Plant and equipment records

Equipment maintenance log: the free template that stays on the machine

Make, model, serial number, warranty and service contact at the top, the service history underneath. No sign-up, no email — the document is produced in your browser.

Free printable log

No app to install Record editable after printing Services declared on the spot On the free plan

The identity block, printed once

Make, model, serial number, when it was commissioned, when the warranty ends, who to call. The six things nobody can find three years on, at the top of one page.

A tick-list of what is kept with it

Manual, warranty certificate, drawing, invoice, commissioning report — and a blank line for the rest. When the log says the manual was there, someone can be asked where it went.

The history underneath, not on top

One row per visit: date, who came, what they did, initials. Kept short on purpose — a log with no identity block is just a log sheet, and we have one of those too.

Generate your equipment maintenance log

Type in the identity of the machine and download the log as a PDF, to slip into the wallet stuck on the equipment. Leave everything blank for a set of empty logs to fill in machine by machine.

optionalNothing here is required — anything you leave blank prints as a dotted line to fill in by hand.

1. Equipment identity

Description

The name people use for it on site, not the catalogue reference.

Where it is installed

Precise enough for an engineer who has never been here to find it.

Make

Model

Serial number

Commissioned

Warranty until

Service contact

Write dates the way you would on paper (“March 2019”, “summer 2021”): on an older machine the exact date is often lost. A field left blank prints as a dotted line to fill in by hand.

2. Documents and servicing

Tick-list of the documents kept with this log (manual, warranty, drawing, invoice, commissioning report) — the things that are always missing when you look for them three years on

Recommended servicing interval

What the manufacturer or your contract recommends. The log displays it, it does not enforce it.

History rows

One row = one visit. A boiler on an annual service lasts fifteen years on 14 rows.

Instructions printed above the history

Above the table, not below it: an instruction read after the work is done is of no use.

Free, no sign-up — your form never leaves your browser.

A paper log lasts until the first change of contractor

A machine lasts fifteen years. Its paperwork lasts fifteen days: the manual goes missing, the installer changes number, nobody knows when the last service was. The result is longer breakdowns and warranties nobody can claim.

The manual is in a folder nobody can find

The commissioning folder went missing years ago. Every breakdown starts with an hour looking for documentation — or a call to the manufacturer.

No history when the warranty claim comes

Who came, when, for what? Without a log kept up to date, there is no way to show the equipment was serviced, and the claim goes nowhere.

The service contact is in someone’s phone

The engineer who knows the installation is in the contacts of a manager who has since left. Every incident starts from zero.

The same log, but stuck on the machine as a QR code

Manual, warranty, service contact and a maintenance log that fills itself in: one scan on the machine and it is all there — for the occupant, the engineer and the facilities manager.

The engineer writes the entry on the spot

Whoever finishes a job declares it by scanning the code: type of work, notes, photographs, next due date. The entry joins the history shown at the next scan — no log to find, no typing back at the office.

The record ages well

The printed code never changes, but what it shows stays alive: a manual replaced by a newer version, a service contact corrected, a warranty date adjusted. Up to five documents (PDF, images), always downloadable in their original format. And if you only want to share documents, the maintenance log switches off — the record stays, the button goes.

What the QR code equipment record holds

✓ Type, make, model, serial number
✓ Location and installation date
✓ Warranty end date
✓ Documents attached (manual, warranty, drawings…)
✓ Service contact: call, WhatsApp, email in one tap
✓ History of the work declared

Just a log to keep, with no asset to describe — welfare unit cleaning, rounds, readings? That is the site log sheet you need — the log on its own, without the identity block.

The record can be read from anywhere — a facilities manager checks the boiler’s history from the office. It is built for that, unlike our site types, which can require you to be on site.

Free plan available — no credit card

Equipment maintenance log — frequently asked questions

What should an equipment maintenance log include?

Two things, in this order: who the machine is, and what has been done to it. The identity — make, model, serial number, when it was commissioned, when the warranty ends, who services it — is what turns a table of dates into the record of one specific machine. Then the history: one row per visit with the date, who came, what they did and their initials. The template prints the identity from what you type and leaves the history to be filled in by hand.

Is this a maintenance log or an inspection checklist?

A log. A checklist lists the points to check on each visit and is specific to one type of equipment; this document records that a visit happened and what was done, whatever the equipment. We do not publish checklists — the points to check on your machine come from its manufacturer and from whoever is competent to service it, not from a template.

What is the difference with the site log sheet?

The identity block. The site log sheet is attached to a place — a toilet block, a compound, a plant room — and records who came and what they found, with nothing to describe. The maintenance log is attached to a machine, with its make, serial number, warranty and service contact at the top. If you find yourself writing a serial number on a log sheet, you want this one; if you find yourself leaving the identity block blank, you want the other.

Can I use it for any equipment?

Yes. Boiler, compressor, generator, lift, ventilation unit, welding set: the fields are the same. Plant on a construction site is the obvious case, but nothing on the log assumes a site — it is built for a machine that lives longer than the people who look after it.

Does the generator store what I type?

No. The PDF is produced directly in your browser: what you enter — make, serial number, service contact — is never sent to us, no email is asked for, and none of it is kept. Close the tab and nothing remains; you simply keep the file you downloaded. We only measure use of the generator, anonymously and without cookies: how many logs are produced and which servicing interval is picked, never your own entries. After downloading, you can choose to share your form with us to help improve the template — that is an explicit click on your part, never automatic, and it leaves out the serial number, the location and the service contact.

How does an engineer add a service to the QR code version?

From the page that opens when they scan: name, company, the type of work (annual service, repair, part replaced…), the date, notes, up to five photographs, and the next due date if they know it. No app and no account. The entry is added to the history shown at the next scan — the log fills itself in, on the spot.

Can the record be read from the office?

Yes, and it is designed to be. Unlike our site types, which can require the person to be on site, the equipment record is meant to be opened from anywhere: a facilities manager checks the boiler’s history without a site visit, a landlord reads the warranty date from their desk.

What does the QR code equipment record cost?

The PDF generator is free and needs no account. The QR code equipment record is on the free plan too. What the paid plans raise is volume and retention: how many QR codes you run at once, how many scans per month, and how much storage the attached documents can take.

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