What should a maintenance log include?
Record the equipment, location, maintenance type, completion date, next due date and notes.
Maintenance log template
Use this free maintenance log template to record equipment, location, work completed, dates, next due dates and notes.
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2 entries
Record maintenance carried out on equipment and keep next due dates in view.
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This tool is free to use with no account. The rows below are examples so you can see the layout, edit or delete them and add your own. Nothing you type here is stored on our servers, so it will be gone if you close the page. Create a free account to keep it, and to get your free monthly Excel or Word download.
Equipment Maintenance Log
| Equipment | Location | Maintenance type | Date done | Next due | Notes | |
|---|---|---|---|---|---|---|
| Example equipment 1 | Example location 1 | Service | 19 Oct 2026 | 19 Oct 2026in 21 days | Example entry, replace this with your own details. | |
| Example equipment 2 | Example location 2 | Repair | 18 Nov 2026 | 18 Nov 2026 | Example entry, replace this with your own details. |
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.
Using this template
A maintenance log records checks, servicing and repairs carried out on equipment. Care providers, workshops, facilities teams, landlords and small businesses use one to keep a history and see when planned work is due. Each entry should identify the equipment, its location, the type of maintenance, the date completed, the next due date and any relevant note. A serial or asset reference can be included in the equipment name where that helps distinguish similar items.
Record the work after it happens and base the next due date on the appropriate manufacturer guidance, risk assessment or service arrangement. Keep invoices, certificates and engineer reports with the wider asset record. Common mistakes include entering a planned date as if work were complete, using vague equipment names, failing to record defects found and treating the log as proof that maintenance was adequate. This template is an administrative history and reminder aid. It does not inspect equipment, choose a servicing interval, certify a repair, assess safety or replace statutory examination and maintenance records where those are required.
Questions about this template
Who sets the next maintenance date?
Use the relevant manufacturer guidance, competent advice, risk assessment, contract or legal requirement.
Does this log certify equipment as safe?
No. It records information entered by the user and does not inspect or certify equipment.