PM · Templates + frequency rules
Free PM checklist templates for industrial maintenance
By WorkHive Editorial Team
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Published
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9 min read
Short answer: A useful preventive maintenance checklist has five sections: pre-work safety, inspection or service tasks (one tick box each), measurement readings with normal-range guides, parts replaced with quantities, and technician sign-off with time. This guide gives you ready-to-use templates for pumps, motors, compressors, HVAC, and electrical panels, plus the rules for setting PM frequency and getting your compliance from 50 percent to 90 percent.
Who this is for
- Field technicians performing PMs
- Maintenance supervisors and planners
- Reliability engineers
- Plant managers reviewing compliance
- Contracted PM service teams
- Auditors verifying records
- New technicians learning the trade
What's in this guide
- Why most PMs do not prevent failures
- The 5 sections every PM checklist needs
- PM template: centrifugal pump (monthly)
- PM template: electric motor (quarterly)
- PM template: air compressor (monthly)
- PM template: HVAC AHU (quarterly)
- PM template: electrical panel (semi-annual)
- How to set PM frequency
- How to drive PM compliance from 50 to 90 percent
- Frequently asked questions
- Sources
Why most PMs do not prevent failures
Most Philippine plants run PMs. Most Philippine plants also have unplanned downtime caused by the exact assets they PM. This is not because PM is the wrong strategy; it is because the PM as designed is not catching the failure modes that actually happen.
Three patterns kill PM effectiveness in Philippine plants:
- The checklist is too vague. "Inspect motor" is not a PM task. "Measure vibration at DE and NDE bearings with 4-second VA reading; flag above 2.8 mm/s" is.
- The technician ticks the box but does not do the work. This is the most common failure mode. The PM looks 100 percent complete in the dashboard, and the asset still fails 3 weeks later.
- The frequency is wrong. Annual PMs on equipment that fails every 4 months are theatre. Monthly PMs on equipment that fails every 8 years are wasteful. Frequency should match the asset's failure pattern (MTBF), not a one-size schedule.
The fix is structural: better checklists, supervisor-enforced sign-off, and frequencies tied to actual MTBF data. The rest of this guide is the template plus the rule.
The 5 sections every PM checklist needs
- Pre-work safety. LOTO confirmed, PPE on, permit-to-work valid, work area cleared. This is not bureaucratic; this is the section DOLE inspectors sample first.
- Inspection or service tasks. One tick box per task. Specific verb plus specific object. Not "check belts" but "check belt tension by deflection test; replace if deflection more than 13 mm at midspan".
- Measurement readings. Numerical readings with normal-range guides printed on the checklist. Vibration, temperature, current, pressure, flow rate. The reading is the data; the tick box is the evidence the work was done.
- Parts replaced. Part number, quantity, reason replaced (preventive vs corrective). This feeds inventory and MTBF tracking.
- Sign-off. Technician name (not initials), time started, time completed, supervisor verification. Time-stamped on the server, not on the technician's phone clock.
