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Electrical preventive maintenance checklist

An electrical maintenance checklist for planned maintenance of distribution equipment, filled in on a phone. Add each switchroom, riser or plant room, then each item in it: switchgear, switchboards and panels, distribution boards, motor control centres, VFDs, UPS, transfer switches, dry type transformers and busbar. Scan the rating plate and work through the visual and cleaning checks, torque, protective devices, labels and working space, then record thermography and insulation resistance results against your own acceptance figures. Isolations are recorded on the lockout tagout checklist. For a workplace visual safety check use the electrical safety checklist; for a periodic test report use the EICR template.

For electrical contractors, maintenance engineers and facility managers maintaining switchgear and distribution boards in offices, data centres, hospitals, factories and plant rooms.

The form works in the UK, the US and elsewhere: choose where the site is and it shows the Electricity at Work Regulations and HSE notes, or the OSHA marking and working space notes.

  • Locations as spaces and equipment as items, each with a rating plate scan and photos
  • Nine maintenance checks per item, plus extra checks for UPS, VFD and MCC, transfer switches, transformers and busbar
  • Thermography: hottest temperature rise against your own acceptance figure, with the thermal image
  • Insulation resistance against your own minimum, and isolation and lockout checks for the visit
  • Counts of items needing action, actions with priority, owner and date, and two signatures
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What should an electrical preventive maintenance checklist include?

An electrical maintenance record is useful when each item is identified from its rating plate and the single line diagram, every check that could not be done says why and when it will be, and test results sit next to the acceptance figures in the contract. A thermal image with a matching photo and the load at the time lets the client see the problem and judge the repair.

Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against Electricity at Work Regulations 1989, regulation 4 (legislation.gov.uk), Electricity at Work Regulations 1989, regulation 12 (legislation.gov.uk), Electricity at Work Regulations 1989, regulation 13 (legislation.gov.uk), HSE, HSG85 Electricity at work: Safe working practices, HSE, HSG230 Keeping electrical switchgear safe and 29 CFR 1910.303, General requirements (eCFR).

How to carry out electrical preventive maintenance

Plan outages with the client first. Thermography needs the equipment on load; torque checks and cleaning need it isolated.

  1. Set up the visit

    Enter the site, the contractor, the maintenance standard or specification the contract uses, the single line diagram and the instruments with their calibration dates.

  2. Plan isolations

    Say whether any work will be done isolated, give the lockout record reference, and check outages, circuit identification, locks, notices and proving dead.

  3. Maintain each item

    Add each location and each item. Scan the rating plate and work through enclosure, cleaning, torque, mechanical operation, protective devices, earthing, labels and working space, plus the checks for its type.

  4. Record test results

    For thermography, enter the hottest temperature rise and your acceptance figure; for insulation resistance, the lowest reading and your minimum. The form shows which are outside your figures.

  5. Report defects

    Give each defect an action with a priority, owner and date, choose the decision and sign with the client's representative.

What makes an electrical maintenance record useful

Each item: thermography result against your acceptance figure, with the image and load

Riser 2, DB-3A: way 4 MCB outgoing terminal (L2) 31 °C above the neighbouring ways at 14 A of 20 A, against the 10 °C action figure in the client's specification. Thermal image attached. Action: isolate, re-terminate or replace the MCB, re-scan under load, within 7 days.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Recording a hot spot without the load at the time, the reference it was measured against or the acceptance figure, so nobody can tell later whether the repair worked.

What happens next

Agree the outage, make the repair under a lockout record, re-scan under similar load and add the new thermal image to the action.

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Every question in the electrical PPM checklist template

Planned maintenance of electrical distribution equipment: switchrooms and risers with each switchboard, distribution board, MCC, VFD, UPS, transfer switch, transformer and busbar as an item with a rating plate scan, visual and cleaning, torque, protective device, thermography and insulation resistance results against your own figures, equipment-specific checks, isolation and lockout, defects with priority and sign-off. 4 sections and 122 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 owner: the project's customer

Visit details

Fill in before you start.

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Site addressShort answer
    Fills in from the site address, from the space or the project
  • Client or ownerShort answer
    Fills in from the project's customer
  • Location (GPS)Short answer
  • Maintenance date*Date
  • Engineer*Short answer
  • Building or floorShort answer
  • Where is the site?*Choose one

    Sets which notes you see.

    • UK
    • US
    • Other country
  • Electrical contractorShort answer
  • Maintenance standard or specification the contract usesShort answer

    For example the client's PPM specification, or the maintenance standard named in the contract.

  • Single line diagram or schedule usedShort answer
  • Instruments usedShort answer

    Thermal camera, insulation tester, torque wrench, voltage indicator: make and calibration date.

