Equipment Installation Checklist
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About this equipment installation checklist
Equipment installs fail for predictable reasons: missing parts, unclear scope, unsafe conditions, and rushed testing. This equipment installation checklist gives operations teams a simple, repeatable way to prepare properly, verify the install step-by-step, and capture evidence — so you stop guessing and start knowing the job is safe, compliant, and complete.
Use it for new installs, replacements, upgrades, and relocations. It includes preparation checks, in-process checks, clear escalation criteria, and close-out actions for a confident handover.
What this equipment installation checklist covers
- Job details and scope — confirm what you are installing and what ‘done’ looks like
- Pre-installation preparation — tools, parts, permits, access, and site readiness
- Equipment condition and compliance — damage checks, labels, and suitability
- Installation in progress — mounting, routing, connections, and evidence capture
- Testing and commissioning — prove it works and record results
- Escalation criteria — clear stop points to prevent unsafe work and rework
- Close-out and handover — leave the site safe, tidy, and documented
Who it is for
This checklist fits frontline operations teams who install, replace, or commission equipment across sites — including field engineers, area teams, facilities, and operations managers who need consistent standards and reliable documentation.
How to use it on the frontline
- Run the preparation section first — if anything is missing or unclear, pause early rather than improvising later.
- Capture evidence as you go — photos, serial numbers, and test notes reduce back-and-forth and speed up sign-off.
- Use escalation criteria as stop points — if you cannot confirm safety, suitability, or commissioning results, stop and escalate.
- Finish with a proper handover — brief the site contact and record what they need to know for day two.
Common escalation triggers (do not push through)
If you recognise any of these, the right move is to stop and escalate — not to ‘make it work’:
- Missing parts or non-approved substitutions
- Uncertain mounting surface or load suitability
- Power supply does not match specification, or isolation cannot be confirmed
- Commissioning tests fail, warnings appear, or behaviour is unstable
Make equipment installs measurable, not memorable
Paper checklists and memory-based installs create the same problem: nobody can see what happened until something breaks. With Ocasta’s inspections and checklist hub, teams complete installs on mobile, attach photos and notes, and create a consistent record across every site — giving operations leaders visibility without chasing updates.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this equipment installation checklist:
Job details and scope (5)
Confirm what you are installing, where, and what ‘done’ looks like before you start.
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Text
Job reference or work order number
Add the work order, ticket ID, or customer reference.
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Text
Site location
Include address and any access notes (gate codes, loading bay, reception).
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Text
Equipment make and model
Record the exact model to avoid installing the wrong variant.
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Text
Serial number(s) recorded
Record all serial numbers and asset tags before installation.
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Dropdown
Installation type confirmed
Choose the closest match to the job scope.
Pre-installation preparation checks (9)
Stop guesswork early by confirming access, safety, tools, and the site environment.
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Yes/No
All required parts, fixings, and accessories are on site
Confirm the kit matches the bill of materials (including brackets, cables, labels, and consumables).
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Yes/No
Tools and test equipment are available and in date
Include calibrations where relevant (e.g. torque tools, meters).
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Yes/No
Installation guide or method statement is available
Use the latest version. If unclear, pause and escalate before proceeding.
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Yes/No
Risk assessment completed and understood
Include manual handling, working at height, electrical isolation, and public-facing risks.
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Dropdown
Permit to work required
If required, do not start until it is approved and active.
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Yes/No
Power isolation and lockout/tagout plan confirmed (if applicable)
Confirm isolation points and who is authorised to isolate and re-energise.
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Yes/No
Site conditions are suitable for installation
Check space, ventilation, lighting, temperature, and a safe working area.
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Yes/No
Mounting surface and fixings are suitable for the load
Confirm wall/floor integrity and the correct anchor type. If unsure, stop and escalate.
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Yes/No
Network/connectivity requirements confirmed (if applicable)
Confirm Wi‑Fi/Ethernet availability, IP details, ports, and any customer IT constraints.
Equipment condition and compliance (4)
Verify the equipment is safe, correct, and compliant before it’s installed.
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Yes/No
Equipment matches the work order and specification
Confirm model, voltage rating, region variant, and required accessories.
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Yes/No
Equipment unpacked and inspected for damage
Check casing, connectors, screens, seals, and moving parts. Photograph any issues before proceeding.
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Yes/No
Safety labels and compliance markings are present and legible
Confirm required labels are intact (e.g. rating plates, warning labels).
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Yes/No
Consumables are in date and suitable
Applies to adhesives, sealants, filters, batteries, and similar items.
Installation in progress checks (8)
Keep the install controlled, repeatable, and evidence-based.
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Yes/No
Work area is secured and safe
Use barriers/signage where needed. Keep walkways clear and manage trip hazards.
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Yes/No
Equipment positioned as specified
Confirm clearances, airflow, access for maintenance, and customer usability.
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Yes/No
Mounting is level and secure
Confirm correct fixings and torque where required. No wobble, flex, or movement.
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Yes/No
Cables and hoses are routed safely and protected
Avoid pinch points, sharp edges, heat sources, and trip hazards. Use trunking/grommets as required.
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Yes/No
Electrical connections are correct and secure (if applicable)
Confirm polarity, earthing, strain relief, and rated components. Follow local electrical rules.
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Yes/No
Network connection tested (if applicable)
Confirm link, signal strength where relevant, and that the device reaches required services.
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Yes/No
Firmware/software version confirmed (if applicable)
Record version and apply approved updates only.
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Yes/No
Photos taken at key stages
Capture before, during (mounting/cabling), and after. Include serial number label and final position.
Testing and commissioning (5)
Prove it works. Record results so nobody has to guess later.
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Yes/No
Power-on and basic function test completed
Confirm no unusual noises, smells, overheating, or warning indicators.
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Yes/No
Safety features verified
Test emergency stops, guards, interlocks, cut-outs, and any required safety checks.
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Yes/No
Performance checks completed against spec
Use the installation guide acceptance criteria where available.
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Yes/No
Calibration/configuration completed (if applicable)
Record key settings so the next person can verify them quickly.
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Text
Test results notes
Record what you tested, outcomes, and any deviations or temporary workarounds (with approval).
Escalation criteria (5)
Clear stop points to prevent unsafe installs and expensive rework.
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Yes/No
Escalate if equipment is damaged or parts are missing
Stop and report with photos and serial number(s). Do not improvise with non-approved parts.
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Yes/No
Escalate if mounting surface/load suitability is uncertain
Do not drill or fix until suitability is confirmed by the right person.
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Yes/No
Escalate if power supply or isolation cannot be confirmed
If you cannot isolate safely or the supply does not match spec, stop and escalate.
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Yes/No
Escalate if commissioning tests fail or produce warnings
Record symptoms, error codes, and steps taken. Do not leave unsafe or unstable equipment in service.
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Person
Who did you escalate to?
Select the responsible manager/engineer/support contact.
Close-out and handover (6)
Leave the site safe, tidy, and fully documented — with a clear handover.
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Yes/No
Site left safe and clean
Remove waste/packaging, tidy cables, and ensure no hazards remain.
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Dropdown
Old equipment status (if applicable)
Confirm what happened to replaced equipment.
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Yes/No
Labels applied (asset, safety, and identification as required)
Make the equipment easy to identify for future support and audits.
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Yes/No
Customer/site contact briefed on use and basic checks
Cover safe operation, key do’s and don’ts, and what to do if something goes wrong.
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Text
Handover notes
Include settings, access details, any follow-up actions, and any limitations agreed.
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Signature
Installer signature
Confirms the installation was completed and recorded accurately.