Equipment & Maintenance
Monthly
Preventive Maintenance Checklist (Free Excel Template)
This preventive maintenance checklist is for the monthly PM check on one machine: drive parts, fasteners, electrical, safety devices, fluids, and cleaning. Each item has a reading column and a Pass/Fail result, so you can see wear before it turns into a breakdown.
Excel (.xlsx) · 4 sheets · Updated 2026-10-21
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Who is this preventive maintenance checklist for?
- Maintenance techs who run monthly PM rounds on production equipment
- Maintenance planners who need a standard PM form for every machine
- Small plants without a CMMS that track PM in Excel
When to use it
Use one sheet per machine each month, during the planned PM window or a short shutdown. Daily checks by the operator go on a separate daily checklist; this sheet covers items that change slowly.
What's included
The template includes the following. Delete anything you do not need.
- Header for equipment, location, month, and inspector
- Drive and power transmission: lubrication, belt and chain tension, coupling, bearings, run hours
- Fasteners and structure: anchor bolts, frame and covers, vibration mounts
- Electrical: wiring and terminals, inside the control panel, lights and gauges
- Safety devices: emergency stop, interlocks, pressure and temperature limits, alarms, lockout/tagout
- Fluids and lubrication: oil level and condition, leaks, filters; cleaning and cooling fins
- Reading column, Pass/Fail/N/A drop-down, defect record, summary, and sign-off
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 | Preventive Maintenance Checklist (Monthly) |
| 2 | |
| 3 | ■ Source |
| 4 | Worker Library https://worker-library.com/templates/preventive-maintenance-checklist/ |
| 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. Lock out the machine before opening guards or panels. |
| 15 | 3. Check each item, write any reading (belt deflection, temperature, hours) in the reading column, and pick Pass, Fail, or N/A. |
| 16 | 4. For each Fail, write what was found and what was done, or when it will be fixed. |
| 17 | 5. List open items in the summary with a due date and owner, then sign off. |
| 18 | |
| 19 | ■ How to mark results, and what to do (read before you start) |
| 20 | Pass … OK to use. |
| 21 | Fail … Stop using it on the spot and tag it "Do Not Use" or barricade the area. Tell your supervisor and write the corrective action. |
| 22 | N/A … The item does not exist here or does not apply today. Do not leave it blank. A blank cell means "not checked". |
| 23 | The inspector may decide to stop. Nobody is blamed for stopping. If in doubt, mark Fail. |
| 24 | After the corrective action, do not return it to service until the verifier writes the re-check date and name. |
| 25 | |
| 26 | ■ Adapting it to your site |
| 27 | • Add items from the manufacturer's PM schedule for your model, such as gearbox oil changes or filter replacement intervals. |
| 28 | • Use the three blank rows for site-specific checks. |
| 29 | • If some items are quarterly or annual, add a frequency to the item text so the inspector knows when to skip them. |
| 30 | |
| 31 | ■ Things to watch |
| 32 | • This is a general preventive maintenance template, not an official form from OSHA or any other agency. |
| 33 | • Follow the manufacturer's maintenance schedule and settings for your model. This checklist does not replace it. |
| 34 | • Lock out and verify zero energy before working on guarded or energized parts. |
| 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 | Preventive Maintenance Checklist (Monthly) | |||||
| 2 | Equipment | Location | ||||
| 3 | Month | Inspected by | ||||
| 4 | ||||||
| 5 | No. | System | Inspection item | Reading / notes | Result | Findings / action taken |
| 6 | 1 | Drive and power transmission | Drive parts greased or oiled | |||
| 7 | 2 | Belt and chain tension correct | ||||
| 8 | 3 | No play in the coupling | ||||
| 9 | 4 | Bearings: no abnormal temperature or noise | ||||
| 10 | 5 | Run hours or cycle count recorded | ||||
| 11 | 6 | Fasteners and structure | Anchor bolts and fasteners not loose | |||
| 12 | 7 | No damage to frame or covers | ||||
| 13 | 8 | Vibration mounts and dampers not worn or cracked | ||||
| 14 | 9 | Electrical | No damaged or loose wiring or terminals | |||
| 15 | 10 | No dust or condensation inside the control panel | ||||
| 16 | 11 | Indicator lights and gauges normal | ||||
| 17 | 12 | Safety devices | Emergency stop works | |||
| 18 | 13 | Interlocks work | ||||
| 19 | 14 | Pressure and temperature limits set as specified | ||||
