How to use itKeep one log per machine. Record every inspection and repair the day it happens, and check due dates weekly.
Kept byWhoever does the work, reviewed by maintenance lead
WhenThe same day as each inspection or repair
ReviewDue dates weekly, costs yearly
Kept forThe full life of the machine
Who it is for and when to use it
A maintenance history shows which machines cost the most to keep running and when to replace them. Manufacturers and insurers may also ask for it.
Follow the manufacturer’s service intervals.
14 items. Fill it in on screen or print a copy.
Equipment
Each entry
Planning
Rolling out the equipment maintenance log
Create a log for each machine.
Record work immediately.
Check due dates weekly.
Review costs yearly.
Keep logs with the machine or in your system.
The equipment maintenance log at one business
A bakery’s log for its main mixer shows three belt replacements in a year. The pattern leads to a check of the motor mount, which was out of alignment.
What the equipment maintenance log protects you from
Manufacturers often require proof of scheduled maintenance before honoring a warranty, and the log is that proof. A dated history of costs per machine also shows when repair spending has reached the point where replacement is cheaper.
Filled-in sample
Equipment and ID
Walk-in freezer condensing unit, WF-1
Make, model, serial
CoolMax CM-300, serial 55219
Location
Roof above kitchen, Golden Crust Bakery, Milwaukee
The next date is set ahead of the holiday baking season, when a freezer failure would cost the most product.
Pitfalls to watch for
Writing repaired without details. Note the part, the cause if known and the meter reading, or the history is useless.
Logging only breakdowns. Preventive work matters just as much because it shows the schedule is being followed.
Fixing the same fault again and again without asking why. Three repeats of the same repair is a signal to look for the root cause.
When to edit the equipment maintenance log
RestaurantsKeep logs for refrigeration, hood cleaning and ice machines, which inspectors and insurers often ask about.
Farms and seasonal operationsPlan a pre-season service block and log it per machine before the busy weeks.
Quick winStick a small label on each machine with the next service date. Operators remind you when it is due.
Questions about the equipment maintenance log
What should be logged?
All inspections, maintenance and repairs.
How long to keep logs?
For the life of the equipment.
Who records?
Whoever does the work.
Can it predict failures?
Patterns in the log often point to them.
What counts as preventive maintenance in the log?
Scheduled work done before a failure, such as cleaning condenser coils, changing filters, lubricating bearings or tightening belts. Mark it as preventive so the log shows the ratio of planned work to breakdown repairs. A log that is mostly repairs means the schedule is too thin.
How do I decide service intervals for a machine?
Start with the manufacturer’s manual, which often gives intervals in run hours, cycles or months. Shorten them for heavy use or dusty or hot locations, such as a compressor next to an oven. Write the next due date on the line right after each service.
Once the equipment maintenance log is in place, the next question is usually about shifts and hours. Book a demo to see how EZTime handles scheduling and time tracking.
Disclaimer: This template is general information to adapt to your own workplace. It is not legal, safety or compliance advice and does not replace inspections, training or requirements set by law, regulators, manufacturers or your insurer. Check the rules that apply to you with a qualified professional.
