safety of all individuals throughout your facility.
4. Easier Troubleshooting
The consistency of a checklist brings with it uniformity that is much needed. This is opportune to pinpoint the root cause of an issue.
5. Level Up Your Preventative Maintenance Program
When all of the above benefits are realized, you can level up your preventative maintenance program across all areas, including improved training, enhanced safety, and cost savings.
How to Create a Preventive Maintenance Checklist
Creating a preventive maintenance checklist tailored to your maintenance team’s specific needs involves careful planning and the right approach. Here’s how you can develop an effective checklist:
Involve Key Personnel
Collaborate with maintenance managers, supervisors, senior technicians, and maintenance planners. Their insights are crucial for identifying necessary tasks and ensuring comprehensive coverage.
Be Specific and Clear
Each task on your checklist should be detailed enough to guide technicians accurately but concise to avoid overwhelming them. Clear, precise instructions help maintain consistency in task execution.
Utilize Visual Aids
Incorporate photographs or diagrams of equipment and components. Visual aids enhance understanding and make the checklist more user-friendly.
Include Safety Protocols
Ensure all safety measures, such as lockout/tagout procedures and required personal protective equipment (PPE), are clearly outlined. This ensures safety compliance and reduces the risk of accidents.
Make It Mobile-Friendly
Digitize your checklists for accessibility on mobile devices. This allows technicians to access, complete, and log tasks conveniently, enhancing efficiency and accuracy.
Regularly Update the Checklist
Periodically review and update the checklist to reflect changes in equipment, processes, and regulations. This ensures that the checklist remains relevant and effective.
By following these steps, you can create a robust preventive maintenance checklist that helps maintain equipment reliability, enhances safety, and improves overall operational efficiency.