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PPM checklist

A planned preventative maintenance checklist for a plant room round: boilers, pumps, air handling units and emergency lights. Enter the date each check was due and the form shows what was done late, then works out the summary for you: assets passed, tasks done, and defects raised, closed and by priority. Try the form below, see every question or open a completed example.

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What should a PPM checklist include?

A PPM checklist should record the site, the type of visit and the task list worked to, then each asset checked with its reference, location, readings, tasks completed, result and any defect with a priority and target date. It should also note the records seen on site, work done, parts used, any plant left off and when the next check is due.

Last updated . Facts checked by the SiteSurvey team on 5 October 2026 against SFG20, what is SFG20, HSE HSG274, Legionnaires' disease: technical guidance (Part 2, hot and cold water systems), regulation 5 of the Provision and Use of Work Equipment Regulations 1998 and regulation 3 of the Gas Safety (Installation and Use) Regulations 1998.

Built for planned maintenance rounds

Work through the round asset by asset on a phone. Enter the date each check was due and the form shows whether it was done on time, then works out the summary for you: assets passed, tasks done, defects raised and closed, and defects by priority. No more adding up at the end of the visit.

An AHU check due on 31 August 2026, worked out as 22 days after the due date and Late

Late checks shown

Enter the date the check was due from the PPM schedule. The form works out how many days after it you got there and marks it late beyond the grace the contract allows.

How calculated fields work →
Counts worked out as 1 check done late, 5 on time, 57 tasks on the lists, 56 completed, 98%, 6 assets checked and 5 passed with no defect, 83%

The summary works itself out

Assets checked, passed, defects raised and put right now come from the asset records, with the task totals and the late checks. The client summary starts from real numbers.

How calculated fields work →

Walk the plant room with Walk Cam

Record the round as you go and say what you see. Each note is written down for you and kept with the visit.

How Walk Cam works →

A completed PPM visit

A quarterly round at a fictional office: three boilers, a pump with a stiff valve booked for repair, an AHU whose filter check was 22 days late after a cancelled visit, and an emergency light. Open it as a filled-in form, or switch to a blank copy and try it yourself.

Open the completed form ↗Try it blank ↗See the report (PDF) ↗
A rusty pump casing in a basement plant room
PMP-02 · stiff valve · needs attention soon
An air handling unit on a roof with its filter section open
AHU-01 · 22 days late · filters replaced
A row of boilers in a basement plant room
Boiler row · passed

Try the PPM form live

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

Live form: PPM VisitOpen full screen ↗
Fill it in right here

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 PPM report (PDF), made by SiteSurvey from a fictional site visit.

Fill it in on a phone or tablet

Your team completes the ppm visit 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 PPM Visit form in the SiteSurvey app on a tablet
The PPM Visit form in the SiteSurvey app on a phone

Every question in the PPM template

Planned maintenance visit: records seen, asset by asset tasks, water temperatures, work done and next visit. 7 sections and 121 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 plant room: the site, when the form is opened for a space or a product

Visit details

Where you are, why you are there and which task list you are working to.

  • 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
  • Job or report referenceShort answer
  • Site and plant room*Short answer
    Fills in from the site, when the form is opened for a space or a product
  • Date of visit*Date
  • Days' grace the contract allows for a planned checkNumber

    A check done more than this many days after its due date counts as late.

  • Type of visit*Choose one
    • Planned visit
    • Return visit for a defect
    • Reactive call-out
  • Which planned visit is this?Choose one
    • Weekly
    • Monthly
    • Quarterly
    • Six monthly
    • Annual
    Shown when “Type of visit” is “Planned visit”
  • Reference of the defect you have come back forShort answer
    Shown when “Type of visit” is “Return visit for a defect”
  • What was reported, and by whom?Notes
    Shown when “Type of visit” is “Reactive call-out”
  • GuidanceA call-out is recorded against the asset in the same way as a planned check, so it appears in the asset's history.
    Shown when “Type of visit” is “Reactive call-out”
  • Task list worked toChoose one
    • SFG20
    • Manufacturer's instructions
    • Client's own specification
    • Other (describe)
  • Schedule reference from your SFG20 licenceShort answer
    Shown when “Task list worked to” is “SFG20”
  • GuidanceSFG20. SFG20 marks statutory tasks red and industry best practice tasks amber. This form does not contain SFG20 content. Work from your own licensed schedule.
    Shown when “Task list worked to” is “SFG20”
  • Engineer name and roleShort answer
  • Does any of the work need a permit from the site?Yes or No
  • Which permits?Tick all that apply
    • Roof access
    • Electrical isolation
    • Hot work
    • Confined space
    • Other (describe)
    Shown when “Does any of the work need a permit from the site?” is Yes
  • Permit referencesShort answer
    Shown when “Does any of the work need a permit from the site?” is Yes
  • Could you reach every asset on the round?Yes or No
  • Which assets were not checked, and why?Notes
    Shown when “Could you reach every asset on the round?” is No
  • CheckAn asset that was not checked stays due. Say so in the summary so a return visit can be booked.
    Shown when “Could you reach every asset on the round?” is No
  • Walk Cam: Plant room PPM walkWalk Cam video with voice-to-text

