Maintenance Log

In modern manufacturing, logistics, construction and service companies, maintenance quality directly impacts operational efficiency, operational costs and safety. That’s why the maintenance log is becoming a fundamental document in any maintenance and repair (MRO) system, the basis for maintenance activities and structured maintenance process operations.

It’s not a formality but a working tool that helps reduce downtime, plan resources, comply with audit and regulatory requirements and support data driven decision making through maintenance records and detailed records. It also helps organizations track maintenance activities more consistently and improve equipment life across the entire asset portfolio.

What is a Maintenance Log?

A maintenance log is a systematic record of all equipment maintenance, repair, diagnostic and inspection activities. It can be kept on paper, in Excel or Google Sheets, using log templates or a ready made maintenance log template but is most commonly managed within a CMMS (Computerized Maintenance Management System) as part of maintenance log management. In the manufacturing industry this is especially important for reliability, compliance and structured maintenance tracking.

A maintenance log helps:

• track the history of each asset and track maintenance history.
• plan future work and build a reliable maintenance schedule.
• analyze failure rates (MTBF/MTTR) using historical data.
• manage spare parts and labour costs.
• comply with industry standards and regulatory expectations.
• support maintenance personnel and technicians in consistent documentation.

Maintenance Logs: Types

Maintenance logs are different depending on their purpose and support several types of maintenance, such as preventive maintenance, corrective maintenance, facility maintenance and general equipment maintenance.

Each maintenance category uses specific logs to record maintenance activities. These include preventive maintenance, corrective maintenance, building maintenance and general maintenance.

Daily Maintenance Logs
Daily logs include simple inspections and small repairs. They help keep equipment in order and make it easier to notice small issues early.

Preventive Maintenance Logs
These logs help plan maintenance in advance so the equipment keeps working and does not break unexpectedly. If a failure happens, preventive maintenance logs record what went wrong and how it was repaired. This helps identify repeated problems and find better solutions.

Equipment Maintenance Logs
These logs contain information about a specific piece of equipment, such as completed repairs, replaced parts and usage history. They help ensure that important and expensive equipment stays in good working condition.

Machine Maintenance Logs
These logs focus on machinery. They record inspections, repairs and operating status. They help prevent serious damage and extend the machine’s life.

Vehicle Maintenance Logs
These logs include details about oil changes, routine services and major repairs for cars, trucks and other vehicles. Keeping such logs helps maintain the vehicle in good condition and increases its reliability and resale value.

Some companies also use a preventive maintenance log for scheduled tasks and a specific equipment maintenance log template or maintenance form for shop-floor operations.

What to Include in a Maintenance Log

The question is: what should a maintenance log contain? Below is a complete set of required sections, industry best practices (Fleetio, LLumin, UpKeep, IBM Maximo, etc.). These help formalize maintenance actions and standardize equipment maintenance across locations.

Each element has its purpose. Let’s break down the most important components for an effective equipment maintenance log.

Asset ID / Serial Tracking

The asset ID is a unique identifier for each piece of equipment. Without it, you can’t track the service history of specific equipment, especially when similar assets are in use. Many organisations also record the equipment name to make logs more accessible to relevant personnel.

Identification options:

• Manufacturer serial number.
• Internal company ID (e.g. TR-001-2026).
• QR codes or RFID tags.
• Inventory number.

This helps with accurate equipment identification and consistent record keeping throughout equipment maintenance documentation.

Work Order Number

The work order number links the log entry to a specific task in the maintenance system. It ensures transparent maintenance work tracking, technician assignment, deadlines, cost traceability and proper linkage of maintenance actions.

Meter Readings

Equipment wears out based on usage rather than calendar time. Two identical vehicles may require different service intervals depending on how intensively they are used. Meter readings allow maintenance planning based on actual operating conditions and provide inputs for servicing schedules.

Types of meters:

• Odometer (km) for vehicles.
• Operating hours for engines and machinery.
• Cycle counters for production equipment.
• Page counters for printers.

Parts and Labor

Detailed tracking of parts and labor turns the log into a financial control tool. It provides accurate visibility into maintenance costs and supports repair-versus-replace decisions. This is key to controlling operational costs and improving equipment lifespan.

Record:

• Part name and number.
• Quantity and price.
• Technician labor hours.
• Total cost.

Failure Codes

Failure codes are a standardized way to describe problems. Instead of writing “engine overheats” you can use code E01. This makes analysis easier and helps identify common problems faster.

Service Intervals / Next Due

Indicating the next maintenance turns the log into part of the company’s maintenance schedule logs. This also helps with future maintenance planning.

Typical intervals:

• Passenger car: every 10,000–15,000 km or 1 year
• Truck: every 20,000–30,000 km or 6 months
• Compressor: every 2,000–4,000 hours
• CNC machine: every 500–1,000 hours

This makes preventive maintenance predictable and reduces downtime.

Now that you know the key elements, you can move on to practical use of maintenance logs.

Key Elements of a Maintenance Log (Summary Table)

These elements together provide a complete overview of equipment condition and support consistent equipment maintenance procedures. They also provide clarity for relevant personnel and all personnel involved in maintenance documentation.

