Preventive Maintenance Checklist

A checklist for running a scheduled preventive maintenance (PM) program.

Published July 7, 2026

Set up the PM program

Build an asset register of equipment to be maintained.
Assign each asset a unique ID and location.
Define the PM tasks required for each asset.
Base tasks on manufacturer manuals and your organization's procedures.
Set the interval for each task by time, runtime or usage.
Schedule PM work orders in your CMMS or calendar.
Assign tasks to qualified technicians and book downtime.

Prepare for the PM task

Review the work order, asset history and manuals.
Gather the required parts, consumables and special tools.
Confirm spares are on hand before starting.
Notify operations of planned downtime.
Apply lockout/tagout and follow safety procedures.
Wear the required personal protective equipment.

Inspection and condition checks

Inspect for wear, leaks, corrosion, noise and vibration.
Check belts, bearings, seals and moving parts.
Record temperatures, pressures and other key readings.
Compare readings against normal operating ranges.
Test safety devices, guards and emergency stops.
Note any developing faults for follow-up.

Service tasks

Clean equipment, filters, vents and cooling systems.
Lubricate components per the lubrication schedule.
Check and top up or change fluids as required.
Tighten fasteners and check alignment and tension.
Replace wear parts at their planned life.
Test the asset under normal operating conditions after service.

Calibration and parts

Calibrate instruments and gauges to specification.
Use traceable standards where required by your procedures.
Record calibration results and next due dates.
Log all parts and materials used on the work order.
Update spare parts stock levels and reorder points.
Tag failed or replaced parts for inspection or disposal.
Flag obsolete parts that need a sourcing plan.

Records and review

Complete and close the work order in the CMMS or log.
Record the date, technician and time taken.
Raise follow-up work orders for issues found.
Track downtime, costs and recurring failures by asset.
Review PM intervals and tasks against actual results.
Adjust the schedule to improve reliability over time.

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A preventive maintenance checklist is a scheduled set of planned tasks performed on equipment at set intervals to prevent breakdowns before they happen. It covers inspections, cleaning, lubrication, calibration, parts replacement and recording work in a maintenance system rather than waiting for things to fail.

Reactive repairs are expensive: they bring unplanned downtime, rushed parts orders and overtime. Preventive maintenance shifts the work to a predictable schedule, so equipment is serviced while it is still healthy and failures become the exception rather than the routine.

This checklist helps maintenance planners, technicians and reliability managers build and run a PM program — defining assets and intervals, performing the work consistently, and capturing the data needed to refine the plan over time. It works alongside a CMMS or a simple logbook.

Print the checklist for each PM work order, or download the PDF so technicians can complete tasks, record readings and sign off in the field. Keep the records on file to track asset health, justify spares and tune your maintenance intervals.

FAQ

What is preventive maintenance?

Preventive maintenance is planned, scheduled work performed on equipment at set intervals to keep it running and prevent failures, rather than waiting for a breakdown and repairing it afterward.

How is it different from general maintenance?

General maintenance is broad day-to-day upkeep. Preventive maintenance is a structured program with defined assets, intervals, task lists and records, usually planned and tracked in a CMMS or maintenance log.

How do I set maintenance intervals?

Base intervals on the manufacturer's recommendations, equipment runtime or usage, and your own failure history. Review and adjust them as you collect data on how each asset actually performs.

What is a CMMS and do I need one?

A CMMS is computerized maintenance management software for scheduling tasks, issuing work orders and storing asset history. It helps, but a simple spreadsheet or logbook can run a small PM program effectively.

Is this available as a printable PDF?

Yes. Print the preventive maintenance checklist for each work order, or download the PDF so technicians can record tasks, readings and sign-offs and keep them on file.