Plant Machinery Maintenance Checklist: Safe Servicing for Heavy Plant

Good maintenance keeps plant working and keeps operators safe. Poor maintenance shows up as breakdowns, hydraulic failures, brake problems and, at worst, serious incidents. This guide covers what WHS law expects, how to make maintenance work safe, a system-by-system maintenance checklist, a sample schedule, and the records that show the work was done.

What WHS law expects

Under the model WHS Regulations, a business must make sure plant is maintained, inspected and, where needed, tested by a competent person. This should follow the manufacturer’s recommendations or, if there are none, the recommendations of a competent person. The Code of Practice for managing the risks of plant also recommends keeping an up-to-date register of plant that needs regular inspection, and says plant with damage that poses a risk should be withdrawn from service until the risk is controlled.

Maintenance itself is one of the riskier jobs around plant, so the Code also expects the risks of maintenance work to be managed, including isolating the plant and controlling stored energy.

Before maintenance starts

1. Plan the job. Check the manufacturer’s service instructions, the parts and tools needed, and who is competent to do the work.
2. Park and secure the machine. Park on firm, level ground away from traffic, lower attachments to the ground and chock wheels or tracks.
3. Isolate energy sources. Switch off, remove the key, isolate the battery or power supply, and apply your lockout and tags.
4. Release stored energy. Relieve hydraulic and air pressure as the manufacturer specifies, and support any raised component that could drop.
5. Let it cool. Allow hot engines, exhausts, hydraulic oil and coolant to cool before working on them.
6. Set up safe access. Use proper platforms or steps rather than climbing on the machine, and wear the PPE your procedure specifies.

For more on isolation, see our guide to lock out, tag out.

Plant machinery maintenance checklist

Use the manufacturer’s service schedule as your baseline, and add items based on how and where the machine works.

Engine and cooling

• Engine oil and filter changed at the specified interval
• Coolant level and condition, radiator fins clean, hoses and clamps secure
• Drive belts checked for wear and tension
• Air filter and pre-cleaner cleaned or replaced, especially in dusty conditions
• Fuel filters and water separator serviced, and no fuel leaks

Hydraulics

• Hydraulic oil level and condition, filters changed on schedule
• Hoses and fittings checked for leaks, chafing, cracking and bulging
• Cylinders, rods and seals undamaged
• Quick hitch and locking system working as designed

Electrical

• Battery secure, terminals clean and tight
• Wiring and connectors undamaged and protected from rubbing
• Lights, beacons, horn, reversing alarm and cameras working
• Gauges and warning lights working, and any fault codes investigated

Drivetrain, tyres and tracks

• Transmission and final drive oil levels
• Tyres checked for pressure, wear and damage, and wheel nuts torqued
• Tracks, rollers, idlers and sprockets checked for wear, and track tension adjusted
• Pins and bushes greased and checked for excessive play

Brakes and steering

• Service and park brakes tested and adjusted
• Steering components checked for wear and play

Structure and safety systems

• ROPS and FOPS undamaged, with no cracks, unauthorised modifications or missing bolts
• Seatbelt, guards, interlocks and emergency stops working
• Steps, handrails and grab handles secure
• Frame, boom and attachments checked for cracks and wear
• Fire extinguisher serviced and fire suppression system checked, if fitted

Sample maintenance schedule

Intervals vary by machine and working conditions, so always follow the manufacturer’s recommendations. A typical structure looks like this:

Operator checks catch problems between services. See our guide to daily plant equipment safety checks and our preventative maintenance guide.

Returning plant to service

• Remove tools, rags and parts from the machine and check nothing is left in moving parts.
• Refit all guards and covers.
• Remove locks and tags following your isolation procedure.
• Start and test the machine, including brakes, steering, hydraulics and safety devices.
• Record what was done, parts fitted and who signed the machine back into service.

Maintenance records

For each machine, keep its service history, inspections by competent persons, defects and the repairs that fixed them, and operator checks. Good records help you plan services, spot recurring faults, show that plant risks are being managed, and answer questions quickly after an incident.

With DIGI CLIP, operators and fitters complete checks and service checklists on a phone or tablet, add photos and signatures, and work without coverage. Failed items flow into the Action Log, where they are assigned, tracked and closed out with evidence. Comparing tools? See our DIGI CLIP vs Mitti comparison for plant machinery checks.

Illustrative scenario: a chafing hydraulic hose

During a 250-hour service on a loader, a fitter notices a hydraulic hose rubbing against the frame. It isn’t leaking yet, so he records it in the DIGI CLIP service checklist with a photo, fits a protective sleeve and clamp, and adds a follow-up action to replace the hose at the next service. The plant manager can see the finding, the interim fix and the planned replacement in one place.

This scenario is illustrative. It shows how a business could use DIGI CLIP and is not an account of a specific customer.

Need a starting template? See our equipment inspection checklist template.

For what to look for when comparing tools, see our inspection checklist app guide. For excavators, loaders and other earthmoving plant, see our heavy equipment inspection app.