Element	Description	Value
Asset ID / Serial tracking	Equipment ID, serial number	Helps link records to a specific asset and keep full history
Date and type of service	Maintenance, repair, inspection, calibration	Creates a clear timeline of all events
Work description	What was done, what was found	Gives transparency
Work order linkage	Link to the work order	Provides full traceability of work and costs
Meter readings (Hours/Odometer)	Counter readings, hours, mileage	For planning based on usage and “next due”
Parts & labor costing	Cost of spare parts and labor	For TCO analysis
Technician attribution	Who did the work and who checked it	For responsibility and quality of records
Failure codes taxonomy	Failure codes	For analyzing repeated problems
Condition notes & photos	Notes about condition, photos	For diagnostics and proof of work
Service intervals / next due	Next service date	To avoid missed maintenance log
Calibration records	Calibration history	For ISO and industry standards
E-signatures & approvals	Signatures	For audits
Audit trail & version history	History of changes	For safety and compliance
Spare-parts kitting reference	Spare parts kits for typical jobs	For faster work and less downtime
RCA / MTBF-MTTR linkage	Link to reliability analytics	For better decisions
CMMS integration	Automation and digital workflows	Less manual work
Mobile/offline capture	Records from the shop floor offline	More complete data

Equipment Maintenance Log Template

A universal template has date, equipment ID, equipment name, readings, type of work, materials, labor, technician and next due. This supports complete maintenance tracking and structured equipment maintenance.

Field	What to record
Date and Time	When the work was done
Equipment ID	Unique number or name of the equipment
Meter Reading	Mileage, hours, or cycles
Type of Work	Planned or unplanned maintenance
Work Description	Specific operations performed
Materials	List of spare parts with item numbers
Labor	Time spent and cost of work
Technician	Who did the work
Notes	Problems found or observations
Next Due	Date or meter reading for the next maintenance

Vehicle maintenance log sheet also includes:

• Mileage
• Tire condition and pressure
• Fluid levels (oil, brake fluid, antifreeze)
• Light condition

Industrial equipment maintenance log template includes:

• Operating parameters (temperature, pressure, vibration)
• Measurement results
• Calibration data
• Performance indicators

Choose the template according to the type of equipment and your business requirements.

Download Maintenance Log Example free

How to Implement a Maintenance Log System

• Define required fields.
• Assign standards and templates (free templates available).
• Train technicians on maintenance procedures.
• Assign persons responsible for verification and ensure the right personnel involved.
• Move to digital maintenance logs and digital tools.
• Use mobile data entry.
• Conduct monthly audits.
• Integrate project logs where multi-step maintenance tasks are involved.

Practical Tips for Keeping Logs

Choose a Format

A paper log is good for small businesses or personal use. It’s simple and doesn’t require technology but has its drawbacks: information is hard to find, easy to lose and can’t be analyzed automatically.

Spreadsheets (Excel, Google Sheets) are a middle ground. They’re more convenient than paper and allow for simple analysis but require discipline when filling them out.

Dedicated systems (CMMS) automate accounting, provide reminders for maintenance and generate reports. They’re good for medium and large businesses.

Log Immediately after Work

Don’t put off making entries “for later”—details are easily forgotten. Log immediately after work is completed while everything is fresh in your mind.

Be Specific

Avoid general statements like “maintenance performed.” Be specific: what was done, what materials used, what parameters checked. Record everything, even the smallest details.

Small problems become big problems. If you notice something unusual, write it down even if you don’t fix it right away.

Analyze the Data

Review the log periodically to identify patterns. If a detail changes too frequently, it might be time to review your procedures or change your supplier.

These simple rules will help you log effectively and get the most out of it.

Common Mistakes in Logging

Even knowing the importance of documentation, many make mistakes that reduce its value.

Issue	How to solve
Incomplete entries	An entry like “oil changed” without specifying the type of oil, quantity and mileage is practically useless. Six months from now you won’t remember the details and there won’t be any information for analysis.
Irregular maintenance	Logging entries every 6 months “backdated” is a bad idea. Details get forgotten, dates get mixed up and the log becomes a formality.
No identification	If you have several similar vehicles, make sure to include the exact identification. Otherwise it’s impossible to determine which vehicle is being referred to.
Ignoring minor problems	Log anything that seems unusual even if it doesn’t require immediate repair. Accumulating such entries often helps to identify a serious problem before it breaks down.
Lack of analysis	The log shouldn’t just be an archive. Periodically analyze the entries, look for patterns and draw conclusions. By avoiding these mistakes you will make your journal a truly useful tool.

Digital Maintenance Logs

Digital logs can automate processes and tracking of maintenance logs becomes more efficient. Trends include:

IoT

The Internet of Things (IoT) is changing maintenance work. With IoT sensors, machines can send real-time data about how they work directly to your maintenance logs. This means you need to make fewer manual notes, and the information becomes more accurate. It helps you control the process without extra effort.

Predictive Maintenance

Predictive maintenance helps find problems before they happen. With data and machine learning, it can predict when a machine might fail. Then you can repair it early and avoid bigger issues. Maintenance logs are important here because they give the historical data needed for these predictions.

Mobile Solutions

Mobile apps and cloud platforms make it easier to manage maintenance logs anywhere. You can update logs in real time, check them from different places, and work with your team even if everyone is in a different location. It helps you stay organized and efficient.

Blockchain for Data Security

Blockchain is not only for cryptocurrency. It can also make maintenance logs safer. Blockchain creates records that cannot be changed, so the data stays correct and trustworthy. This is useful for companies that must keep their maintenance logs clear and compliant.

AI-Generated Recommendations

Artificial Intelligence (AI) is starting to help analyze maintenance logs. AI can see patterns and trends that people may not notice. This gives useful insights and helps companies improve their maintenance plans and work more efficiently.

FAQ