Form library · Facilities and maintenance

Equipment inspection checklist

An inspection round form for building plant such as condensers, distribution boards and booster sets. Record each asset by its tag, mark where it is with GPS, grade its condition against the last round and photograph defects. The form counts the assets by grade, those worse than last time and those needing urgent work, works out the share graded good, F gas leak check intervals and pressure vessel checks, then the days to the next round. Try the form below, see every question or open a completed example.

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What should an equipment inspection checklist include?

An equipment inspection checklist should identify each asset by its tag and location, record its condition against the last inspection, and describe any defect with photos and a priority. It should say whether a failed item was taken out of use or made safe, why the inspection was done, the readings taken, when the next inspection is due and who signed it.

Last updated 20 October 2026. Facts checked by the SiteSurvey team on 20 October 2026 against regulation 6 of the Provision and Use of Work Equipment Regulations 1998 (inspection), GOV.UK on checking F gas equipment for leaks, regulation 8 of the Pressure Systems Safety Regulations 2000 (written scheme of examination) and Schedule 1 to the Pressure Systems Safety Regulations 2000 (250 bar litres exception).

Built for plant inspection rounds

Record each asset by its tag, mark where it is with GPS and grade its condition against the last round. The form counts the assets by grade, those worse than last time and those needing urgent work, and works out the share graded good.

Assets inspected 4, good 2, fair 1, poor 1, failed 0, worse than last time 2, urgent work 1, share graded good 50%

Round summary counted for you

The summary counts itself from the asset records: assets inspected, good, fair, poor and failed, worse than at the last round and needing urgent work, with the share graded good.

How calculated fields work →

Asset position (GPS) for CON-01 filled in as Roof deck, north row, west end, with coordinates, Mark again and View on map

Where each asset is

Mark each asset with GPS, useful for roof plant and assets spread across a large site. Indoors the fix is rough, so the location text stays.

How GPS location works →

Walk the round

Record the round with Walk Cam and a spoken note at each point, alongside the asset records.

A completed equipment inspection round

A fictional business centre: two roof condensers (one now fair with a dirty coil), a riser board with its inner cover missing graded poor and urgent, and a booster set within its set pressure range. Two assets are worse than at the June round.

Open the completed form ↗Try it blank ↗See the report (PDF) ↗

A distribution board in a riser with its inner cover missing and the breakers and wiring exposed — DB2 · inner cover missing · urgent

A roof condenser with leaf and pollen build-up across its coil fins — CON-03 · dirty coil · good to fair

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Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.

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This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed. Or open a completed example to see every answer, photo and score filled in.

Want to see one filled in? See a completed equipment inspection report (PDF), made by SiteSurvey from a fictional site visit.

Fill it in on a phone or tablet

Your team completes the asset inspection on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.

Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.

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The Asset Inspection form in the SiteSurvey app on a tablet

The Asset Inspection form in the SiteSurvey app on a phone

Every question in the equipment inspection template

Inspection round for plant: asset condition, refrigerant and leak checks, pressure vessels, next due dates. 7 sections and 107 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
Client: the project's customer
Site address: the site address, from the space or the project
Site and areas covered: the site, when the form is opened for a space or a product

Round details

Which round this is, who carried it out and what it covered.

ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name
ClientShort answer
Fills in from the project's customer
Site addressShort answer
Fills in from the site address, from the space or the project
Report referenceShort answer
Site and areas covered*Short answer
Fills in from the site, when the form is opened for a space or a product
Date of the inspection*Date
Inspector name and role*Short answer
Company and competence (qualification or scheme)Short answer
Why is this inspection being carried out?Choose one
- Planned condition round
- First inspection after installation or a move
- After a repair
- After an incident or exceptional event
GuidanceAfter installation. Where the safety of work equipment depends on how it is installed, the law requires it to be inspected before it is first put into service, and after it is put together in a new place. (The Provision and Use of Work Equipment Regulations 1998 (PUWER), regulation 6(1).)
Shown when “Why is this inspection being carried out?” is “First inspection after installation or a move”
What was repaired, and when?Short answer
Shown when “Why is this inspection being carried out?” is “After a repair”
What happened, and which assets could it have affected?Notes
Shown when “Why is this inspection being carried out?” is “After an incident or exceptional event”
CheckExceptional circumstances. Work equipment must be inspected each time something has happened that could have put its safety at risk. Inspect every asset that could have been affected. (PUWER 1998, regulation 6(2).)
Shown when “Why is this inspection being carried out?” is “After an incident or exceptional event”
Date of the previous inspectionDate
Shown when “Why is this inspection being carried out?” is “Planned condition round”
Days since the previous inspectionWorked out by the form
Shown when “Why is this inspection being carried out?” is “Planned condition round” and “Date of the previous inspection” is answered and “Date of the inspection” is answered
Were all the assets on the round inspected?Yes or No
Which assets were not inspected, and why?Notes
Shown when “Were all the assets on the round inspected?” is No
Were any covers removed or live parts exposed?Yes or No
WarningLive parts. The law says no one may work on or near a live conductor where danger may arise, unless it is unreasonable for it to be dead, it is reasonable to work live, and suitable precautions are taken. Record who authorised the work. (The Electricity at Work Regulations 1989, regulation 14.)
Shown when “Were any covers removed or live parts exposed?” is Yes
Who authorised it, and what precautions were taken?Short answer
Shown when “Were any covers removed or live parts exposed?” is Yes
Walk Cam: plant roundWalk Cam video with voice-to-text
Optional. Film a guided walk-through on the SiteSurvey app; each clip keeps its spoken note.

