Equipment & Maintenance
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Equipment Maintenance Log (Free Excel Template)
An equipment maintenance log that keeps the full repair and service history of one machine on one sheet. Each line records what happened, the cause, what was done, parts, cost, downtime, and the step taken so it does not happen again.
Excel (.xlsx) · 4 sheets · Updated 2026-10-21
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Who is this equipment maintenance log for?
- Maintenance techs who need one place to write down every repair and service
- Maintenance leads deciding whether to keep repairing a machine or replace it
- Small plants without a CMMS that keep machine history in Excel
When to use it
Add a line every time the equipment has a breakdown, a defect, preventive maintenance, a modification, or a scheduled part replacement. Keep one log per machine for its whole life, and review it when you plan the budget or the next overhaul.
What's included
The template includes the following. Delete anything you do not need.
- Header for equipment ID, name, make and model, and install date
- Date, work order number, and type (breakdown, defect, preventive, modification, scheduled replacement)
- What happened, the cause, and the work done
- Parts replaced, cost in dollars, and downtime in hours
- Who did the work, the prevention step, and the next replacement due date
- Rules for what to do when a breakdown is found, a sign-off block, and a filled-in sample
Preview the Excel file
This is the actual file. Use the tabs below to switch between the 4 sheets. How to mark each result is explained on the "Instructions" sheet.
| A | |
|---|---|
| 1 | Equipment Maintenance Log (Repair and Service History) |
| 2 | |
| 3 | ■ Source |
| 4 | Worker Library https://worker-library.com/templates/equipment-maintenance-log/ |
| 5 | Request a template or an extra item: https://worker-library.com/contact/ |
| 6 | |
| 7 | ■ Sheets in this workbook |
| 8 | "Entry Sheet" … The sheet you fill in on a computer. Landscape layout. |
| 9 | "Sample (Filled In)" … A filled-in example. Use it as a guide to how each column is written. |
| 10 | "Print (Letter)" … For printing and filling in by hand. Taller rows, and the column headings repeat at the top of every page. Set up for US Letter. |
| 11 | |
| 12 | ■ How to use |
| 13 | 1. Make one copy per machine and fill in the header. |
| 14 | 2. Add a line the same day work is done. Pick the type from the drop-down. |
| 15 | 3. Write the cause. If it is not known yet, write "investigating" and update it later. |
| 16 | 4. Write the prevention step as a change to an interval or a procedure, and put the next replacement date in the last column. |
| 17 | 5. Have the maintenance lead review the log monthly and sign off. |
| 18 | |
| 19 | ■ What to do when you find a breakdown or defect (read before you start) |
| 20 | If you notice unusual noise, smell, leaks, or heat, stop the equipment on the spot and call the person in charge. Whoever notices may decide to stop. Nobody is blamed for stopping. |
| 21 | Log temporary fixes that got the equipment running again too. Once it runs, it drops out of the record, and the same failure repeats. |
| 22 | Do not leave the cause as "unknown". If you do not know yet, write "investigating" and add the cause on the day you find it. |
| 23 | Write the prevention step as a change to a part replacement interval or a procedure. "Be careful" is not a prevention step. |
| 24 | If the same failure happens three times on the same equipment, consider replacing it instead of repairing it. The cost and downtime columns are there to support that decision. |
| 25 | |
| 26 | ■ Adapting it to your site |
| 27 | • Add a column for the meter reading (hours or cycles) if your machine has one. |
| 28 | • If you use a CMMS for work orders, keep the work order number here so the two can be matched. |
| 29 | • Use the autofilter on the Type column to see only breakdowns, or sort by cost to find the most expensive problems. |
| 30 | |
| 31 | ■ Things to watch |
| 32 | • This is a general maintenance log, not an official form from OSHA or any other agency. |
| 33 | • Some equipment has its own record rules. For example, the annual maintenance date of a portable fire extinguisher must be recorded and kept for one year after the last entry or the life of the shell, whichever is less (29 CFR 1910.157(e)(3)). Use a log made for that equipment where a rule applies. |
| 34 | • Repairs on energized or moving equipment should follow your lockout/tagout procedure and be done by qualified people. |
| 35 | |
| 36 | ■ About this template |
| 37 | A free inspection template from Worker Library. |
| 38 | You may copy, edit, and print it for use in your own organization. Add or delete items as you need. |
| 39 | Please do not redistribute or sell the template itself. |
| 40 | |
| 41 | ■ Important notice |
| 42 | This template organizes common inspection items for reference. It is not an official form issued by OSHA or any other authority, and using it does not by itself show compliance. |
| 43 | Which inspections are required, how often, and how long records must be kept depend on the equipment, industry, size of the operation, and location (federal, state, and local rules can all apply). |
| 44 | Check the regulations and standards that apply to you, the manufacturer's instructions, and a qualified or competent person. |
| 45 | Worker Library accepts no liability for any loss arising from the use of this template. |
| 46 | Regulations change. Check the source page above for the latest version. |
| 47 | |
| 48 | ■ Updated |
| 49 | 2026-10-21 (reviewed every 3 months) |
| 50 | |
| 51 | ■ About Worker Library |
| 52 | Worker Library publishes free Excel inspection checklists, logs, and forms for maintenance, safety, and quality teams. |