  • GuidanceElectricity at Work Regulations 1989 regulation 4(2): as may be necessary to prevent danger, all systems must be maintained so as to prevent, so far as is reasonably practicable, such danger. HSE guidance on high-voltage switchgear (HSG230) adds that maintenance records and recorded measurements show maintenance was done, and trends in readings are often more valuable than one-off figures.
    Shown when “Where is the site?” is “UK”
  • GuidanceOSHA 29 CFR 1910.303 requires disconnecting means and circuits to be legibly marked with their purpose unless it is evident, and the working space in front of electrical equipment may not be used for storage. The form has a check for each.
    Shown when “Where is the site?” is “US”
  • CheckThis is a planned maintenance record. It is not an electrical installation condition report, a test certificate or an arc flash study. Torque values, thermography acceptance figures, insulation resistance minimums and test voltages come from the maker, the contract and the maintenance standard it uses.
  • Walk Cam: switchroom walk-roundWalk Cam video with voice-to-text

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

Isolation and lockout

  • Will any work be done on isolated equipment?*Yes or No
  • Lockout record or permit referenceShort answer

    Use the lockout and isolation record for each isolation.

    Shown when “Will any work be done on isolated equipment?” is Yes
  • GuidanceHSE guidance HSG85: identify the circuit and never assume labelling is correct, disconnect, lock switches and circuit breakers OFF with a safety lock that has a unique key, use a multi-lock hasp where several people work, post a caution notice at the point of isolation and prove dead before starting. EAWR 1989 regulations 12 and 13 require secure isolation and precautions against the equipment becoming live during the work.
    Shown when “Will any work be done on isolated equipment?” is Yes and “Where is the site?” is “UK”
  • GuidanceFollow your site's lockout and tagout procedure and record each isolation on the lockout record.
    Shown only when the answers above make it relevant
  • Outages agreed with the client and affected users toldChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
    Shown when “Will any work be done on isolated equipment?” is Yes
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Circuits identified on the drawings and proved, not assumed from labelsChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
    Shown when “Will any work be done on isolated equipment?” is Yes
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Isolations locked off with personal locks, keys held, caution notices postedChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
    Shown when “Will any work be done on isolated equipment?” is Yes
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Proved dead with a tested voltage indicator before workChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
    Shown when “Will any work be done on isolated equipment?” is Yes
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Locks and notices removed, supplies restored and checked working after the workChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
    Shown when “Will any work be done on isolated equipment?” is Yes
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Isolation checks needing actionWorked out by the form
    Shown when “Will any work be done on isolated equipment?” is Yes
  • Photos of locks and noticesPhotos
    Shown when “Will any work be done on isolated equipment?” is Yes

Equipment by location

  • GuidanceAdd each switchroom, riser or plant room, then each item in it. Scan the rating plate. Equipment-specific checks appear for UPS, VFD and MCC, transfer switches, transformers and busbar.
  • Locations
    Repeat for each location. Each one asks:
    • Location*Short answer

      For example LV switchroom, Riser 2 level 3, Plant room.

    • Where is it?Short answer
    • Room secure, dry, lit and clear of storage?Yes or No
    • What is wrongNotes
      Shown when “Room secure, dry, lit and clear of storage?” is No
    • Equipment in this location
      Repeat for each item. Each one asks:
      • Equipment tag*Short answer

        As on the single line diagram or label, for example MSB-1, DB-3A, UPS-2.

      • Type of equipment*Choose one
        • Switchgear
        • Main switchboard or panelboard
        • Distribution board or panel
        • Motor control centre (MCC)
        • Variable frequency drive (VFD)
        • UPS
        • Automatic transfer switch (ATS)
        • Transformer (dry type)
        • Busbar or busway
        • Other
      • Rating plateScan a label: make, model, serial number, rated current, rated voltage, kva or kw rating, year made

        Optional. Scan the data plate or label to capture the numbers.

      • Make and modelShort answer
      • RatingShort answer

        For example 1600 A, 400 V; 40 kVA.

      • What it suppliesShort answer
      • State during the workChoose one
        • Energised (visual and thermography only)
        • Isolated for maintenance
        • Partly isolated
      • Photos: equipment and rating platePhotos
      • Enclosure, doors, covers and gland plates intact; no damage, damp, corrosion or verminChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Cleaned: dust and debris removed, vents and filters clearChoose one

        Clean inside only when isolated, as your procedure says.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Connections torque-checked to the maker's valuesChoose one

        Isolated work. Enter the values used in the detail if you record them.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Switches, breakers and interlocks operate mechanicallyChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Protective devices operated or trip-tested as the maintenance standard saysChoose one