Asset record

One entry for each asset. Find the asset by its tag, then record what you see.

GuidanceWhat a good photo shows. Step back so the whole asset and its tag can be seen, then get close to any defect. Put the gauge or the instrument in shot when you take a reading.
A row of condensers on a roof, with the fan guards and plinths in view
A distribution board in a riser cupboard, with labelled cables
A booster set in a plant room, with the pressure gauge in view
Assets by plant room or area
Repeat for each entry. Each one asks:
- Plant room or area*Short answer
  For example Roof plant area or Basement switch room
- Assets in this area
  Repeat for each asset. Each one asks:
  - Asset tag or IDShort answer
  - Position in this areaShort answer
  - Asset position (GPS)Short answer
    Optional. Mark where the asset is, useful for roof plant and assets spread across a large site.
  - Does the tag match the asset register?Yes or No
  - What is different?Short answer
    Shown when “Does the tag match the asset register?” is No
  - What kind of asset is it?Choose one
    - Condenser
    - Distribution board
    - Booster set
  - Coil and finsChoose one
    - Clean
    - Dirty
    - Fins damaged
    Shown when “What kind of asset is it?” is “Condenser”
  - Are the fan guards in place and secure?Yes or No
    Shown when “What kind of asset is it?” is “Condenser”
  - WarningA fan guard is missing or loose. Record it as a defect and say whether the unit was taken out of use.
    Shown when “What kind of asset is it?” is “Condenser” and “Are the fan guards in place and secure?” is No
  - Are the fixings and mounts sound?Yes or No
    Shown when “What kind of asset is it?” is “Condenser”
  - Air on (°C)Number
    Shown when “What kind of asset is it?” is “Condenser”
  - Air off (°C)Number
    Shown when “What kind of asset is it?” is “Condenser”
  - Temperature difference (°C)Worked out by the form
    Shown when “What kind of asset is it?” is “Condenser” and “Air on (°C)” is answered and “Air off (°C)” is answered
  - Any sign of heat, such as scorching, discolouration or a smell?Yes or No
    Shown when “What kind of asset is it?” is “Distribution board”
  - WarningSigns of heat. Do not open or touch the board. Report it now to the person in charge of the electrical system, and record who you told.
    Shown when “What kind of asset is it?” is “Distribution board” and “Any sign of heat, such as scorching, discolouration or a smell?” is Yes
  - Who was it reported to, and when?Short answer
    Shown when “What kind of asset is it?” is “Distribution board” and “Any sign of heat, such as scorching, discolouration or a smell?” is Yes
  - Are the covers and the door secure?Yes or No
    Shown when “What kind of asset is it?” is “Distribution board”
  - CheckA cover or door is not secure. Record it as a defect below.
    Shown when “What kind of asset is it?” is “Distribution board” and “Are the covers and the door secure?” is No
  - Are the circuits labelled?Yes or No
    Shown when “What kind of asset is it?” is “Distribution board”
  - Warmest surface (°C)Number
    Shown when “What kind of asset is it?” is “Distribution board”
  - Air in the cupboard (°C)Number
    Shown when “What kind of asset is it?” is “Distribution board”
  - Difference (°C)Worked out by the form
    Shown when “What kind of asset is it?” is “Distribution board” and “Warmest surface (°C)” is answered and “Air in the cupboard (°C)” is answered
  - Any leaks?Yes or No
    Shown when “What kind of asset is it?” is “Booster set”
  - Where is it leaking from?Short answer
    Shown when “What kind of asset is it?” is “Booster set” and “Any leaks?” is Yes
  - Any unusual noise or vibration?Yes or No
    Shown when “What kind of asset is it?” is “Booster set”
  - Pressure on the gauge (bar)Number
    Shown when “What kind of asset is it?” is “Booster set”
  - Set range, low (bar)Number
    Shown when “What kind of asset is it?” is “Booster set”
  - Set range, high (bar)Number
    Shown when “What kind of asset is it?” is “Booster set”
  - CheckThe pressure is outside the set range. Record it as a defect below.
    Shown only when the answers above make it relevant
  - Condition at this inspectionChoose one
    - 1: good
    - 2: fair
    - 3: poor
    - 4: failed
  - Condition at the last inspectionChoose one
    - 1: good
    - 2: fair
    - 3: poor
    - 4: failed
  - CheckThe condition is worse than at the last inspection. Say what has changed.
    Shown only when the answers above make it relevant
  - Defect foundNotes
    Shown only when the answers above make it relevant
  - Photos of the defectPhotos
    Shown only when the answers above make it relevant
  - Priority of the workChoose one
    - Routine, at the next visit
    - Soon, before the next visit
    - Urgent
    Shown only when the answers above make it relevant
  - Who will put it right, and by when?Short answer
    Shown only when the answers above make it relevant
  - WarningFailed. Say whether the asset has been taken out of use or made safe, and who was told.
    Shown only when the answers above make it relevant
  - Has it been taken out of use or made safe?Yes or No
    Shown only when the answers above make it relevant
  - Photos of the assetPhotos
  - NotesNotes
  - a_goodWorked out by the form
  - a_fairWorked out by the form
  - a_poorWorked out by the form
  - a_failedWorked out by the form
  - a_worseWorked out by the form
  - a_urgentWorked out by the form
- This plant room or area: assets inspectedWorked out by the form
- This plant room or area: goodWorked out by the form
- This plant room or area: fairWorked out by the form
- This plant room or area: poorWorked out by the form
- This plant room or area: failedWorked out by the form
- This plant room or area: worse than last timeWorked out by the form
- This plant room or area: urgent workWorked out by the form

