5 PM Checklist Templates Every Maintenance Manager Should Have

A good checklist is the difference between a PM that gets done and a PM that gets done right. Here are five ready-to-use templates for HVAC, conveyors, pumps, forklifts, and generators.

Why Templates Matter

A checklist that simply says "Inspect Motor" is useless. It relies entirely on the technician's experience and memory. A good template standardizes the process, ensuring that every technician checks the same components, to the same tolerances, every single time.

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Pro tip:

The best checklists are specific, actionable, and binary (Pass/Fail or a specific measurement). Avoid vague terms like "Check condition." Instead, use "Verify belt tension is between 1/2 inch and 3/4 inch deflection."

1. HVAC Air Handler Unit (AHU) Monthly PM

HVAC systems are the lungs of a facility. Regular maintenance prevents costly emergency repairs and ensures air quality.

[ ] Filters: Inspect and replace air filters if pressure drop exceeds 0.5 in. w.g.
[ ] Belts: Check drive belts for wear, fraying, and proper tension.
[ ] Coils: Inspect cooling and heating coils for dirt buildup. Clean if necessary.
[ ] Condensate Drain: Verify the drain pan is clear and water flows freely.
[ ] Motor/Bearings: Listen for unusual noise or vibration. Lubricate bearings per OEM specs.

2. Belt Conveyor System Weekly PM

Conveyors are the arteries of manufacturing and distribution. A seized bearing can stop production for hours.

[ ] Belt Tracking: Verify the belt is tracking centrally on the pulleys.
[ ] Lacing/Splice: Inspect the belt splice for tearing or missing pins.
[ ] Rollers/Idlers: Check for seized or noisy rollers. Replace immediately if found.
[ ] Drive Motor: Check motor temperature and listen for abnormal gearbox noise.
[ ] Guarding: Ensure all safety guards are securely in place.

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Warning:

Never perform maintenance on a conveyor system without following proper Lockout/Tagout (LOTO) procedures.

3. Centrifugal Pump Quarterly PM

Pumps are critical for fluid transfer. Vibration and seal leaks are the early warning signs of failure.

[ ] Mechanical Seal: Inspect for excessive leakage (a few drops per minute is normal for packing, zero for mechanical seals).
[ ] Vibration: Check bearing housings for excessive vibration or heat.
[ ] Coupling: Inspect the coupling insert for wear and verify alignment.
[ ] Baseplate: Check foundation bolts for tightness and inspect for grout cracking.
[ ] Pressure: Record suction and discharge pressures. Compare to baseline.

4. Electric Forklift Daily Pre-Shift Inspection

OSHA requires daily pre-shift inspections for powered industrial trucks. This template covers the essentials.

[ ] Battery: Check water levels, terminal connections, and cables for damage.
[ ] Hydraulics: Inspect hoses, cylinders, and the floor underneath for leaks.
[ ] Forks: Check for cracks, bending, or excessive wear at the heel.
[ ] Controls: Test lift, lower, tilt, and horn functions.
[ ] Brakes: Test service and parking brakes for proper operation.

Implement digital tracking

Paper checklists for daily inspections are a nightmare to manage. Move this template to a digital system like PMProof Log to ensure compliance and instant reporting of defects.

5. Emergency Generator Annual PM

A generator that fails to start during an outage is worse than having no generator at all. Annual load testing is critical.

[ ] Fluids: Change oil, oil filter, and fuel filters. Check coolant level and freeze point.
[ ] Batteries: Clean terminals, check specific gravity, and test the battery charger.
[ ] Belts/Hoses: Inspect all rubber components for cracking or brittleness.
[ ] Air Intake: Inspect air filter and clean the enclosure louvers.
[ ] Load Test: Perform a 2-hour load bank test to verify performance under stress.

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Customize these templates to match your specific equipment models and operating environment. A dusty sawmill requires more frequent filter changes than a cleanroom.