PM template: centrifugal pump (monthly)
PM CHECKLIST | Centrifugal Pump | Frequency: Monthly
Asset: ___________ Asset ID: ___________
Date: ___________ Technician: ___________
1. PRE-WORK SAFETY
[ ] LOTO applied (electrical isolation confirmed)
[ ] Discharge and suction valves closed and tagged
[ ] PPE: gloves, safety glasses, hearing protection if pump >85 dBA
[ ] Permit-to-work valid (PTW #___________)
2. INSPECTION / SERVICE TASKS
[ ] External casing inspection (cracks, paint condition, support bolts torque)
[ ] Coupling inspection (rubber spider, alignment marks visible)
[ ] Mechanical seal area inspection (no leakage; if leaking, log finding)
[ ] Greasing of bearings (2 to 3 strokes of NLGI 2 grease at DE and NDE)
[ ] Strainer / suction filter cleaned (if applicable)
[ ] Discharge gauge isolation valve operability test
3. MEASUREMENTS (record numerical readings)
Vibration DE bearing: _____ mm/s (normal less than 2.8 mm/s)
Vibration NDE bearing: _____ mm/s (normal less than 2.8 mm/s)
Motor amps (per phase): L1 _____ L2 _____ L3 _____ (rated _____ A)
Discharge pressure: _____ kPa (design _____ kPa)
Bearing temp DE: _____ deg C (normal less than 80 deg C)
Bearing temp NDE: _____ deg C (normal less than 80 deg C)
4. PARTS REPLACED
_________________________________________________________________
_________________________________________________________________
5. SIGN-OFF
Time started: _____ Time completed: _____
Technician (full name): _____________________________
Supervisor verification: _____________________________
Findings escalated (Y/N): _____ Logbook entry #: _____
PM template: electric motor (quarterly)
PM CHECKLIST | Electric Motor | Frequency: Quarterly
Asset: ___________ Asset ID: ___________ Rating: _____ kW / _____ A
1. PRE-WORK SAFETY
[ ] LOTO applied [ ] Capacitor discharged (if VFD-fed)
[ ] PPE: arc-flash rated if greater than 250V
2. INSPECTION / SERVICE TASKS
[ ] Cooling fan and air inlets clean (no debris, no buildup)
[ ] Bearing condition (audible noise check; abnormal = flag)
[ ] Greasing per OEM (correct grease type, correct quantity, do not overgrease)
[ ] Terminal box: tightness, no discoloration, gasket intact
[ ] Mounting bolts torque check
3. MEASUREMENTS
Insulation resistance (megger, 500V or 1000V): _____ MOhm (normal greater than 100 MOhm)
Winding resistance L1-L2: _____ Ohm L2-L3: _____ Ohm L3-L1: _____ Ohm
No-load current per phase: L1 _____ L2 _____ L3 _____ A
Vibration overall (10 to 1000 Hz): _____ mm/s
Frame temperature at full load: _____ deg C (normal less than 80 deg C)
4. PARTS REPLACED
_________________________________________________________________
5. SIGN-OFF (as per pump template)
PM template: air compressor (monthly)
PM CHECKLIST | Reciprocating / Screw Air Compressor | Frequency: Monthly
Asset: ___________ Asset ID: ___________
1. PRE-WORK SAFETY
[ ] LOTO applied [ ] Air receiver bled to zero [ ] PPE
[ ] Permit-to-work valid (PTW #_____)
2. INSPECTION / SERVICE TASKS
[ ] Air intake filter inspection (clean or replace if pressure drop greater than 25 mbar)
[ ] Oil level check (top up if below mid-mark with specified oil grade)
[ ] Oil filter inspection (replace at OEM hours interval)
[ ] Drain belt inspection (tension and wear)
[ ] Aftercooler clean (fins clear, fan operational)
[ ] Condensate drain operation (manual or auto drain functional)
[ ] Safety valve test (lift valve manually; reseats properly)
3. MEASUREMENTS
Discharge pressure (load): _____ bar (set _____ bar)
Discharge pressure (unload): _____ bar (set _____ bar)
Oil temperature at discharge: _____ deg C (normal less than 90 deg C)
Motor current (full load): _____ A (rated _____ A)
Vibration on body: _____ mm/s
Hours run since last PM: _____ hr
4. PARTS REPLACED
_________________________________________________________________
5. SIGN-OFF (as per pump template)
PM template: HVAC AHU (quarterly)
PM CHECKLIST | Air Handling Unit (AHU) | Frequency: Quarterly
Asset: ___________ Asset ID: ___________
1. PRE-WORK SAFETY