Refrigerant and leak checks

For equipment that holds F gas. Take the gas and the charge from the label on the unit.

Does any asset on this round hold F gas refrigerant?Yes or No
Which asset is this for?Short answer
Asset tag of the equipment that holds this refrigerant. F gas records are kept for each piece of equipment.
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
Refrigerant, from the labelShort answer
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
Charge (kg)Number
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
Global warming potential of the gasNumber
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
Carbon dioxide equivalent (tonnes)Worked out by the form
Shown only when the answers above make it relevant
Is the unit labelled as hermetically sealed?Yes or No
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
Is a leak detection system fitted?Yes or No
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
GuidanceUnder 5 tonnes. The F gas rules do not require leak checks for this unit.
Shown only when the answers above make it relevant
GuidanceHermetically sealed and under 10 tonnes. The F gas rules do not require leak checks for this unit, as long as it is labelled as hermetically sealed.
Shown only when the answers above make it relevant
Check5 tonnes or more, under 50. Leak checks are due at least once every 12 months, or every 24 months where a leak detection system is fitted.
Shown only when the answers above make it relevant
Check50 tonnes or more, under 500. Leak checks are due at least once every 6 months, or every 12 months where a leak detection system is fitted.
Shown only when the answers above make it relevant
Warning500 tonnes or more. Leak checks are due at least once every 3 months, or every 6 months with a leak detection system. Equipment of this size must have a leak detection system. (Retained Regulation (EU) No 517/2014, articles 4 and 5.)
Shown only when the answers above make it relevant
Date of the last leak check, from the F gas recordDate
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
Days since the last leak checkWorked out by the form
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes and “Date of the last leak check, from the F gas record” is answered and “Date of the inspection” is answered
Any sign of a leak, such as oil staining at a joint or valve?Yes or No
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes
WarningPossible leak. Where a leak is found, the operator must have it repaired without undue delay. The repair must be checked by a certified person within one month. Leak checks on this equipment must be carried out by a certified person. (Retained Regulation (EU) No 517/2014 on fluorinated greenhouse gases, articles 3 and 4.)
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes and “Any sign of a leak, such as oil staining at a joint or valve?” is Yes
Who was it reported to?Short answer
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes and “Any sign of a leak, such as oil staining at a joint or valve?” is Yes
GuidanceThe operator must keep the F gas records, including the dates and results of leak checks, for at least 5 years. (Retained Regulation (EU) No 517/2014, article 6.)
Shown when “Does any asset on this round hold F gas refrigerant?” is Yes

Pressure vessels

For sets with a pressure vessel, such as a booster set. Take the figures from the data plate.

