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AED inspection checklist
A routine check of every automated external defibrillator (AED) on a site, done on a phone. Each location (reception, a floor, the car park) is a space and each AED in it is an item, so a building with several AEDs is checked in one record. For each AED you scan the label for the make, model and serial number, check the status indicator, the cabinet and alarm, the sign, visible damage, the pads and the rescue kit, and enter the expiry dates printed on the pads and battery. The form counts the days to expiry and flags any that are past or inside the warning period you set. It sits alongside the first aid kit checklist and the first aid needs assessment.
For facilities managers, first aid leads, school business managers and safety coordinators who look after one or more AEDs and need a dated record of each check.
Works in any country: the maker's instructions for each model set the checks and how often. In the US, FDA lists approved AEDs and accessories and state rules on AED maintenance vary. In England, the Department for Education guide for schools covers checks, consumables and registering on The Circuit.
- Locations as spaces and each AED as an item, with a label scan for make, model and serial
- Days to expiry for adult pads, paediatric pads and battery, flagged against your own warning period
- Status indicator, cabinet and alarm, sign, damage, pads sealed and rescue kit for every AED
- Recall and software notices recorded per model, and AEDs taken out of service counted
- Use since the last check, spares in stock and registration, then actions and sign-off
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What should an AED inspection checklist cover?
A useful AED check records more than a tick. It notes what the status indicator showed, the expiry dates printed on the pads and battery, whether the rescue kit and paediatric pads are there, and what happened to anything out of date. Set a warning period long enough to get replacements delivered, so pads are swapped before they expire rather than on the day.
Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against FDA, Automated External Defibrillators (AEDs), Department for Education, Automated external defibrillators (AEDs) in schools (guide for maintained schools and academies, England) and FDA, Medical Device Recalls database.
How to check an AED
Have the user manual for each model to hand: it says what the status indicator means and which checks the maker asks for.
Set the check
Enter the site, the type of check and your warning period in days, for example the time it takes to get replacement pads delivered.
Add each location
Add each place an AED is kept, with its GPS position, when it can be reached and whether the direction signs are in place.
Check each AED
Scan the label, then check the status indicator, the cabinet or bracket, the sign, any damage, the pads and the rescue kit. Take a photo of the indicator and the expiry dates.
Enter the expiry dates
Enter the dates printed on the adult pads, any paediatric pads and the battery. The form shows the days left and flags any inside your warning period.
Notices and service
Record whether you checked the maker's recall and software notices, and whether the AED stays in service.
Actions and sign-off
Record use since the last check and spares in stock, add an action for each problem with an owner and date, and sign.
What a good AED check records
Adult pads expiry date, with the days to expiry the form works out
AED-02, floor 2 kitchen, check 26 Oct. Status indicator ready, bracket and sign fine, rescue kit complete. Combined pad and battery cartridge expires 18 Nov: 23 days, inside the 30-day warning period. No spare for this model in stock. Action: order a cartridge and fit it before 18 Nov, then update the AED network record.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Checking that the light is green but not reading the dates on the pads, so an AED sits in a cabinet for months with expired pads and no spare set for that model.
What happens next
Keep the user manual for each model with the check record, keep one spare set of pads per model, and replace pads and rescue kit straight after any use.
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Want to see one filled in? See a completed AED inspection checklist report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the AED inspection checklist template
A routine check of every automated external defibrillator (AED) on a site. Each location is a space and each AED in it an item: ID and label scan (make, model, serial, UDI), position and sign, cabinet and alarm, status indicator, visible damage, pads sealed, pad and battery or cartridge expiry with days to expiry against your own warning period, paediatric pads or key, rescue kit, recall and software notices, and whether it stays in service. Then use since the last check, spares, registration, actions and sign-off. The maker's instructions set the checks and how often. 4 sections and 85 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site address: the site address, from the space or the project
- Client or site owner: the project's customer
Site and check
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site addressShort answerFills in from the site address, from the space or the project
- Client or site ownerShort answerFills in from the project's customer
- Location (GPS)Short answer
- Check date*Date
- Checked by*Short answer
- Organisation responsible for the AEDs*Short answer
- Type of check*Choose one
- Routine check
- After the AED was used
- New AED put into service
- After a warning or fault
- Other
- Warn me when pads or batteries expire within (days)*Number
Your own warning period, for example the time it takes to get replacements delivered.