[ ] LOTO applied (fan motor isolated)
[ ] PPE: dust mask required if filter change
2. INSPECTION / SERVICE TASKS
[ ] Filter inspection or change (record pressure drop)
[ ] Cooling coil clean (use coil cleaner, rinse, drain)
[ ] Condensate drain pan clean (no biological growth, drain free)
[ ] Fan belt tension and wear (replace if cracked or glazed)
[ ] Damper actuator operation (full open and full close)
[ ] BMS sensor calibration check (compare to handheld reference)
3. MEASUREMENTS
Supply air temperature: _____ deg C (setpoint _____ deg C)
Return air temperature: _____ deg C
Supply air humidity: _____ %
Pressure drop across filter: _____ Pa (replace if greater than 250 Pa)
Fan motor current: _____ A (rated _____ A)
Vibration on fan housing: _____ mm/s
4. PARTS REPLACED
Filter type and grade: _____ Quantity: _____
5. SIGN-OFF (as per pump template)
PM template: electrical panel (semi-annual)
PM CHECKLIST | Electrical Distribution Panel | Frequency: Semi-annual
Asset: ___________ Asset ID: ___________ Voltage: _____ V
1. PRE-WORK SAFETY
[ ] LOTO applied (upstream and downstream)
[ ] Voltage verification using rated PPE meter
[ ] Arc-flash PPE worn (per panel rating)
[ ] Permit-to-work valid (PTW #_____)
2. INSPECTION / SERVICE TASKS
[ ] Panel front and rear inspection (no overheating signs, no discoloration)
[ ] All cable terminations torque check (per manufacturer spec, recorded)
[ ] Busbar inspection (no pitting, no signs of arcing)
[ ] Breaker operation test (manual close and trip on each breaker)
[ ] Earth bonding continuity test
[ ] Cable insulation visual check (no chafing, no cracking)
3. MEASUREMENTS
Thermographic scan (use thermal camera, log hotspots):
Hotspot 1: _____ deg C at _____ (delta T to ambient: _____ deg C)
Hotspot 2: _____ deg C at _____
Hotspot 3: _____ deg C at _____
Insulation resistance (megger, 500V or 1000V):
L1-Earth: _____ MOhm L2-Earth: _____ MOhm L3-Earth: _____ MOhm
N-Earth: _____ MOhm (normal greater than 100 MOhm for circuit, infinite for N-Earth)
Earth fault loop impedance: _____ Ohm
4. PARTS REPLACED
_________________________________________________________________
5. SIGN-OFF (as per pump template)
The tool this guide is about
WorkHive PM Scheduler runs these checklists with the right asset, the right technician, the right time
Every PM you upload becomes a scheduled task with the right frequency, assigned to a technician who is qualified per the Skill Matrix, with the checklist on their phone at the asset. PM compliance dashboard updates live. Tie completion to a logbook entry to stop the "ticked but not done" failure mode. Free at the worker tier.
Open the PM SchedulerNo hive yet? Join WorkHive first (free, takes 30 seconds).
How to set PM frequency
A common starting point for Philippine plants without 12 months of MTBF data:
| Equipment type | Starting frequency | Adjust based on |
|---|---|---|
| Critical line equipment (pumps, motors, conveyors) | Monthly | MTBF after 12 months |
| Utility equipment (compressors, chillers, boilers) | Monthly to Quarterly | Running hours and OEM |
| HVAC AHUs and FCUs | Quarterly | Filter pressure drop trend |
| Static equipment (tanks, vessels, heat exchangers) | Semi-annual | Inspection findings |
| Electrical panels and switchgear | Semi-annual to Annual | Thermographic hotspot trend |
| Instrumentation calibration | Annual | Drift readings and compliance |
Once you have 12 months of MTBF data per asset (see our MTBF vs MTTR guide), tighten frequency on assets with falling MTBF and loosen frequency on assets that have not failed in 3+ years.
How to drive PM compliance from 50 to 90 percent
Most Philippine plants we benchmark sit at 50 to 75 percent PM compliance on first measurement. The path to 90 percent has four steps:
- Use a tool, not a spreadsheet. Excel-based PM schedules silently drop tasks during the busy weeks. A scheduler that pushes the task to the technician's phone and tracks compliance live (like WorkHive PM Scheduler) prevents that.
