Preventive Maintenance Checklist Form

Streamline Your Preventive Maintenance Program with Paperform

Stay ahead of equipment failures and compliance deadlines with this comprehensive preventive maintenance checklist form. Built for facilities managers, maintenance supervisors, and contractors in construction, manufacturing, and property management, this template helps you standardize inspections, track certifications, forecast parts replacement, and manage service contracts—all in one place.

Why Preventive Maintenance Forms Matter

Reactive maintenance costs 3-9 times more than preventive maintenance. This form template helps you shift from firefighting breakdowns to systematically maintaining your equipment and facilities. Track inspection schedules, document compliance certifications, forecast parts needs before they fail, and keep service contracts organized.

How This Template Helps Your Business

The form captures critical maintenance data including equipment details, inspection findings, safety compliance status, parts inventory needs, and service contract information. Conditional logic shows relevant sections based on equipment type and inspection results, ensuring your team captures the right data every time.

Once submitted, you can use Stepper (stepper.io) to automatically route urgent maintenance requests to the right technician, create work orders in your CMMS, update inventory systems when parts are flagged for replacement, and send compliance alerts to safety managers. Connect your submissions to Google Sheets, Airtable, or your maintenance management software to build a complete equipment history and maintenance dashboard.

Built for Construction, Facilities, and Industrial Teams

Whether you're managing HVAC systems, manufacturing equipment, building infrastructure, or fleet vehicles, this template adapts to your preventive maintenance workflow. The professional design works on tablets and mobile devices, so technicians can complete inspections on-site. Add photos of equipment condition, capture digital signatures for compliance sign-offs, and set up automated follow-up emails for overdue inspections.

With Paperform's SOC 2 Type II compliance and enterprise-grade security, you can trust your maintenance records are protected. As your maintenance program grows, use Agency+ features to manage multiple sites or clients, and leverage AI Insights to identify recurring equipment issues and optimize your maintenance schedule.

Get started in minutes—customize inspection items for your specific equipment, connect to your tools, and give your maintenance team a professional system they'll actually use.