| 53 | All templates: https://worker-library.com/templates/ |
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Equipment Maintenance Log (Repair and Service History) | |||||
| 2 | Equipment ID | Equipment | Make / model | |||
| 3 | ||||||
| 4 | Date | Work order # | Type | What happened | Cause | Work done |
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | (19 more blank rows) | |||||
| 10 | Entered by | Reviewed by (maintenance lead) | ||||
| 11 | ||||||
| 12 | ||||||
| 13 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 14 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 15 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 16 | Worker Library https://worker-library.com/templates/equipment-maintenance-log/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 12 columns. The downloaded file contains everything.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Equipment Maintenance Log (Repair and Service History) [SAMPLE] | |||||
| 2 | Equipment ID | M-014 | Equipment | Hydraulic press | Make / model | |
| 3 | ||||||
| 4 | Date | Work order # | Type | What happened | Cause | Work done |
| 5 | 08/03/2026 | WO-2318 | Defect | Hydraulic oil leaking at a pipe fitting | Seal worn with age | Tightened the fitting; seal replaced later |
| 6 | 05/12/2026 | WO-2204 | Breakdown | Ram stopped partway on the upstroke | Bad contact in the pressure switch | Replaced the pressure switch |
| 7 | 02/20/2026 | WO-2117 | Preventive | Annual overhaul | Planned (not a failure) | Changed hydraulic oil and filters; inspected all parts |
| 8 | ||||||
| 9 | ||||||
| 10 | ||||||
| 11 | ||||||
| 12 | (16 more blank rows) | |||||
| 13 | Entered by | Reviewed by (maintenance lead) | ||||
| 14 | ||||||
| 15 | ||||||
| 16 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 17 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 18 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 19 | Worker Library https://worker-library.com/templates/equipment-maintenance-log/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 12 columns. The downloaded file contains everything.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Equipment Maintenance Log (Repair and Service History) | |||||
| 2 | Equipment ID | Equipment | Make / model | |||
| 3 | ||||||
| 4 | Date | Work order # | Type | What happened | Cause | Work done |
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | (19 more blank rows) | |||||
| 10 | Entered by | Reviewed by (maintenance lead) | ||||
| 11 | ||||||
| 12 | ||||||
| 13 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 14 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 15 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 16 | Worker Library https://worker-library.com/templates/equipment-maintenance-log/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 12 columns. The downloaded file contains everything.
Cells marked ▼ have a drop-down list. Lightly shaded rows are where you write.
File details
| Format | Excel (.xlsx) |
|---|---|
| Works with | Microsoft Excel 2016 or later, Excel for Microsoft 365, Google Sheets, LibreOffice Calc |
| Paper | Print areas set for US Letter |
| Sheets | Instructions / Entry Sheet / Sample (Filled In) / Print (Letter) |
| Macros | None |
| File size | About 17 KB |
| Updated | 2026-10-21 |
How to use the equipment maintenance log
- Make one copy per machine and fill in the header.
- Add a line the same day work is done. Pick the type from the drop-down.
- Write the cause. If it is not known yet, write "investigating" and update it later.
- Write the prevention step as a change to an interval or a procedure, and put the next replacement date in the last column.
- Have the maintenance lead review the log monthly and sign off.
Adapting it to your site
- Add a column for the meter reading (hours or cycles) if your machine has one.
- If you use a CMMS for work orders, keep the work order number here so the two can be matched.
- Use the autofilter on the Type column to see only breakdowns, or sort by cost to find the most expensive problems.
Before you use it
Please read
- This is a general maintenance log, not an official form from OSHA or any other agency.
- Some equipment has its own record rules. For example, the annual maintenance date of a portable fire extinguisher must be recorded and kept for one year after the last entry or the life of the shell, whichever is less (29 CFR 1910.157(e)(3)). Use a log made for that equipment where a rule applies.
- Repairs on energized or moving equipment should follow your lockout/tagout procedure and be done by qualified people.
- This template is provided as-is for reference. Worker Library is not liable for any loss arising from its use. Regulations change, so check the update date on this page.
Equipment Maintenance Log FAQ
What should an equipment maintenance log include?
At minimum: the date, what was wrong or what service was done, the cause, the work done, parts, who did it, and when the next service is due. Cost and downtime are worth adding, because they show which machines cost the most to keep running.
How long should I keep equipment maintenance records?
For most machines there is no general federal rule. Many companies keep the log for the life of the equipment. Check whether a rule for your specific equipment, your insurer, or your customers asks for a set period.
What is the difference between a maintenance log and a maintenance schedule?
A log records what was done, after the fact. A schedule lists what is due and when. Many teams keep both: the schedule to plan work, and the log to record it.
When should we replace a machine instead of repairing it?
A common rule of thumb is to look hard at replacement when the same failure keeps coming back or repair costs approach the cost of a new machine. The cost and downtime columns in this log give you the numbers for that decision.