    Optional. Film a guided walk-through on the SiteSurvey app.

Records seen on site

Record what you saw on the day. This is not an audit of the client's duties.

  • Is there a maintenance log for this plant?Yes or No
  • Date of the last entryDate
    Shown when “Is there a maintenance log for this plant?” is Yes
  • GuidanceWhere machinery has a maintenance log, the law requires the log to be kept up to date (Provision and Use of Work Equipment Regulations 1998, regulation 5).
    Shown when “Is there a maintenance log for this plant?” is Yes
  • Are there gas appliances in this plant room?Yes or No
  • Will you work on a gas fitting on this visit?Yes or No
    Shown when “Are there gas appliances in this plant room?” is Yes
  • WarningGas work. Work on a gas fitting must only be done by someone competent to do it, and a business doing gas work must be on the Gas Safe Register (Gas Safety (Installation and Use) Regulations 1998, regulation 3).
    Shown when “Are there gas appliances in this plant room?” is Yes and “Will you work on a gas fitting on this visit?” is Yes
  • Gas Safe registration number of the businessShort answer
    Shown when “Are there gas appliances in this plant room?” is Yes and “Will you work on a gas fitting on this visit?” is Yes
  • Has the client told you that any plant here is under a written scheme of examination?Yes or No
  • Did you see the last report of examination?Yes or No
    Shown when “Has the client told you that any plant here is under a written scheme of examination?” is Yes
  • Date on the report for the next examinationDate
    Shown when “Has the client told you that any plant here is under a written scheme of examination?” is Yes and “Did you see the last report of examination?” is Yes
  • GuidanceExamination under the written scheme is carried out by a competent person and is separate from this maintenance visit. The report of examination gives the date after which the system may not be operated without a further examination (Pressure Systems Safety Regulations 2000, regulation 9).
    Shown when “Has the client told you that any plant here is under a written scheme of examination?” is Yes
  • CheckYou did not see the report of examination. Tell the client, and do not record an examination date you have not seen.
    Shown when “Has the client told you that any plant here is under a written scheme of examination?” is Yes and “Did you see the last report of examination?” is No
  • Did you see the water hygiene log book?Yes or No
  • Did you see the emergency lighting log book?Yes or No
  • CheckA log book was not seen. Record your readings and test results here and tell the client that the log book could not be found.
    Shown only when the answers above make it relevant

Asset by asset record

One entry for each asset. Pick the type and the checks for that type appear.

  • GuidanceWhat a good photo shows. Stand back far enough to show the whole asset and its label. Then photograph any defect close up.
  • A row of boilers in a plant room with labelled valves and pipework
    A row of boilers in a plant room with labelled valves and pipework
    A pump with an asset label on the casing
    A pump with an asset label on the casing
    A rooftop air handling unit with the access door open and the filters showing
    A rooftop air handling unit with the access door open and the filters showing
    An emergency light fitting in a corridor ceiling
    An emergency light fitting in a corridor ceiling
  • Assets by plant room or area
    Repeat for each entry. Each one asks:
    • Plant room or area*Short answer

      For example Basement plant room or Roof

    • Assets checked here
      Repeat for each asset. Each one asks:
      • Which type of asset is this?Choose one
        • Boiler plant
        • Pump and valves
        • Air handling unit
        • Emergency light fitting
      • Asset referenceShort answer

        One asset per entry so each has its own history.