| 20 | 15 | Alarms sound | ||||
| 21 | 16 | Lockout/tagout applied before guards were opened | ||||
| 22 | 17 | Fluids and lubrication | Oil level within the marked range | |||
| 23 | 18 | Oil not dirty or discolored | ||||
| 24 | 19 | No leaks (oil, water, air) | ||||
| 25 | 20 | Filters not clogged | ||||
| 26 | 21 | Cleaning and environment | Machine and surrounding area clean | |||
| 27 | 22 | No dust buildup on cooling fins or heat sinks | ||||
| 28 | 23 | |||||
| 29 | 24 | |||||
| 30 | 25 | |||||
| 31 | ||||||
| 32 | Defect record (fill in every time you mark a defect. Fill left to right in the order things happened. "Condition found" is written by the person who found it, "Corrective action" by the person who fixed it, "Verified by" by the person who checked it.) | |||||
| 33 | Date / condition found | Stopped? / reported to / action | Verified by / returned to service | |||
| 34 | ||||||
| 35 | ||||||
| 36 | ||||||
| 37 | ||||||
| 38 | Summary (what must be done before the next inspection, due date, person responsible) | |||||
| 39 | ||||||
| 40 | ||||||
| 41 | ||||||
| 42 | Inspected by | Reviewed by (supervisor) | Approved by (manager) | |||
| 43 | ||||||
| 44 | ||||||
| 45 | 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. | |||||
| 46 | 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. | |||||
| 47 | 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. | |||||
| 48 | Worker Library https://worker-library.com/templates/preventive-maintenance-checklist/ Updated 2026-10-21 | |||||
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Preventive Maintenance Checklist (Monthly) [SAMPLE] | |||||
| 2 | Equipment | Air compressor C-01 | Location | Utility room, Plant 2 | ||
| 3 | Month | August 2026 | Inspected by | Maintenance, K. Young | ||
| 4 | ||||||
| 5 | No. | System | Inspection item | Reading / notes | Result | Findings / action taken |
| 6 | 1 | Drive and power transmission | Drive parts greased or oiled | Pass | ||
| 7 | 2 | Belt and chain tension correct | Pass | |||
| 8 | 3 | No play in the coupling | Fail | Play in the coupling. Insert worn. Replace at the planned shutdown on 8/20. | ||
| 9 | 4 | Bearings: no abnormal temperature or noise | Pass | |||
| 10 | 5 | Run hours or cycle count recorded | Pass | |||
| 11 | 6 | Fasteners and structure | Anchor bolts and fasteners not loose | Pass | ||
| 12 | 7 | No damage to frame or covers | Pass | |||
| 13 | 8 | Vibration mounts and dampers not worn or cracked | Pass | |||
| 14 | 9 | Electrical | No damaged or loose wiring or terminals | Pass | ||
| 15 | 10 | No dust or condensation inside the control panel | Pass | |||
| 16 | 11 | Indicator lights and gauges normal | Pass | |||
| 17 | 12 | Safety devices | Emergency stop works | Pass | ||
| 18 | 13 | Interlocks work | Pass | |||
| 19 | 14 | Pressure and temperature limits set as specified | Pass | |||
| 20 | 15 | Alarms sound | Pass | |||
| 21 | 16 | Lockout/tagout applied before guards were opened | Pass | |||
| 22 | 17 | Fluids and lubrication | Oil level within the marked range | Pass | ||
| 23 | 18 | Oil not dirty or discolored | Pass | |||
| 24 | 19 | No leaks (oil, water, air) | Pass | |||
| 25 | 20 | Filters not clogged | Pass | |||
| 26 | 21 | Cleaning and environment | Machine and surrounding area clean | Pass | ||
| 27 | 22 | No dust buildup on cooling fins or heat sinks | Pass | |||
| 28 | 23 | |||||
| 29 | 24 | |||||
| 30 | 25 | |||||
| 31 | ||||||
| 32 | Defect record (fill in every time you mark a defect. Fill left to right in the order things happened. "Condition found" is written by the person who found it, "Corrective action" by the person who fixed it, "Verified by" by the person who checked it.) | |||||
| 33 | Date / condition found | Stopped? / reported to / action | Verified by / returned to service | |||
| 34 | ||||||
| 35 | ||||||
| 36 | ||||||
| 37 | ||||||
| 38 | Summary (what must be done before the next inspection, due date, person responsible) | |||||
| 39 | Replace the coupling insert and V-belt at the planned shutdown on 8/20. Parts ordered 8/12 (PO 4471). | |||||
| 40 | ||||||
| 41 | ||||||
| 42 | Inspected by | Reviewed by (supervisor) | Approved by (manager) | |||
| 43 | ||||||
| 44 | ||||||
| 45 | 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. | |||||
| 46 | 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. | |||||
| 47 | 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. | |||||
| 48 | Worker Library https://worker-library.com/templates/preventive-maintenance-checklist/ Updated 2026-10-21 | |||||
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Preventive Maintenance Checklist (Monthly) | |||||
| 2 | Equipment | Location | ||||
| 3 | Month | Inspected by | ||||
| 4 | ||||||
| 5 | No. | System | Inspection item | Reading / notes | Result | Findings / action taken |
| 6 | 1 | Drive and power transmission | Drive parts greased or oiled | |||
| 7 | 2 | Belt and chain tension correct | ||||
| 8 | 3 | No play in the coupling | ||||
| 9 | 4 | Bearings: no abnormal temperature or noise | ||||
| 10 | 5 | Run hours or cycle count recorded | ||||
| 11 | 6 | Fasteners and structure | Anchor bolts and fasteners not loose | |||
| 12 | 7 | No damage to frame or covers | ||||
| 13 | 8 | Vibration mounts and dampers not worn or cracked | ||||
| 14 | 9 | Electrical | No damaged or loose wiring or terminals | |||
| 15 | 10 | No dust or condensation inside the control panel | ||||
| 16 | 11 | Indicator lights and gauges normal | ||||
| 17 | 12 | Safety devices | Emergency stop works | |||
| 18 | 13 | Interlocks work | ||||
| 19 | 14 | Pressure and temperature limits set as specified | ||||
| 20 | 15 | Alarms sound | ||||
| 21 | 16 | Lockout/tagout applied before guards were opened | ||||
| 22 | 17 | Fluids and lubrication | Oil level within the marked range | |||
| 23 | 18 | Oil not dirty or discolored | ||||
| 24 | 19 | No leaks (oil, water, air) | ||||
| 25 | 20 | Filters not clogged | ||||
| 26 | 21 | Cleaning and environment | Machine and surrounding area clean | |||
| 27 | 22 | No dust buildup on cooling fins or heat sinks | ||||
| 28 | 23 | |||||
| 29 | 24 | |||||
| 30 | 25 | |||||
| 31 | ||||||
| 32 | Defect record (fill in every time you mark a defect. Fill left to right in the order things happened. "Condition found" is written by the person who found it, "Corrective action" by the person who fixed it, "Verified by" by the person who checked it.) | |||||
| 33 | Date / condition found | Stopped? / reported to / action | Verified by / returned to service | |||
| 34 | ||||||
| 35 | ||||||
| 36 | ||||||
| 37 | ||||||
| 38 | Summary (what must be done before the next inspection, due date, person responsible) | |||||
| 39 | ||||||
| 40 | ||||||
| 41 | ||||||
| 42 | Inspected by | Reviewed by (supervisor) | Approved by (manager) | |||
| 43 | ||||||
| 44 | ||||||
| 45 | 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. | |||||
| 46 | 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. | |||||
| 47 | 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. | |||||
| 48 | Worker Library https://worker-library.com/templates/preventive-maintenance-checklist/ Updated 2026-10-21 | |||||
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 preventive maintenance checklist
- Make one copy per machine and fill in the header.
- Lock out the machine before opening guards or panels.
- Check each item, write any reading (belt deflection, temperature, hours) in the reading column, and pick Pass, Fail, or N/A.
- For each Fail, write what was found and what was done, or when it will be fixed.
- List open items in the summary with a due date and owner, then sign off.
Adapting it to your site
- Add items from the manufacturer's PM schedule for your model, such as gearbox oil changes or filter replacement intervals.
- Use the three blank rows for site-specific checks.
- If some items are quarterly or annual, add a frequency to the item text so the inspector knows when to skip them.
Before you use it
Please read
- This is a general preventive maintenance template, not an official form from OSHA or any other agency.
- Follow the manufacturer's maintenance schedule and settings for your model. This checklist does not replace it.
- Lock out and verify zero energy before working on guarded or energized parts.
- 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.
Preventive Maintenance Checklist FAQ
What is a preventive maintenance checklist?
It is a list of checks done on a set schedule, before anything breaks, to catch wear early. A monthly PM checklist usually covers lubrication, belts and couplings, bearings, fasteners, electrical connections, safety devices, fluids, and filters.
How often should preventive maintenance be done?
Many plants do a monthly PM check on production equipment, with some items quarterly or yearly. The intervals that fit your machine are in the manufacturer's manual. Adjust them based on run hours and your own breakdown history.
Who should fill in the PM checklist?
Usually a maintenance tech or another trained person, not the machine operator. A maintenance lead reviews and signs it.
How long should PM records be kept?
There is no general rule for most machines. Many companies keep PM records for the life of the equipment, because the history helps decide when to repair and when to replace.