- Maker's instructions used for this checkShort answer
The user manual or maintenance guide for each model.
- GuidanceHow often, and what to check. The maker's instructions for each model set the checks and how often. Most AEDs self-test and show a status indicator; the user manual says what it means and what to do. In the US, state rules on AED maintenance vary, so check your own state. FDA recommends owners confirm their AED and accessories are FDA-approved (it publishes tables of approved AEDs and accessories) and contact the maker if unsure. In England, the Department for Education guide for schools advises checking for the warning sign or light on a regular basis, no less often than weekly, and recording each check. This form records the check; it does not certify that an AED will work.
AEDs by location
- GuidanceAdd each location, then each AED at it. Enter the expiry date printed on the pads and on the battery or cartridge; the form counts the days to expiry from the check date and flags any that are past or inside your warning period. Use replacements made for that model: consumables for different AEDs are not usually interchangeable.
- LocationsRepeat for each location. Each one asks:
- Location*Short answer
For example Reception, Floor 2 kitchen, Car park entrance.
- Building and floorShort answer
- Where is it?Short answer
- When it can be reachedChoose one
- 24 hours, public access
- Building opening hours
- Staff only
- Other
- Direction signs to the AED from the main routes*Choose one
- In place
- Missing or unclear
- Not needed
- AEDs at this locationRepeat for each aed. Each one asks:
- AED ID*Short answer
Your own reference, for example AED-01 Reception.
- Scan the AED labelScan a label: make, model, serial number, udi
Optional. Scan the data plate or label to capture the numbers.
- Make and model*Short answer
- Serial numberShort answer
- Exact positionShort answer
For example left of the lift doors, 1.2 m up.
- HousingChoose one
- Indoor cabinet with alarm
- Indoor cabinet without alarm
- Wall bracket
- Outdoor heated cabinet
- Carry case
- Other
- Status indicator shows the AED is ready (no warning light, sound or message)Choose one
Read the indicator as the user manual describes.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- AED in its place, visible, not blocked, and the AED sign is in placeChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Cabinet or bracket: door opens, alarm sounds if fitted, lock or code works, clean and dryChoose one
Mark Not applicable if there is no cabinet.
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- No visible damage to the case, screen, connector or pad cableChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Adult pads sealed in their packaging and connected or stored as the maker saysChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Rescue kit present: gloves, razor, scissors, face shield or pocket maskChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Adult pads expiry date*Date
For a combined pad and battery cartridge, the date on the cartridge.
- Adult pads: days to expiryWorked out by the formShown when “Adult pads expiry date” is answered
- Paediatric pads or child key*Choose one
- Present
- Not kept for this AED
- Missing
- Paediatric pads expiry dateDateShown when “Paediatric pads or child key” is “Present”
- Paediatric pads: days to expiryWorked out by the formShown when “Paediatric pads expiry date” is answered
- Battery*Choose one
- Battery with an expiry or install-by date
- Combined pad and battery cartridge
- Install date recorded, no expiry date
- Rechargeable
- Battery expiry or install-by dateDateShown when “Battery” is “Battery with an expiry or install-by date”
- Battery: days to expiryWorked out by the formShown when “Battery expiry or install-by date” is answered
- Battery installed onDateShown only when the answers above make it relevant
- Recall, safety and software notices for this model*Choose one
Check the maker's notices and, in the US, the FDA medical device recall database.