      • Position in this areaShort answer
      • Date this check was due, from the PPM scheduleDate
      • Days after the due dateWorked out by the form
        Shown when “Date this check was due, from the PPM schedule” is answered and “Date of visit” is answered
      • Done on time?Worked out by the form
        Shown when “Date this check was due, from the PPM schedule” is answered and “Date of visit” is answered
      • Boiler plant checksTick all that apply
        • Casings clean and undamaged
        • Flues secure, no staining
        • No leaks on flow and return
        • Valves labelled
        • Isolation valves exercised
        • Floor dry under the plant
        Shown when “Which type of asset is this?” is “Boiler plant”
      • System pressure (bar)Number
        Shown when “Which type of asset is this?” is “Boiler plant”
      • Lowest normal pressure on the asset record (bar)Number
        Shown when “Which type of asset is this?” is “Boiler plant”
      • Highest normal pressure on the asset record (bar)Number
        Shown when “Which type of asset is this?” is “Boiler plant”
      • WarningThe system pressure is below the normal range on the asset record. Look for a leak or a fault on the pressurisation unit before you leave.
        Shown only when the answers above make it relevant
      • WarningThe system pressure is above the normal range on the asset record. Check the expansion vessel and the safety valve discharge.
        Shown only when the answers above make it relevant
      • Flow temperature (°C)Number
        Shown when “Which type of asset is this?” is “Boiler plant”
      • Return temperature (°C)Number
        Shown when “Which type of asset is this?” is “Boiler plant”
      • Flow and return difference (°C)Worked out by the form
        Shown when “Which type of asset is this?” is “Boiler plant” and “Flow temperature (°C)” is answered and “Return temperature (°C)” is answered
      • CheckThe return is hotter than the flow. Check that the two readings are the right way round.
        Shown only when the answers above make it relevant
      • Was the pump running when you arrived?Choose one
        • Running
        • On standby
        • Not running, fault
        Shown only when the answers above make it relevant
      • What did you find?Tick all that apply
        • Unusual noise
        • Vibration
        • Leak at the seal
        • Leak at a flange
        • Surface rust or flaking paint
        • Isolation valve stiff
        • Asset label missing or unreadable
        • Nothing found
        Shown only when the answers above make it relevant
      • CheckA leaking seal or flange gets worse. Raise it as a defect below, with a photo of the leak.
        Shown only when the answers above make it relevant
      • Did the valve free up when you exercised it?Yes or No
        Shown only when the answers above make it relevant
      • Filter conditionChoose one
        • Clean
        • Dirty
        • Damaged or missing
        Shown when “Which type of asset is this?” is “Air handling unit”
      • Pressure drop across the filters (Pa)Number
        Shown when “Which type of asset is this?” is “Air handling unit”
      • Change point on the asset record (Pa)Number
        Shown when “Which type of asset is this?” is “Air handling unit”
      • CheckThe pressure drop is at or above the change point on the asset record. Change the filters.
        Shown only when the answers above make it relevant
      • Did you replace the filters on this visit?Yes or No
        Shown only when the answers above make it relevant
      • Pressure drop with the new filters (Pa)Number
        Shown when “Which type of asset is this?” is “Air handling unit” and “Did you replace the filters on this visit?” is Yes
      • Fall in pressure drop (Pa)Worked out by the form
        Shown when “Which type of asset is this?” is “Air handling unit” and “Did you replace the filters on this visit?” is Yes and “Pressure drop across the filters (Pa)” is answered and “Pressure drop with the new filters (Pa)” is answered
      • Other checksTick all that apply
        • Belt tension and wear
        • Drain tray clear
        • Access door and seals
        • Casing free of holes
        Shown when “Which type of asset is this?” is “Air handling unit”
      • Charge indicatorChoose one
        • Lit
        • Not lit
        • No indicator fitted
        Shown when “Which type of asset is this?” is “Emergency light fitting”
      • CheckThe charge indicator is not lit. The fitting may not be charging. Check the supply to the fitting and raise a defect.
        Shown when “Which type of asset is this?” is “Emergency light fitting” and “Charge indicator” is “Not lit”
      • Fitting checksTick all that apply
        • Diffuser clean
        • Fitting secure
        • Not obstructed
        Shown when “Which type of asset is this?” is “Emergency light fitting”
      • Did you test the fitting by simulating a supply failure?Yes or No
        Shown when “Which type of asset is this?” is “Emergency light fitting”
      • Did the fitting light on test?Yes or No
        Shown when “Which type of asset is this?” is “Emergency light fitting” and “Did you test the fitting by simulating a supply failure?” is Yes
      • WarningThe fitting did not light on test. Record it in the emergency lighting log book and tell the person responsible for fire safety in the building before you leave.
        Shown when “Which type of asset is this?” is “Emergency light fitting” and “Did you test the fitting by simulating a supply failure?” is Yes and “Did the fitting light on test?” is No
      • Photos of the assetPhotos
      • Tasks on the list for this assetNumber
      • Tasks completedNumber
      • Tasks completed (%)Worked out by the form
        Shown only when the answers above make it relevant
      • Which tasks were not completed, and why?Notes
        Shown only when the answers above make it relevant
      • ResultChoose one
        • Pass
        • Pass with a defect
        • Fail
      • Describe the defectNotes
        Shown only when the answers above make it relevant
      • Photos of the defectPhotos
        Shown only when the answers above make it relevant
      • PriorityChoose one
        • Minor
        • Needs attention soon
        • Urgent or unsafe
        Shown only when the answers above make it relevant
      • WarningUrgent or unsafe. Make it safe or isolate the plant if you are competent to, and tell the building manager before you leave site.
        Shown only when the answers above make it relevant
      • Was the plant isolated or left out of service?Yes or No
        Shown only when the answers above make it relevant
      • Action neededShort answer
        Shown only when the answers above make it relevant
      • Who will put it rightShort answer
        Shown only when the answers above make it relevant
      • Was the defect put right on this visit?Yes or No
        Shown only when the answers above make it relevant
      • Target date for the repairDate
        Shown only when the answers above make it relevant
      • Next check due (month and year)Short answer
    • This plant room or area: checks done lateWorked out by the form
    • This plant room or area: on timeWorked out by the form
    • This plant room or area: tasks on the listsWorked out by the form
    • This plant room or area: tasks completedWorked out by the form
    • This plant room or area: assets checkedWorked out by the form
    • This plant room or area: assets that passed with no defectWorked out by the form
    • This plant room or area: defects raisedWorked out by the form
    • This plant room or area: defects put right on this visitWorked out by the form
    • This plant room or area: urgent or unsafeWorked out by the form
    • This plant room or area: needs attention soonWorked out by the form
    • This plant room or area: minorWorked out by the form

