Equipment maintenance log template

A free Excel log for equipment inspections, faults, repairs and service. Each entry records what happened, how long the equipment was down, what was done, by whom, the parts cost and when to check it next. A Total row adds up downtime and parts cost, and the Open status shows which fixes are not finished.

Download Excel (.xlsx)Download CSVFree. No sign-up. Works in Excel and Google Sheets.

What's in the sheet

Sample rows. Replace them with your own.

Maintenance
LoggedEquipmentLocationTypeWhat happenedDowntime (min)Action takenDone byParts costNext checkStatusNotes
2026-09-14 07:40Sealer, packing line 2Plant 1FaultSeal bar not reaching temperature, bags opening45Replaced the thermocoupleLuis$38.502026-09-21Fixed
2026-09-14 09:00Cold room 3 compressorPlant 1InspectionWeekly check, pressure normal0None neededPriya$0.002026-09-21Fixed
2026-09-15 13:20Forklift 2WarehouseFaultBattery drains in about 3 hours0Ordered a new batterySam$0.002026-09-18OpenUse forklift 1 until Thursday
2026-09-15 16:00Produce washerPlant 1ServiceQuarterly service120Belts and spray nozzles replacedVendor, CleanTech$410.002026-12-10Fixed
2026-09-16 06:50Label printer, line 1Plant 1FaultLabels printing faint10Cleaned the print headChris$0.002026-09-23FixedThird time this month. Consider a new head.

What each column is for

Logged
Date and time it was logged.
Equipment
The machine, with the line or number.
Location
Plant, room or site.
Type
Inspection, Fault, Repair or Service.
What happened
What happened, as the operator saw it.
Downtime (min)
Minutes the equipment could not run.
Action taken
What was done about it.
Done by
The person or vendor who did it.
Parts cost
Parts only, not labor.
Next check
When to look at it again.
Status
Open or Fixed.
Notes
Patterns, warranty, anything for next time.

How to use it

  1. 1Log every fault when it happens, even when the fix takes a minute.
  2. 2Record downtime in minutes. It is the number that justifies a new part or a new machine.
  3. 3Set a next check date for every entry, including routine inspections.
  4. 4Filter Status to Open at the start of each week, and sort by Equipment to spot repeat faults.

Where the spreadsheet stops helping

  • Small faults get fixed on the spot and never written down, so repeat problems stay invisible.
  • The repair history lives in one technician’s head.
  • Nobody adds up downtime, so the case for replacing a machine is never made.

In Markhub

Let a fault become a to-do with an owner

  1. 1Report the fault in the equipment hub, by call, in chat or with a photo.
  2. 2Live Context drafts a to-do from what was said, with the equipment and the symptom. You confirm it and choose who fixes it.
  3. 3The Task Manager agent follows up on repairs that stall, and the history stays in the hub for the next time it breaks.
Start free

Start free, then add the Task Manager from the agent library in your workspace.

Questions

What should an equipment maintenance log include?

The equipment, what happened, the downtime, what was done and by whom, parts cost and the next check date. Downtime and repeat faults are what turn a log into a decision.

Should routine inspections go in the same log?

Yes. An inspection that found nothing still proves the check was done, and it keeps the next check date in one place.

How do I spot a machine that keeps failing?

Sort by Equipment and look at the Fault rows. Three faults on the same machine in a month is usually worth a closer look.

Does it work in Google Sheets?

Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The formulas and dropdowns carry over. The CSV has the same sample rows as plain values.

More templates

See how operations teams run this in Markhub