June 15 @ 11 am CDT

Premiere Event


June 23 @ 12 PM GMT

International Event

Facilitating Compliance, Productivity, and
Collaboration in Food & Beverage

88% Reduction of production issues in just 12 months

57% Reduction of production issues in the first 90 days

The Ultimate Preventive Maintenance Checklist

The Ultimate Preventive Maintenance Checklist

In the world of business, it’s important to perform regular and routine maintenance for assets and equipment to keep them running optimally. At the same time, it also helps prevent any costly repairs from unexpected equipment failure. Any unplanned downtime due to equipment issues will hinder your business operations and ultimately affect your bottom line. Taking preventative measures in preventive maintenance allows your business to run smoothly with minimal hassle. For this reason, it’s crucial to make preventive maintenance checklist a priority for all equipment and assets vital to everyday operations. There are essentially two types of preventive maintenance: “preventive” and “scheduled.”

In other words, preventive maintenance is any activity performed as part of a scheduled plan to help prevent breakdowns or failures. On the other hand, a “breakdown” occurs when a system fails to work adequately due to wear and tear from everyday usage.

There are many benefits of performing preventive maintenance for your business, such as:

  • Preventing unexpected equipment downtime and reducing the risk of costly repairs.
  • Identifying and fixing potential system or component problems before they escalate into critical failures.
  • Providing an extra safety net for your business regarding quality control and product performance.


At the same time, performing preventive maintenance in a timely manner will help ensure your business remains compliant with safety regulations.

Here, we will talk about the steps involved in creating an effective preventive maintenance checklist for your business. We’ll also share some examples of things that might be included on your checklists so you can get started right away.

Things To Include

When creating a preventive maintenance checklist for your business, it’s important to tailor it to your company’s specific needs. However, some general items should be present in every checklist, such as:

  • Equipment inspection – this area should include a visual inspection of all equipment for any visible damage or wear and tear.
  • Lubrication – Make sure to thoroughly oil equipment and machinery where needed.
  • Lighting – Regular lighting inspection to ensure optimum visibility in every facility area.
  • Cleaning – Remove all trash and debris from the area, and surrounding surfaces should be cleaned as needed. At the same time, it also verifies the proper and complete replacement of any critical components (i.e., filters, belts, etc.)
  • Safety – Performing routine check-ups of health and safety supplies and placing safety signs and instructions on every facility to ensure safety within the workplace.
  • Building Inspection – Routinely inspecting the interior and exterior of the building to determine potential breakdowns that can lead to unplanned repairs or restorations in the future.


Performing these routine tasks on a regular schedule will help keep your equipment running smoothly and minimize the chances of unexpected breakdowns.

Additional Considerations

In addition to the general items that you should include in every preventive maintenance checklist, consider some specific considerations for certain types of businesses or industries.

  • For businesses that rely on heavy machinery to schedule regular maintenance and calibration checks for all equipment.
  • In the case of businesses that deal with sensitive or dangerous materials, it’s important to have a comprehensive safety plan that includes specific preventive maintenance tasks.
  • If your business is in the hospitality industry, it’s important to routinely clean and sanitize all equipment and surfaces.
  • If your business is in the food industry, it’s important to have a stringent cleaning and sanitizing protocol in place for all food-contact surfaces.


By taking these additional factors into account, you can create a preventive maintenance checklist that’s specifically tailored to the needs of your business.

Sample Preventive Maintenance Checklist

Creating a preventive maintenance program can be challenging. However, by doing proper research and taking the time to develop a comprehensive checklist, your business can enjoy the many benefits of preventive maintenance.

The following is a sample preventive maintenance checklist that you can use as a guide when creating your program:


  • Check lighting systems and fixtures regularly. Your inspection list should include all forms of lighting within your facility.
  • Inspect all interior and exterior lighting for proper functioning and installation.
  • Inspect all exit lighting for proper functioning and installation. 
  • Identify any nonfunctional lighting and replace them. If two or more lamps fail, consider replacing them with new ones.
  • When relamping, create a schedule by calculating the average weekly or monthly lamp use. Compare the results to the expected lifespan of the lamp.
  • Maintain consistency by checking the colour temperature of the lamp when replacing them.
  • Check if the cabling and hardware are still intact for interior and exterior lighting. 
  • Clean dirty lamps and check if they are angled correctly. 



  • Check first aid supplies then restock if necessary. 
  • Make sure stations and eyewash bottle supplies are sufficient then restock if necessary.
  • Inspect equipment labels and safety signs within your facility and make sure they’re in good condition then replace them if necessary.
  • Check and fall protection kits and harnesses.
  • Inspect and clean respirators. 
  • Check if smoke detectors are still functional; repair or change batteries if necessary.
  • Check test instruments and flashlights then restock if necessary.