- Tie completion to a logbook entry. A PM is not complete unless there is a matching logbook entry from the technician at the asset within the PM window. This stops "ticked but not done."
- Review compliance weekly with the supervisor. Not monthly. By month-end, the misses are unrecoverable. Weekly review catches a missed PM while there is still time to do it.
- Match PMs to the Skill Matrix. Assigning a pump PM to a technician not qualified on rotating equipment guarantees it gets ticked but not done. The Skill Matrix tells the planner who can actually do the PM.
The bigger picture: A PM checklist alone is necessary but not sufficient. The checklist + the scheduler + the skill matrix + the logbook entry + the weekly compliance review is the system that takes a plant from 50 to 90 percent. Each piece without the others is theatre.
Frequently asked questions
What should be on a PM checklist?
Every PM checklist needs five sections: pre-work safety (LOTO confirmed, PPE on, permit valid), the actual inspection or service tasks with a tick box for each, the measurement readings (vibration, temperature, current, pressure) with normal-range guides, parts replaced with quantities, and a sign-off line with the technician name and time. If the checklist does not have all five, it cannot serve as a compliance record.
How often should PMs be done?
PM frequency depends on asset criticality, running hours, and failure mode. A common starting point: monthly for critical line equipment, quarterly for utility equipment, semi-annual for static equipment, and annual for instrumentation calibration. Adjust based on MTBF data once you have 12 months of logbook history. The wrong frequency is the most common reason PMs fail to prevent failures.
Who should perform a PM?
PM assignment should match the skill matrix. Routine PMs (cleaning, lubrication, basic inspection) can be done by any qualified field technician. Specialized PMs (motor overhaul, instrument calibration, electrical panel work) need a technician certified for that equipment and discipline. WorkHive's Skill Matrix tracks which technicians are qualified for which PM types so the planner can assign correctly.
What is PM compliance and what is a good target?
PM compliance is the percentage of scheduled PMs completed on time (within the grace window). Industry benchmark is 90 percent or higher; world-class is 95 percent. Most Philippine plants we benchmark sit between 50 and 75 percent on first measurement. Below 70 percent and PMs are not preventing failures; the team is doing surface-level work and missing the substance. Above 95 percent in a plant with reactive maintenance still common means PMs are too easy.
Should PMs be paper or digital?
Digital wins on every count except the first week. A digital PM in WorkHive PM Scheduler shows the technician the right checklist on their phone at the asset, captures readings server-side (no transcription errors), attaches photos, and updates the asset's PM compliance dashboard the moment it submits. Paper PMs lose entries, have illegible readings, take 30 minutes to file, and tell the supervisor nothing about whether the PM actually got done correctly until month-end.
How do I link PM compliance to logbook entries?
The pattern that works: a PM cannot be marked complete in PM Scheduler unless there is a matching logbook entry from the technician at the asset within the PM window. This stops the most common PM failure mode (the box gets ticked but the work was not done). WorkHive enforces this link automatically; for paper systems, the supervisor checks the logbook sample monthly before signing off on PM compliance numbers.
Sources
- Society for Maintenance and Reliability Professionals (SMRP), Best Practices, 5th Edition, 2017. PM frequency benchmarks and compliance KPI definitions.
- Department of Labor and Employment (DOLE), Occupational Safety and Health Standards (OSHS) Rule 1063: Safety and Health Records, plus Rule 1090 on Mechanical Equipment safety.
- ISO 14224:2016, Petroleum, petrochemical and natural gas industries: Collection and exchange of reliability and maintenance data for equipment. Source for failure-mode-driven PM frequency.
- OEM PM schedules for any specific equipment (always supersedes generic guidance).
- WorkHive platform positioning, "Four Gaps One Hive": Execution, Skills, Intelligence, Marketplace. workhiveph.com
- Related WorkHive guides: digital logbook rollout · MTBF vs MTTR explained · spare parts inventory