Water temperatures

Fill this in if water temperature checks are part of the visit.

  • Did you take water temperatures on this visit?Yes or No
  • GuidanceHSE guidance on legionella is to store hot water at 60 °C or more, to reach 50 °C at the outlets within 1 minute (55 °C in healthcare premises) and to keep cold water below 20 °C. This is guidance. The site's own risk assessment and written scheme set what is checked and how often.
    Shown when “Did you take water temperatures on this visit?” is Yes
  • Hot water cylinder, stored temperature (°C)Number
    Shown when “Did you take water temperatures on this visit?” is Yes
  • CheckThe stored hot water is below 60 °C. Check the thermostat and the primary heating to the cylinder, and tell the person responsible for water hygiene.
    Shown only when the answers above make it relevant
  • Which outlet did you test?Short answer
    Shown when “Did you take water temperatures on this visit?” is Yes
  • Hot water at the outlet after 1 minute (°C)Number
    Shown when “Did you take water temperatures on this visit?” is Yes
  • Cold water at the outlet (°C)Number
    Shown when “Did you take water temperatures on this visit?” is Yes
  • CheckThe hot water did not reach 50 °C at the outlet within 1 minute. Record it in the water hygiene log book and tell the person responsible for water hygiene.
    Shown only when the answers above make it relevant
  • CheckThe cold water is at 20 °C or above. Record it in the water hygiene log book and tell the person responsible for water hygiene.
    Shown only when the answers above make it relevant
  • Temperature lost between the cylinder and the outlet (°C)Worked out by the form
    Shown when “Did you take water temperatures on this visit?” is Yes and “Hot water cylinder, stored temperature (°C)” is answered and “Hot water at the outlet after 1 minute (°C)” is answered
  • Anything else you sawNotes
    Shown when “Did you take water temperatures on this visit?” is Yes

Work carried out

What you did on the visit, beyond the checks.