Pneumatics and HVAC/R

  • Check the air intake; clear or repair if necessary.
  • Inspect all air filters for functionality and performance then change if necessary according to schedule.
  • Check ductwork and motors then clean or repair if necessary.
  • Inspect the blower motors for any excessive vibration or noise and then clean or repair if necessary. 
  • Check the flexibility of duct connectors.
  • Inspect the condensate drain pan and make sure it’s draining properly then repair if necessary.
  • Check all the exhaust fans and then clean or repair if necessary.
  • Examine all electrical hardware and connectors then repair if necessary.
  • Check and secure any loose panels and guards.
  • Inspect all safety controls then conduct testing to verify functionality.
  • Test the interior unit for proper operation.


During the Cooling Season

  • Check if the condenser motor bearings are still functional. 
  • Inspect the discharge, condenser coil, and air intake
  • Inspect the exterior unit and test for proper operation then repair if necessary.
  • Check all insulation and refrigerant piping.
  • Inspect the compressed air lines; determine possible leaks in fittings, piping, or tubing.
  • Replace air filters quarterly or whenever necessary. 
  • Check and monitor oil levels on the air compressor pumps then replace if necessary.


Building Interior

  • Examine structural integrity of walls, ceilings, and floors and look for evidence of deterioration.
  • Check for any potential leaking.
  • Inspect for any potential safety hazards, including slipping, electrical, tripping, and falling hazards.
  • Check the condition of toilets within the building then see if they are still operational.
  • Test the fire alarm and smoke detectors then repair or replace if necessary.
  • Survey all the doors for proper operation and then make sure the exit doors are not obstructed; check if the door locks are functional.
  • Check firefighting equipment such as fire extinguishers and emergency axes. 
  • Make sure walkways and work areas are marked visibly and clearly.
  • Check for any evidence of pest or insect infestation within the building.
  • Examine for waste in storage areas.
  • Check if shelving is organized, properly labeled, and fully secured.
  • Inspect controls such as biometrics machines, photocells, and timers and see if they are functioning properly.


Building Exterior

  • Inspect the exterior walls and paint for wear; restore if necessary.
  • Check for plants around the building; consider maintenance if necessary, removing unwanted or overgrown foliage.
  • Examine the windows, doors, and railing and then repair or remove broken ones.
  • Check the roof; clean, repair or restore if necessary. Make sure to use proper fall prevention or protection protocols when working in elevated areas.
  • Inspect drainage and gutter systems on the roof and then test the drains and downspouts by flushing them with water then consider adding protection to your gutter by installing a gutter guard.
  • Check if the gutters are secure and anchored correctly.
  • Examine and assess the condition of the parking lot, driveway, and sidewalk.
  • Check the storm drains and then see if they are unclogged.
  • Examine the condition of your fencing then conduct repairs if necessary.
  • Check for any trees around the building then consider trimming overgrown bushes and cutting down trees that are too close to the building.
  • Inspect the area around the trash bins; clean the area if necessary. 



  • Check your plumbing system regularly; see any unusual noise or possible leaks.
  • Examine the bearings in circulation pump systems and domestic water boosters; lubricate if necessary.
  • Conduct a fire test for boilers and domestic water heaters; if necessary, optimize their efficiency using flue-glass analysis. 
  • Adjust the combustion and flue glass to optimize optimal air input.
  • Survey the couplings and determine any leaks then repair if necessary.
  • Check the sewage ejector and sump pumps for proper functioning. Lubricate any exposed pumps regularly for optimum performance. 
  • Inspect the condenser motor bearings on the remote drinking water and then lubricate regularly.
  • Check the contacts and control systems for potential wear. Follow the manufacturer’s instructions when removing the refrigerant during maintenance. 
  • Examine the compressor oil reservoir then drain or replace oil regularly.
  • Clean compressor strainers, filters, and traps regularly. 

Why Use DataMyte Digital Clipboard for Creating Checklists

Whether you’re creating a preventive maintenance checklist or even a simple to-do list, it’s helpful to have a tool to help you stay organized and on track.

That’s where DataMyte comes in. DataMyte is a cloud-based digital clipboard tool that makes it easy to create and manage checklists of any kind. With the DataMyte Digital Clipboard, you can:

  • Create custom checklists tailored to the specific needs of your business
  • Edit and update checklists as needed
  • Share checklists with coworkers or team members
  • Set Due Dates and Reminders for specific tasks


If you’re looking for a tool that can help you streamline your preventive maintenance program, the DataMyte Digital Clipboard is the perfect solution. Check out our website to learn more!

Final Thoughts

Preventive maintenance is essential for keeping your business running smoothly and minimizing the risk of unexpected downtime. By including a variety of general and industry-specific preventive maintenance tasks in your checklist, therefore you can help ensure that your equipment stays in good condition and that your business stays compliant with safety regulations.

We hope you found this article helpful and informative. For more great content like this, Check out our other blog posts!



Related Articles: