An equipment inspection checklist template is a standard form used to check that workplace equipment, such as forklifts, lifting gear, ladders and power tools, is in safe working order before use or at a scheduled interval.
Equipment Inspection Checklist Template: Catch Faults Before They Cause Downtime
Most equipment failures give a warning first: a frayed sling, a leaking hydraulic hose, a cracked lead or a fork that is starting to bend. A good equipment inspection checklist catches those signs early, and a good system makes sure someone actually fixes them.
DIGI CLIP is an Australian-built mobile checklist and inspection platform. Your team completes equipment checks on a phone or tablet, failed items are captured with photos, and repairs move into the Action Log where they are assigned, resolved and verified.
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What to include for common equipment
Every workplace is different, so adjust these starting points to your equipment and the manufacturer’s guidance.
| Equipment | Typical checks | What good looks like |
|---|---|---|
| Forklifts and pallet jacks | Forks, mast, chains, hydraulics, tyres, brakes, horn, lights, seatbelt | No cracks or bends, no leaks, controls and safety devices working |
| Lifting gear | Chains, slings, shackles, hooks and safety latches, rated capacity tags | No fraying, cuts, stretching or distortion; tags present and readable |
| Elevating work platforms | Guardrails, controls, emergency lowering, outriggers, harness points | All functions tested, emergency controls working, logbook up to date |
| Ladders and access equipment | Rungs, rails, feet, locking devices, labels | No damage or missing parts; locks engage properly |
| Portable electrical tools and leads | Leads, plugs, casings, guards, test and tag status | No exposed wires or cracks; tag current |
| Compressors and generators | Guards, hoses, fittings, fuel and oil, earthing, pressure relief | No leaks, guards fitted, gauges and relief valves working |
| Workshop equipment | Vehicle hoists, grinders, drill presses, pressure washers | Guards fitted, emergency stops working, no visible damage |
For excavators, loaders, rollers and other mobile plant, see our plant pre-start checklist. For vehicles, see the truck pre-start checklist app and light vehicle pre-start checklist.
How to structure an equipment inspection template
- Identify the asset: asset number, type, location, and hours or odometer reading if relevant.
- Record who and when: inspector name, date and time. DIGI CLIP adds a geo-time stamp automatically.
- Check condition item by item: use clear Yes, No and N/A answers rather than free text.
- Test safety devices: emergency stops, guards, alarms, interlocks and brakes.
- Make failures count: require a comment and photo whenever an item fails.
- Decide the outcome: safe to use, or tagged out pending repair.
- Sign off: capture the inspector’s digital signature.
In DIGI CLIP you can start from a template in the Form Library and adjust the questions, required photos and failure actions to suit your equipment.
A completed checklist shows a task happened. It doesn’t show what happened next.
Comparing options? Our inspection app buyer's guide sets out the criteria that matter. For excavators, loaders and other earthmoving plant, see our heavy equipment inspection app.
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Pre-use checks vs scheduled inspections
| Aspect | Pre-use check | Scheduled inspection |
|---|---|---|
| When | Before each use or shift | At set intervals, based on manufacturer guidance and risk |
| Who | The operator | A supervisor, technician or competent person |
| Depth | Quick visual and function checks | Detailed inspection, testing and measurements |
| Purpose | Catch obvious faults before work starts | Find wear and deterioration before it becomes a failure |
Most businesses need both. DIGI CLIP lets you run each as its own form, with results for the same asset searchable in one place.
Equipment inspections and WHS
Under Australian work health and safety laws, businesses must manage the risks associated with plant and equipment. Safe Work Australia’s model Code of Practice: Managing the risks of plant in the workplace explains how to identify hazards, and how inspection and maintenance fit into controlling those risks. Check the version adopted in your state or territory.
A consistent inspection record can help show that your controls are in place and working, and that faults are acted on rather than just noted.
From fault to verified repair
The example below is an illustrative scenario showing how DIGI CLIP is designed to work. It is not a specific customer case study.
A distribution centre runs forklift pre-use checks on paper. When an operator notices a damaged fork, the note ends up in a tray and the forklift stays in service. With DIGI CLIP configured for their site:
- Find it: the operator marks the forks item “No”, adds a photo and tags the forklift out of service.
- Fix it: an action is created in the Action Log, assigned to maintenance with a due date, and escalated by email if it goes overdue.
- Prove it: the repair is recorded and a supervisor verifies close-out before the forklift returns to work, linked back to the original check.
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Related DIGI CLIP guides
- Plant Pre-Start Checklist
- Pre-Start Checklist Template
- Digital Checklists for Manufacturing
- Transport and Logistics Checklists
- Action Log
About DIGI CLIP Mobile Forms
DIGI CLIP is an Australian-built mobile checklist and inspection platform. Inspections. Actions. Evidence. Teams complete checks on a phone or tablet, turn defects into assigned actions, and keep the proof that each one was fixed and verified.
Learn more about DIGI CLIP mobile forms or view DIGI CLIP pricing.
Frequently asked questions
What should an equipment inspection checklist include?
It should identify the asset, record who inspected it and when, check each item’s condition with clear Yes, No or N/A answers, test safety devices, require a photo and comment for failed items, record whether the equipment is safe to use, and capture a signature.
How often should equipment be inspected?
Follow the manufacturer’s instructions and your own risk assessment. Many businesses use a quick pre-use check before each shift and a more detailed inspection at scheduled intervals.
What should happen if equipment fails an inspection?
Faulty equipment should be tagged out and not used until it has been repaired and checked. In DIGI CLIP, a failed item can create an action in the Action Log so the repair is assigned, tracked and verified.
Can I use my own equipment inspection template?
Yes. You can build your own form in DIGI CLIP or start from a Form Library template and adjust the questions, photos, signatures and failure actions.
Can inspections be completed without internet access?
Yes. Checklists can be completed in the DIGI CLIP app without coverage and submitted with a tap once the device is back online.
How is this different from a plant pre-start checklist?
A plant pre-start focuses on mobile plant such as excavators and loaders before each shift. An equipment inspection template covers a wider range of workplace equipment, including lifting gear, ladders, tools and workshop equipment, for both pre-use and scheduled checks.
Conclusion: inspections that end in a fix
An equipment inspection checklist is only as good as what happens after a fault is found. When checks are completed on mobile, failures are captured with photos and repairs are assigned and verified, you get safer equipment, less downtime and a record you can stand behind.
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This page is general information, not legal or engineering advice. Always follow the manufacturer’s instructions and the WHS requirements that apply in your state or territory.