An equipment maintenance log is a simple record that tracks service dates, performed work, inspections, and any issues that come up during equipment use.
The main purpose of a maintenance log is to create a clear service history for each machine. It helps you track when the last service was done, what parts were replaced, and when the next maintenance is due.
These days, it’s best to keep your maintenance log in digital form — preferably in your CMMS, but Google Sheets or Excel can work as well.
Download Google Sheets / Excel equipment maintenance log template
A digital maintenance log template makes it easier to share updates, track multiple assets at once, and quickly filter or sort by dates, technicians, or equipment types. Plus, you can access it from anywhere, whether you’re on the floor or in the office.
To save you some setup time, we’ve prepared ready-to-use templates you can download and start using right away. Just pick your preferred format below, make a copy, and start entering your equipment details:
- Equipment Maintenance Log Template [Excel]
- Equipment Maintenance Log Template [Google Sheets]
Here is a snapshot of how the templates look:
What fields should a machine maintenance log include?
A good maintenance log sheet keeps all essential equipment details in one place, making it easy to stay on top of scheduled servicing. The fields you include depend on your operations, but here’s a solid starting point.
Recommended fields to include
- Equipment ID / Name: A unique identifier or name for each machine. Helps avoid confusion when you’re managing multiple similar assets.
- Location: Where the equipment is installed or stored. Useful for large facilities or multiple sites.
- Manufacturer / Model: Reference info that helps technicians find the right parts or service manuals.
- Serial number: Important for warranty claims and record-keeping.
- Last service date: The most recent maintenance date.
- Next service due: The scheduled date for the next inspection or servicing.
- Service type: Briefly describe the work done (e.g., oil change, inspection, part replacement).
- Performed by: Name of the person or team responsible for servicing.
- Notes: Any additional info about issues found, parts replaced, or follow-up actions needed.
Optional fields to include
- Operating hours / Usage: Helps schedule maintenance based on usage instead of calendar time.
- Maintenance cost: Tracks spending per service or per machine.
- Parts used: Notes specific parts replaced or installed.
- Condition rating: Quick status check (e.g., Good / Fair / Needs Repair).
- Photos: For visual records of repairs or wear.
- Verified by: A signature of a supervisor or QA team, in cases where they need to confirm that the service was completed.
Maintenance logs can look different depending on the industry or type of equipment. For example, manufacturing plants often track operating hours and parts replaced more closely, while vehicle fleets focus on mileage and fuel use. In healthcare or food production, you might also record compliance details or sanitation checks.
The key is to tailor your log fields to match your maintenance process and regulatory requirements.
How to build an equipment service log template from scratch
While you can build your own maintenance log template from scratch, it’s usually faster to start with a ready-made one and tweak it to fit your needs. Download a Google Sheets or Excel version, adjust the column headers, add your company logo, and you’re good to go.
That said, if you’d rather create your own, here’s a quick outline of how to do it:
- Open a new spreadsheet in Excel or Google Sheets.
- Create column headers for key fields like equipment name, ID, location, service date, technician, and notes.
- Add optional columns for things like cost, parts replaced, or next service due.
- Freeze the header row so column names stay visible as you scroll.
- Use data validation (drop-downs, checkboxes) to keep entries consistent.
- Apply filters and sorting to quickly find equipment or service records.
- Add conditional formatting to highlight overdue maintenance dates.
- Save it as a shared file so your maintenance team can update it in real time.
Once set up, you’ll have a simple but effective system for tracking all your equipment service activity.
Other free templates you might be interested in:
