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🔧 Equipment Maintenance Log

Track equipment maintenance, inspections, and repairs to ensure equipment reliability and compliance.

Why Track Maintenance?​

Maintenance tracking helps you:

  • Prevent breakdowns - Regular maintenance prevents failures
  • Extend equipment life - Proper maintenance saves money
  • Ensure compliance - Meet OSHA and manufacturer requirements
  • Plan costs - Budget for maintenance and repairs

Tracker Template​

Equipment Information​

Equipment ID: ___________________
Equipment Type: __________________
Make/Model: _____________________
Serial Number: ___________________
Purchase Date: ___________________
Warranty Expires: ________________

Maintenance Log​

DateTypeService ProviderDescriptionHours/MilesCostNext Service DueNotes
1/5/26Oil ChangeABC ServiceOil, filter, inspection250 hrs$150500 hrs
1/15/26InspectionIn-houseDaily inspection275 hrs$0DailyAll OK
2/5/26RepairABC ServiceHydraulic leak fixed500 hrs$450750 hrs
2/10/26ScheduledABC Service500-hr service500 hrs$8001000 hrs

Maintenance Types​

TypeFrequencyTypical CostProvider
Daily InspectionDaily$0Operator
Weekly InspectionWeekly$0Foreman
Oil Change250-500 hrs$100-300Service provider
Scheduled ServicePer manual$500-2000Service provider
RepairAs neededVariesService provider
Annual InspectionYearly$200-500Certified inspector

Inspection Checklist Items​

Daily Inspection​

  • Fluid levels - Oil, hydraulic, coolant
  • Tires/tracks - Condition, pressure
  • Lights - All lights working
  • Safety devices - Backup alarms, mirrors
  • Leaks - No fluid leaks
  • Damage - No visible damage
  • Clean - Equipment clean

Weekly Inspection​

  • All daily items - Plus:
  • Battery - Clean terminals, charge level
  • Belts/hoses - Condition check
  • Filters - Air, fuel, hydraulic
  • Grease points - Lubrication
  • Documentation - Log updated

Service Intervals​

Common Intervals​

Equipment TypeService Interval
Excavator250-500 hours
Crane250-500 hours
Forklift250-500 hours
Generator100-250 hours
Compactor250-500 hours
Truck5,000-10,000 miles

Cost Tracking​

Annual Maintenance Cost​

Annual Cost = Sum of all maintenance costs for year

Cost per Hour​

Cost per Hour = Annual Cost ÷ Annual Hours

Budget Planning​

Next Year Budget = Current Year Cost × 1.10 (10% increase)

Compliance Tracking​

OSHA Requirements​

  • Annual inspection - By qualified person
  • Documentation - Inspection records kept
  • Defect correction - Issues fixed promptly
  • Operator training - Operators certified

Manufacturer Requirements​

  • Warranty compliance - Follow maintenance schedule
  • Parts replacement - Use approved parts
  • Service provider - Certified technicians

Best Practices​

  1. Follow schedule - Don't skip maintenance
  2. Document everything - Keep detailed records
  3. Use OEM parts - Manufacturer-approved parts
  4. Train operators - Proper operation extends life
  5. Plan ahead - Schedule maintenance, don't wait for breakdowns

Common Issues​

IssueSolution
Missed serviceSchedule immediately, may void warranty
High repair costsIncrease maintenance frequency
BreakdownsReview maintenance schedule
No recordsStart tracking immediately
Prevent, Don't React

Regular maintenance costs less than repairs. A $500 service prevents a $5,000 repair.