Machinery Inspection Checklist – Free Download

​▪︎ What to Include in a Machinery Inspection Checklist

A machinery inspection checklist should do more than capture basic equipment details. Structure it so you can see what was checked, what issues were found, and what action was taken.

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• Machine and equipment information: Machine name, asset number, model, installation and operation location
• Inspection details: Inspection date, time, and work location
• Inspector information: Inspector's name or signature
• Exterior and component condition: Damage, deformation, wear, looseness, or other abnormalities
• Power and start-up condition: Power supply, start-up, and shutdown operation
• Operating condition: Whether the machine is running normally
• Abnormal noise and vibration: Any unusual sounds or vibrations compared to normal operation
• Leaks: Oil, water, or air leaks
• Indicators and gauges: Status of warning lights, display panels, and gauges
• Safety devices: Operation of safety covers, emergency stop devices, and similar guards
• Inspection result: No issues, issue found, or requires follow-up
• Issue details and actions taken: Description of any problem found and the repair, replacement, or adjustment carried out
• Additional notes: Any items requiring follow-up inspection or separate review

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▪︎ 2 Things to Get Right When Completing and Managing Inspection Checklists

1. Record what was done about it, not just that something was wrong.

Marking an item as abnormal tells the next person very little. Note the location, the symptom, what action was taken, and when. For example: "Abnormal noise" → "Louder than usual noise during motor operation → Machine stopped and maintenance team notified for inspection."

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2. Keep the same standard regardless of who is doing the inspection.

Inspections are a recurring task, not a one-off. If each person applies their own judgement, records become inconsistent and difficult to compare over time. Set clear rating criteria in advance—such as "Normal / Abnormal / Requires follow-up"—and make it mandatory to record actions whenever an issue is found.

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▪︎ Manage All Machinery Inspection Records in One Place with Shopl

Managing inspection records on paper or in separate spreadsheet files means someone has to manually collect and consolidate submissions from every site—which quickly becomes a burden.

With Shopl's Report feature, you can build a custom inspection form and have field staff submit it on mobile, on-site in real time. All submitted records are accessible in one place and can be exported to Excel in a single download.

If you want to standardise inspection criteria and record-keeping across all your sites, give Shopl's Report feature a try.