Preventive Maintenance · Excel template
Free Equipment Maintenance Log Template
A maintenance log for non-road equipment — forklifts, generators, trailers, and yard assets — that tracks service by hours or cycles instead of miles, so support equipment gets the same PM discipline as vehicles.
Built and reviewed by the FleetOpsClub research team. Preview it free below. Enter your name and email to unlock the full template and the editable spreadsheet — a CSV that opens in Excel, Google Sheets, or Numbers.
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What you get
- A row per service event keyed to hour meter or cycle count, not odometer
- Asset ID, service type, and next-due tracking by hours
- Columns for work performed, parts, cost, and the technician
- A worked example covering a forklift, a generator, and a reefer unit
- A printable layout for equipment that lives in the yard or shop
How to use it
- 1
List each piece of equipment with an asset ID and record its current hour-meter or cycle reading.
- 2
Set the service interval in hours from the manufacturer schedule — engine hours, not miles, drive most off-road equipment PM.
- 3
Log each service with the work performed, parts used, and cost.
- 4
Calculate next-due hours by adding the interval to the last-service reading.
- 5
Review weekly and flag any asset within its warning window so it does not run past its interval.
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Equipment Maintenance Log Template
Most non-road equipment is serviced on engine-hours or duty cycles, not mileage — always defer to the manufacturer schedule for the correct interval.
| Asset ID | Equipment Type | Date | Hour Meter | Service Type | Work Performed | Parts / Cost | Next Due (hrs) |
|---|---|---|---|---|---|---|---|
| FL-03 | Forklift (LPG) | 2026-03-04 | 1,820 | 250-hr PM | Oil, filters, hydraulic check | $140 | 2,070 |
| GEN-01 | Standby generator | 2026-02-11 | 640 | Load test + service | Coolant, fuel filter, load bank | $220 | 1,140 |
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- Editable CSV
- Every row & section
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Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Forklifts, generators, reefer units, and other off-road equipment do not accumulate meaningful mileage, so wear correlates with run-time. Servicing on engine-hours or duty cycles matches PM to actual usage. Always defer to the manufacturer schedule for the interval.
Yes — many fleets do — but keep the interval logic separate: vehicles on mileage, equipment on hours. This template is purpose-built for the hour-meter side so the math stays correct.
Anything whose failure stops work or creates a safety risk: forklifts and material handlers, generators, reefer/TRU units, compressors, and powered yard equipment. If it has a maintenance schedule, it belongs on the log.
Estimate run-time from a usage log or set a calendar-based interval as a backstop. Where practical, fit an hour meter — accurate run-time is the single best input for equipment PM.
Related guides & tools
- Fleet preventive maintenance: the complete guide
- Glossary: Preventive maintenance schedule
- Fleet asset register template
- Fleet maintenance category
Looking for more? Browse all fleet templates or run a fleet calculator.