Does any asset on this round have a pressure vessel?Yes or No
Which vessel (asset tag)?Short answer
Shown when “Does any asset on this round have a pressure vessel?” is Yes
Volume of the vessel (litres)Number
Shown when “Does any asset on this round have a pressure vessel?” is Yes
Pressure (bar)Number
Shown when “Does any asset on this round have a pressure vessel?” is Yes
Pressure x volume (bar litres)Worked out by the form
Shown only when the answers above make it relevant
Check250 bar litres or more. If the vessel holds compressed air or gas at more than 0.5 bar, the law requires a written scheme of examination before the system is operated. (The Pressure Systems Safety Regulations 2000, regulations 8 and 9.)
Shown only when the answers above make it relevant
Is there a written scheme of examination?Choose one
- Yes
- No
- Not known
Shown only when the answers above make it relevant
Date of the last examination under the schemeDate
Shown when “Is there a written scheme of examination?” is “Yes”
WarningNo written scheme of examination was found. Report this to the person responsible for the system. This inspection is not an examination under a written scheme.
Shown only when the answers above make it relevant

Round summary

Count the assets by condition.

Assets inspectedWorked out by the form
GoodWorked out by the form
FairWorked out by the form
PoorWorked out by the form
FailedWorked out by the form
Worse than last timeWorked out by the form
Urgent workWorked out by the form
Share graded good (%)Worked out by the form
Shown only when the answers above make it relevant
WarningAt least one asset is graded failed. Check that each one is recorded as taken out of use or made safe.
Shown only when the answers above make it relevant
What has changed since the last round?Notes

Next due and records

When the assets are due again and where the record goes.

Next inspection dueDate
Days until the next inspectionWorked out by the form
Shown when “Next inspection due” is answered and “Date of the inspection” is answered
GuidanceWhere PUWER 1998, regulation 6(3), requires work equipment to be inspected, the result must be recorded and kept until the next inspection is recorded. The Electricity at Work Regulations 1989, regulation 4(2), require electrical systems to be maintained to prevent danger; HSE guidance (HSR25, Memorandum of guidance on the Electricity at Work Regulations 1989) says records of electrical maintenance are not a legal requirement but recommends keeping them.
Who is the report sent to?Short answer
Are any actions from the last round still open?Yes or No
Which actions, and why are they still open?Notes
Shown when “Are any actions from the last round still open?” is Yes
Actions from this round
Repeat for each action. Each one asks:
- Action needed*Notes
- PriorityChoose one
  - Urgent
  - High
  - Medium
  - Low
- OwnerShort answer
- Due dateDate
- StatusChoose one
  - Open
  - In progress
  - Completed
- PhotosPhotos

Inspector sign-off

WarningThis round has an asset graded failed. Check that the person responsible has been told.
Shown only when the answers above make it relevant
NameWorked out by the form
Inspector signatureSignature

See it filled in

A completed equipment inspection 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.

See completed form (PDF) ↗

Equipment inspection FAQs

When must work equipment be inspected?

Where the safety of work equipment depends on how it is installed, it must be inspected before it is first put into service and after it is put together in a new place. It must also be inspected each time something has happened that could have put its safety at risk. The form asks why the round is being done and shows the matching guidance.

How does the form work out F gas leak check intervals?

Enter the charge in kilograms and the global warming potential from the unit's label, and the form works out the carbon dioxide equivalent in tonnes. Under 5 tonnes, no leak checks are required. From 5 to under 50 tonnes they are due at least every 12 months, from 50 to under 500 at least every 6 months, and from 500 tonnes at least every 3 months. A fitted leak detection system doubles each interval, and equipment of 500 tonnes or more must have one. A unit labelled as hermetically sealed and under 10 tonnes is exempt.

What happens if a refrigerant leak is found?

The operator must have the leak repaired without undue delay, and a certified person must check the repair within one month. Leak checks on this equipment are work for a certified person. The operator must keep the F gas records, including the dates and results of leak checks, for at least 5 years.

Does it cover pressure vessels?

Yes. Enter the vessel's volume and pressure from the data plate and the form multiplies them. At 250 bar litres or more, a vessel holding compressed air or gas at more than 0.5 bar needs a written scheme of examination before the system is operated, so the form asks whether one is in place. This inspection is not an examination under that scheme.

How long should equipment inspection records be kept?

Where the law requires work equipment to be inspected, the result must be recorded and kept until the next inspection is recorded. HSE guidance says records of electrical maintenance are not a legal requirement, but recommends keeping them. The form records the next due date and who the report goes to.

Can I change the asset types on the checklist?

The form comes with condensers, distribution boards and booster sets, each with its own checks and readings. It is in the SiteSurvey form library and can be edited, so you can add the asset types on your own round. Photos, conditional questions and the signature carry through to the PDF report.

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