Equipment Maintenance Log
A month or quarter of maintenance for one machine: routine tasks per interval, each job with parts cost, downtime and the next due date, and the totals.
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Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
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What it is
An equipment maintenance log records what was done to a machine, when, by whom, with which parts, how long it stood still and when the next job is due. Kept per machine, it shows whether the planned maintenance is really happening, what repairs cost and how often the machine is unavailable. Those are the facts behind the next maintenance plan, a spare-parts decision, or the plain question "when did we last service this?".
This sheet covers one machine for one month or one quarter. A switch at the top chooses what it records. A preventive sheet carries a checklist of routine tasks with their intervals (daily, weekly, monthly and so on) and works out the next due date of every entry from the interval you pick. A corrective sheet logs repairs and leaves the next-due column empty. On both, the parts cost is quantity times unit cost, the downtime is worked out from the time stopped and the time restarted, past midnight too, and the summary adds up the entries, the cost and the downtime. Give the scheduled operating hours and it also shows the availability.
When to use it
- You keep a maintenance record for each machine, as your quality system asks or as a habit.
- You want to see at a glance whether the planned checks were done and when the next ones fall due.
- You need a machine's cost and downtime for a month or quarter, for a budget or replacement decision.
- An auditor, insurer or customer asks for the service history of a machine.
How to fill it in
- Fill in the equipment: ID, name, location, make and serial number.
- Choose preventive or corrective, month or quarter, and the first day of the sheet.
- On a preventive sheet, list the routine tasks with their intervals and what counts as OK, and choose the interval of the service entries.
- Enter each job: date, work, who did it, parts with quantity and unit cost, and the times stopped and restarted.
- Tick the tasks done on schedule, then read the totals, the downtime and the availability.
- Print the sheet for the technician's and reviewer's signatures, or download it as a Word or Excel file.
Common mistakes
- Setting the first day to a date other than the 1st, so the end of the period comes out wrong.
- Mixing tasks with different intervals on one sheet, so the next due dates are right for some and wrong for others.
- Entering the whole job time as downtime when the machine ran during part of it.
- Leaving out small parts and consumables, so the cost looks lower than it is.
- Writing "serviced" without saying what was checked, so the next person cannot tell what was done.
- Treating a tick on the checklist as proof; the entries below it are the real record.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Compact
- Ledger
- Boxed form
- Plain (black and white)
- Banner
- Classic
- Modern
- Minimal
- Side band
- Warm
- Formal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- How is the next due date worked out?
- On a preventive sheet it is the date of the entry plus the interval you chose, counted in days. Monthly is 30 days, quarterly 90 and yearly 365, so adjust by hand if you plan by calendar month.
- What if a job runs past midnight?
- Enter the times as the clock shows them. If the restart time is earlier than the stop time, the sheet counts through midnight to the next day.
- How is availability calculated?
- It is the scheduled operating hours minus the downtime, as a percentage of the scheduled operating hours. It appears only if you enter the scheduled hours for the period, and it counts only the downtime recorded on this sheet.
- Can I use one sheet for several machines?
- Use one sheet per machine. That keeps each machine's history, cost and downtime clear, and the next due dates only make sense for one machine and one interval.
- Does this replace the maker's maintenance schedule?
- No. Take the tasks and intervals from the maker's manual and your own plan. The sheet records the work; it does not set schedules. Equipment such as lifts, cranes or pressure vessels may also have inspections required by law in your country, with their own forms.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.