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.
What the equipment maintenance log contains
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.
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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Built for site work, with no sign-up: the document is produced in your browser and you print it.
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Everything else on site
Free templates you can print today, and the QR code version for the day paper stops being enough.
Hot work permit
The free template to fill in and print — and the QR code version signed on site.
Site sign-in
A printable sign-in sheet, plus the geofenced QR code check-in.
Site log sheet
Cleaning rounds, security checks, readings — printed or QR.
RAMS sign-off
Who was briefed, on which revision, and what they asked — printed or QR.
Site induction
The site rules read and acknowledged at the gate — printed or QR.
Goods received note
Quantities, condition and two signatures at the delivery — printed or QR.
Equipment maintenance log
Make, serial number, warranty and service history — printed, or stuck on the machine as a QR.
Concrete calculator
How much to order, in cubic metres or cubic yards, with quantities.
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Method statements and permits reachable where the work actually happens.
QR code types
What each type does on site, and which paper it replaces.
Where codes go
Gate, hoarding, welfare unit, risers — place by place, with a free sign.
Going paperless
What is worth taking off paper on a small site, and what is not.
Environmental records
Skip tickets, segregation instructions and product data, kept at the compound.
Ready to get started?
Your first QR code takes about two minutes
✓ No credit card required•✓ free plan for good, or a 14-day trial•✓ Email support, answered by a person