  • Work carried out on this visitTick all that apply
    • Filters replaced
    • Drain tray cleared
    • Valves exercised
    • Belts adjusted or replaced
    • Strainers cleaned
    • Plant room cleaned
    • Other (describe)
    • Checks only
  • Describe the workNotes
    Shown only when the answers above make it relevant
  • Did you use any parts?Yes or No
  • Parts used, with quantitiesNotes
    Shown when “Did you use any parts?” is Yes
  • Did you take old parts or waste off site?Yes or No
    Shown when “Did you use any parts?” is Yes
  • Was all plant left running as you found it?Yes or No
  • What was left off or isolated, and who was told?Notes
    Shown when “Was all plant left running as you found it?” is No
  • WarningPlant has been left off or isolated. Make sure it is labelled at the isolator and that the building manager knows.
    Shown when “Was all plant left running as you found it?” is No

Summary and next visit

The totals for the round and what happens next.

  • Checks done lateWorked out by the form
  • On timeWorked out by the form
  • Tasks on the listsWorked out by the form
  • Tasks completedWorked out by the form
  • Completed (%)Worked out by the form
    Shown only when the answers above make it relevant
  • Assets checkedWorked out by the form
  • Assets that passed with no defectWorked out by the form
  • Passed with no defect (%)Worked out by the form
    Shown only when the answers above make it relevant
  • Defects raisedWorked out by the form
  • Defects put right on this visitWorked out by the form
  • Defects still openWorked out by the form
    Shown when “Defects raised” is answered and “Defects put right on this visit” is answered
  • Urgent or unsafeWorked out by the form
  • Needs attention soonWorked out by the form
  • MinorWorked out by the form
  • WarningAn urgent or unsafe defect. Report it to the site before you leave and record who you told below.
    Shown only when the answers above make it relevant
  • CheckSome checks were done after their due date. Note the reason in the summary for the client.
    Shown only when the answers above make it relevant
  • CheckDefects are still open. Each one needs an action, an owner and a target date on the asset record.
    Shown only when the answers above make it relevant
  • CheckYou have closed more defects than you raised. Check the two numbers.
    Shown only when the answers above make it relevant
  • Is a return visit needed?Yes or No
  • Return visit dateDate
    Shown when “Is a return visit needed?” is Yes
  • Who did you report to before leaving site?Short answer
  • Next planned visit due (month and year)Short answer
  • Summary for the clientNotes

    What was done, what was found, and any assets not checked.

Engineer sign-off

  • GuidanceThis record shows what was checked, what was found and when. It does not certify that statutory maintenance or examination is complete.
  • CheckYou recorded assets that were not checked. Make sure the summary says which ones.
    Shown when “Could you reach every asset on the round?” is No
  • NameWorked out by the form
  • Engineer signatureSignature
  • Client representative nameShort answer
  • Client representative signatureSignature

See it filled in

A completed PPM 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) ↗

PPM FAQs

Does this PPM checklist include SFG20 tasks?

No. It records the schedule reference from your own SFG20 licence and the number of tasks completed for each asset. SFG20 marks statutory tasks red and industry best practice tasks amber, so work from your licensed schedule. The form can also be worked to the manufacturer's instructions or the client's own specification.

Which assets does it cover?

Boiler plant, pumps and valves, air handling units and emergency light fittings. Picking the asset type shows the checks for that type. The form flags a system pressure outside the normal range on the asset record, a filter pressure drop at or above the change point, and an emergency light that does not light on test.

What water temperatures does it check?

HSE guidance on legionella is to store hot water at 60 °C or more, to reach 50 °C at the outlets within 1 minute (55 °C in healthcare premises) and to keep cold water below 20 °C. The form flags any reading outside those figures. This is guidance, and the site's own risk assessment and written scheme set what is checked and how often.

Does the maintenance log need updating after a visit?

Where machinery has a maintenance log, regulation 5 of the Provision and Use of Work Equipment Regulations 1998 requires it to be kept up to date, so add the visit to it. The form also asks whether the water hygiene and emergency lighting log books were seen.

Does a completed PPM checklist prove statutory maintenance is done?

No. The record shows what was checked, what was found and when. Examination of a pressure system under its written scheme is carried out by a competent person and is separate from the maintenance visit, and gas work must be done by someone competent through a business on the Gas Safe Register.

Does SiteSurvey schedule the next PPM visit?

The form records the next check due for each asset and the next planned visit for the round. SiteSurvey does not generate a recurring PPM calendar, so the dates are there for whoever plans the visits.

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