- Checked: none open
- Checked: notice open
- Not checked
- Which notice, and what the maker says to doNotesShown when “Recall, safety and software notices for this model” is “Checked: notice open”
- Pads or battery expired or within your warning periodWorked out by the form
- This AED: items needing actionWorked out by the form
- Not checkedWorked out by the form
- ResultWorked out by the form
- AED left*Choose one
- In service
- Out of service
- Why it is out of service, the sign put up, and where the nearest other AED isNotesShown when “AED left” is “Out of service”
- Photos: AED, status indicator and pad expiry datePhotos
- AEDs hereWorked out by the form
- Items needing actionWorked out by the form
- Not checkedWorked out by the form
- Pads or batteries to replaceWorked out by the form
- Out of serviceWorked out by the form
- AEDs checkedWorked out by the form
- Pads or batteries to replaceWorked out by the form
- AEDs out of serviceWorked out by the form
- Not checkedWorked out by the form
- WarningAn AED is out of service. Put a sign on it, tell the first aiders where the nearest working AED is, and update any AED network or register it is listed on.Shown only when the answers above make it relevant
Use, spares and registration
- Has any AED been used since the last check?*Yes or No
- Which AED, and whenShort answerShown when “Has any AED been used since the last check?” is Yes
- Pads, razor, gloves and mask replaced after use, and the AED set up again as the maker saysChoose one
- Done
- Action needed
Shown when “Has any AED been used since the last check?” is Yes - CheckReplace the pads, razor, gloves and pocket mask after every use; some makers also say to replace the battery. Check the user manual.Shown when “Has any AED been used since the last check?” is Yes
- Spare adult pad sets in stockNumber
- Spare batteries or cartridges in stockNumber
- Where spares are keptShort answer
- AEDs registered on an AED network or registerChoose one
For example The Circuit in the UK, or your local ambulance or 911 registry where there is one.
- All registered
- Some registered
- Not registered
- Not known
- Trained responders on siteShort answer
Names or roles, by shift.
- restock_actionWorked out by the form
Result, actions and sign-off
- Items needing actionWorked out by the form
- ResultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Today
- This week
- Before the expiry date
- Next check
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- All AEDs ready for use
- In use: finish the listed actions
- One or more AEDs out of service
- Next check or re-inspection dateDate
- Summary for the clientNotes
- Checked by nameShort answer
- Checked by signature*Signature
- Responsible person nameShort answer
- Responsible person signatureSignature
See it filled in
A completed AED inspection checklist report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
AED inspection checklist FAQs
How often should an AED be inspected?
Follow the maker's instructions for your model: they set the routine checks and any monthly or annual checks. The Department for Education guide for schools in England advises a procedure for checking for the warning sign or light on a regular basis, no less often than weekly, and a way to record each check. In the US, state rules on AED maintenance vary, so check your own state. The form records each check; you choose how often.
How long do AED pads and batteries last?
It depends on the model, so the form does not assume a shelf life. Use the expiry date printed on each pad set and battery. The DfE guide says to replace them after the period the maker specifies, usually the expiry date or, for batteries, when the indicator shows low, whichever is sooner. Replace the pads, razor, gloves and pocket mask after every use. The form shows the days left for each and flags any inside your warning period.
Will SiteSurvey remind me before pads expire?
No. The form works out the days to expiry on the day of each check and marks any pads or battery that are past their date or inside the warning period you set, so they show as items needing action in the report. Set the warning period long enough to order replacements, and use the PDF report or shared link to pass the action on.
How do I check my AED is FDA-approved, or affected by a recall?
FDA publishes tables of FDA-approved AEDs and AED accessories, and recommends contacting the maker if you are not sure whether yours are approved. It also suggests finding the unique device identifier (UDI) on the product label before buying accessories. FDA also runs a Medical Device Recalls database. The form has a question for recall, safety and software notices on each AED, and a label scan for the make, model, serial number and UDI.
Sources: FDA, Automated External Defibrillators (AEDs) and FDA, Medical Device Recalls database.
Should we register our AEDs?
In the UK, the DfE guide asks schools to register defibrillators on The Circuit, the national defibrillator network linked to all UK ambulance services, so the ambulance service can direct a caller to the nearest accessible defibrillator. In other places, ask your local emergency medical service whether it keeps a register. The form records whether your AEDs are registered, and its out-of-service note tells you to update the record.
Is this an AED inspection tag or a printable log?
It is a digital checklist filled in on a phone or tablet, not a tag that hangs on the AED. Each check gives a dated PDF report with photos, so a series of checks builds your AED inspection log. If your site also uses a paper tag inside the cabinet, record the check in both.
Related
Related templates
Templates that go with the AED inspection checklist form
Check of a first aid box against its contents list: each item present and in date, expiry dates, restocking, the box itself and the next check date.
A first aid needs record covering work hazards, staffing and shifts, absence cover, remote work, equipment, facilities and agreed provision.
A fire extinguisher inspection record: each extinguisher with its ID, location, type and service dates, the monthly checks, overdue service and extended service warnings, and pass or fail.
Fire emergency plan for a building and a record of each drill: raising the alarm, escape routes, wardens, people who need help, evacuation time and actions.
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