Planned Maintenance Checklist
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About this planned maintenance checklist
Planned maintenance only works when it’s consistent. This planned maintenance checklist gives operations teams a clear, repeatable way to prepare the job, complete the critical steps, escalate the right issues, and close out properly — with evidence.
Use it for routine servicing, preventative maintenance, statutory checks, and scheduled change-outs. The aim is simple: stop guessing. Start knowing what was done, what was found, and what needs to happen next.
What this planned maintenance checklist covers
- Preparation checks so the job starts safely and with the right parts, permits, and stakeholders informed
- Pre-maintenance condition checks to capture a baseline (and spot early warning signs)
- In-process checks to confirm the standard was followed and key steps weren’t skipped
- Escalation criteria so teams know when to stop, make safe, and raise the right support
- Testing and close-out actions to prove the asset is safe, functional, and properly handed back
Who it’s for
This checklist is for operations teams who need maintenance work to be predictable across sites and shifts — including site managers, facilities teams, and third-party contractors working to your standards.
How to use it on the frontline
- Complete the checklist in order — the pre-start section prevents avoidable rework and risk
- Record what you saw (baseline condition and readings), not just what you did
- If you hit an escalation trigger, stop and make safe, then log who you escalated to and why
- Only sign off once testing is complete and the handover is clear
Common escalation triggers to include
If you want planned maintenance to reduce downtime, escalation needs to be part of the process — not an afterthought. Typical triggers include safety risks, missing parts, unexpected asset condition, work outside scope, or inability to restore service.
Make planned maintenance measurable in Ocasta
When you run this checklist in Ocasta’s inspections and checklist hub, every check becomes structured data. That means you can see completion, recurring issues, and where standards vary by site — without chasing updates or relying on memory.
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 planned maintenance checklist:
Job details and scope (5)
Confirm what’s being maintained, what ‘good’ looks like, and who’s accountable before work starts.
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Text
Site or location
Include store/site name and exact area (for example: back-of-house plant room).
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Text
Asset ID or equipment name
Use the asset tag, serial number, or clear equipment description.
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Dropdown
Maintenance type
Choose the planned activity you’re completing.
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Text
Work order or ticket reference
Add the job number from your CAFM/CMMS or service desk.
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Person
Responsible person on site
Who owns the job end-to-end on this visit?
Pre-start preparation checks (9)
Stop guesswork before you touch the equipment. Make sure the right people, parts, and controls are in place.
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Yes/No
Method statement and risk assessment reviewed
Confirm you understand the hazards, controls, and safe system of work.
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Yes/No
Permit to work required
If yes, do not start until the permit is issued and signed.
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Yes/No
Permit to work issued and signed (if required)
Record permit number in notes if applicable.
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Yes/No
Correct PPE available and worn
Check task-specific PPE (for example: eye protection, gloves, hearing protection).
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Yes/No
Tools and test equipment checked
Confirm tools are fit for purpose and any calibration date is in date where relevant.
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Yes/No
Correct spares and consumables on hand
Avoid part-swapping or ‘making do’. If parts are missing, escalate before starting.
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Yes/No
Work area made safe and signage in place
Barriers, cones, and warning signage set up to protect colleagues and customers.
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Yes/No
Stakeholders notified of planned downtime
Confirm the site understands what will be offline, for how long, and what the workaround is.
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Yes/No
Isolation and lockout/tagout completed (where applicable)
Verify energy sources are isolated and locked before opening panels or starting work.
Pre-maintenance condition checks (4)
Capture the baseline condition so you can prove improvement and spot issues early.
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Yes/No
Visual condition check completed
Look for damage, leaks, corrosion, loose fixings, unusual wear, or missing guards.
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Yes/No
Housekeeping around the asset is acceptable
Access is clear, ventilation is not blocked, and the area is safe to work in.
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Yes/No
Pre-maintenance readings recorded (where applicable)
For example: temperature, pressure, vibration, run hours, or error codes. Add details in notes.
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Yes/No
Photos taken before work (if required)
Useful for audits, warranty, and recurring fault investigation.
In-process maintenance checks (8)
Follow the standard, confirm each critical step, and record what you did.
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Yes/No
Manufacturer service steps followed
Use the latest approved procedure. If you deviated, explain why in notes.
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Yes/No
Scheduled wear parts replaced
For example: filters, belts, seals, batteries, or consumables specified in the plan.
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Yes/No
Fasteners and connections checked and secured
Electrical, mechanical, and fluid connections inspected and tightened to the correct standard.
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Yes/No
Safety devices checked
Guards, interlocks, emergency stops, alarms, and signage present and working.
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Yes/No
Cleaning and lubrication completed (where applicable)
Remove build-up and lubricate points per schedule. Avoid over-lubrication.
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Yes/No
Software or settings changes recorded (if applicable)
Record version numbers, parameter changes, and approvals in notes.
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Yes/No
Parts used recorded
Record part numbers and quantities for stock control and repeatability.
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Yes/No
Workmanship check completed
No loose tools, no debris left behind, and panels/covers refitted correctly.
Escalation criteria (6)
Know when to stop and escalate — before a small issue becomes downtime, risk, or rework.
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Yes/No
Any safety risk identified
If yes: stop work, make safe, and escalate immediately.
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Yes/No
Asset condition worse than expected
For example: significant corrosion, repeated faults, overheating, or abnormal wear.
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Yes/No
Additional work required outside the planned scope
If yes: raise a follow-on job and get approval before proceeding.
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Yes/No
Parts missing or incorrect
If yes: do not improvise. Escalate and agree next steps.
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Yes/No
Unable to restore service as planned
If yes: escalate with clear impact, workaround, and ETA for next update.
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Dropdown
Escalation route used (if any)
Select the primary route used to escalate this job.
Testing and return to service (5)
Prove it works before you hand it back. Record evidence so nobody has to guess later.
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Yes/No
Isolation removed safely (where applicable)
Remove lockout/tagout only when it is safe, authorised, and controls are in place.
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Yes/No
Functional test completed
Run through the required start-up and operating checks for the asset.
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Yes/No
Safety test completed
Confirm safety features work as expected (for example: E-stop, interlocks, alarms).
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Yes/No
Post-maintenance readings within expected limits (where applicable)
If not, escalate and do not sign off as complete.
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Dropdown
Asset status after maintenance
Choose the correct status for operational handover.
Close-out and handover (7)
Leave the site safe, the records complete, and the next person set up for success.
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Yes/No
Work area left clean and safe
Remove waste, wipe down surfaces, and return access routes to normal.
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Yes/No
Waste disposed of correctly
Dispose of hazardous waste and used parts in line with site procedures.
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Yes/No
Documentation updated
Update service records, asset history, and any statutory logs as required.
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Yes/No
Follow-on actions created (if needed)
Create tasks for parts ordering, further repairs, monitoring, or specialist support.
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Yes/No
Handover completed with site contact
Explain what was done, what changed, any risks, and what to watch for.
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Signature
Sign-off
Signature confirms the planned maintenance is complete and recorded accurately.
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Text
Close-out notes
Record readings, part numbers, deviations, escalations, and any monitoring instructions.