Checklist
Preventive Maintenance Checklist: What to Include
A preventive maintenance checklist ensures recurring tasks are done consistently. This page outlines what to include and how to use it for PM execution and compliance.
A preventive maintenance checklist is a step-by-step list of tasks and checks performed at a set interval for an asset or system. It reduces missed steps, improves repeatability and provides a record for audits.
In this guide:
- Why this checklist matters
- Checklist items and steps
- When and who should use it
- Frequently asked questions
Table of contents
Why this checklist matters
- Checklists standardise PM execution so different technicians follow the same steps.
- Completed checklists become part of the asset history for troubleshooting and compliance.
- Clear steps reduce the chance of skipped inspections or lubrication.
Checklist items
- Review work order and asset details before starting.
- Confirm safety and lockout procedures for the asset.
- Perform visual inspection (wear, leaks, alignment, condition).
- Record readings (meters, gauges, temperatures) if applicable.
- Complete lubrication or filter changes per schedule.
- Tighten, adjust or replace components as specified.
- Document pass/fail or condition for each step.
- Create a follow-up work order for any defects found.
- Sign off and date; attach to work order or asset record.
When to use it
Use a PM checklist for every recurring preventive task: weekly inspections, monthly lubrication, seasonal servicing and asset-specific PM plans. It is especially important for critical or regulated equipment.
Who should use it
Maintenance technicians performing PM, planners who design PM tasks, and teams that need auditable records of preventive work.
Frequently asked questions
What is a preventive maintenance checklist?
A preventive maintenance checklist is a repeatable list of steps and checks for a PM task. It ensures consistency, reduces missed steps and provides a completion record for the asset.
How long should a PM checklist be?
Keep it focused: include safety, key inspections, lubrication or parts replacement, condition notes and sign-off. Long checklists can be split into multiple tasks or sub-checklists.
Can I use a PM checklist in CMMS software?
Yes. CMMS and preventive maintenance software let you attach checklists to PM work orders. Technicians complete the checklist in the system and the result is stored with the asset history.
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