Operations & Maintenance

How to Create a Preventive Maintenance Checklist

Ryan Chan

There is no “one size fits all” maintenance checklist; rather, the perfect one depends on what type of equipment or facility you are using in the first place. Preventive maintenance checklists can be divided into the following categories:

  • Equipment and machines
  • Buildings and Facilities
  • Vehicles and fleets

Here are the maintenance checklists:

  • Steam boilers
  • HVAC systems
  • Wet scrubbers
  • Schools
  • Commercial buildings
  • Semi-trucks

In this article, we include templates for each one so you can kick-start your preventive journey today!

6 Crucial Preventive Maintenance Checklists

Equipment and Machines

Using an equipment/machine preventive maintenance checklist template for high-value assets that experience constant use will help you increase the lifespan of those assets. It will also give your technicians the information they need to complete the PM as quickly as possible. You can attach these checklists to recurring work orders in your CMMS to improve your maintenance efforts.

1. Steam Boiler Maintenance Checklist

After defective low water cutoffs, a lack of preventive maintenance is the leading cause of boiler incidents and failures. To protect these assets that cost tens of thousands of dollars — and keep your facility safe and operational — you can run PMs on a daily, weekly, monthly, semi-annual, and annual basis. In the template below, there are checklists for each time interval.

Google Sheet
You can view the original checklist here (Cleaver-Brooks)

2. HVAC Maintenance Checklist

A lower or higher number of PM tasks may be needed for preventive maintenance on your HVAC equipment. For instance, water-cooled systems are supported by a chiller that will also need maintenance while a VRF system has different parts and components. You can add to this initial checklist to make it applicable for your specific HVAC system.

Google Sheet
You can view the original checklist here (Arista)

3. Wet Scrubber Maintenance Checklist

For proper operation and environment compliance, wet scrubbers should undergo various preventive maintenance checks. In the scrubber checklist below, there are checklist items for pre-startup, daily, and monthly maintenance. Performing these PM checks will prolong the life of your scrubber and keep the surrounding environment free of hazardous and corrosive chemicals.

Google Sheet
You can view the original checklist here (Environmental Compliance Alert)

Buildings and Facilities Maintenance Checklists

Using a building/facility maintenance checklist template will help you increase the utility of your buildings and facilities. By giving your maintenance team checklists for daily, weekly, monthly, and annual inspections, you can significantly reduce the amount of incoming work requests and complaints.

4. School Maintenance Checklist

The school system that created the following checklist advises its maintenance team to make all attempts to fix an issue onsite before creating a work order. The school also advises employees to send the checklist to the Director of Buildings and Grounds upon completion and create a copy for their own records.

Google Sheet
You can view the original checklist here (Bullitt County Public Schools)

5. Commercial Building Maintenance Checklist

Whether you need an office building maintenance checklist or a preventive maintenance checklist for your commercial buildings, the following checklist is a good starting point. It provides key checklist items for a building’s interior and exterior, elevators, HVAC systems, and more.

Google Sheet
You can view the original checklist here (

Fleet and Vehicle Maintenance Checklists

Semi-truck Maintenance Checklist

For semi-trucks and commercial motor vehicles there are four types of preventive maintenance checklists. These are called PM A, PM B, PM C, and PM D checklists. As you move up the alphabet, the PM increases in complexity. The items in the following template are general and you can make them more specific as needed.

Google Sheet
You can view the original checklist here (J.J. Keller)

Make your maintenance checklists mobile

You can put checklists in the palms of your technicians by adding maintenance checklists to your CMMS on UpKeep. To get started, create a free UpKeep account.

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