        For example a trip test, relay test or test button. Note the method.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Earthing and bonding conductors connected and secureChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Circuit charts, labels and identification present and legibleChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Warning and arc flash labels present and legible, if your site has themChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Working space in front kept clear, not used for storageChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • UPS batteries: no swelling, leaks or corrosion; terminals secureChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • UPS alarm and event log reviewed; battery test run as the maker saysChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • UPS fans and filters clean and workingChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • VFD cooling fans running, heatsink cleanChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • VFD filters clean or replacedChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • VFD fault log reviewedChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Transfer and retransfer tested with the site's permissionChoose one

        Follow the site's procedure; note the time to transfer if your contract asks for it.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Position indication and controller alarms correctChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Transformer ventilation openings clear; no overheating marks or trackingChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Temperature indicator and alarms working, where fittedChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Busbar joints, supports and tap-off units secure and undamagedChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
        Shown only when the answers above make it relevant
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Thermographic surveyChoose one

        Done under load, with the doors or covers open only where your procedure allows it.

        • Done: no hot spots
        • Done: hot spot found
        • Not done
      • Where is the hot spot?Short answer

        For example way 4 outgoing terminal, L2 busbar joint.

        Shown when “Thermographic survey” is “Done: hot spot found”
      • Hottest temperature rise (°C)Number

        Above the reference you use, for example a similar component or ambient. Say which in the notes.

        Shown when “Thermographic survey” is “Done: hot spot found”
      • Your acceptance figure for action (°C)Number

        From the contract or the maintenance standard it uses. The form does not supply one.

        Shown when “Thermographic survey” is “Done: hot spot found”
      • Load at the time (amps or %)Short answer
        Shown only when the answers above make it relevant
      • Thermography resultWorked out by the form
        Shown when “Thermographic survey” is “Done: hot spot found”
      • Thermal image and matching photoPhotos
        Shown only when the answers above make it relevant
      • Insulation resistance tested?Yes or No
      • Lowest reading (MΩ)Number
        Shown when “Insulation resistance tested?” is Yes
      • Your minimum (MΩ)Number

        From the contract, the maker or the maintenance standard. The form does not supply one.

        Shown when “Insulation resistance tested?” is Yes
      • Test voltageShort answer
        Shown when “Insulation resistance tested?” is Yes
      • Insulation resistance resultWorked out by the form
        Shown when “Insulation resistance tested?” is Yes
      • Checks needing actionWorked out by the form
      • Hot spots above your figureWorked out by the form
      • Insulation below your minimumWorked out by the form
      • This item: not checkedWorked out by the form
      • This item: needing actionWorked out by the form
      • Photos of what needs actionPhotos
        Shown only when the answers above make it relevant
    • This location: itemsWorked out by the form
    • Needing actionWorked out by the form
    • Hot spots above your figureWorked out by the form
    • Not checkedWorked out by the form
  • All locations: items maintainedWorked out by the form
  • Needing actionWorked out by the form
  • Hot spots above your figureWorked out by the form
  • Not checkedWorked out by the form
  • WarningHSE guidance on switchgear (HSG230) says that in most cases, if a hot component is found, the equipment should be isolated to make the repair.
    Shown only when the answers above make it relevant
  • Thermography or test reports (photo or file)Photos

Result, actions and sign-off

  • Items needing actionWorked out by the form
  • ResultWorked out by the form
  • Actions
    Repeat for each action. Each one asks:
    • Action*Notes
    • PriorityChoose one
      • Urgent: make safe now
      • Within 7 days
      • Within 30 days
      • Next planned visit
    • Who will do it*Short answer
    • Due byDate
    • Status*Choose one
      • Open
      • In progress
      • Done, checked
    • Photo when donePhotos
      Shown when “Status” is “Done, checked”
  • Actions still openWorked out by the form
  • Decision*Choose one
    • No defects needing action
    • Defects reported to the client for action
    • Item left isolated or out of service
  • Next check or re-inspection dateDate
  • Summary for the clientNotes
  • Engineer nameShort answer
  • Engineer signature*Signature
  • Client representative nameShort answer
  • Client representative signatureSignature

See it filled in

A completed electrical PPM 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.

See completed form (PDF) ↗

Electrical PPM checklist FAQs

Is electrical maintenance a legal requirement in the UK?

The Electricity at Work Regulations 1989, regulation 4(2), say that as may be necessary to prevent danger, all systems shall be maintained so as to prevent, so far as is reasonably practicable, such danger. The regulations do not set a checklist or an interval. HSE guidance on high-voltage switchgear (HSG230) says a system must be in place so that switchgear is maintained by competent people at an appropriate frequency.

Sources: Electricity at Work Regulations 1989, regulation 4 (legislation.gov.uk) and HSE, HSG230 Keeping electrical switchgear safe.

What should an electrical maintenance record contain?

HSE's HSG230, written for high-voltage switchgear, says a maintenance record typically includes the date and the item worked on, who did the work and what was done, observations and recommendations, the results of tests and measurements including functional checks, and a way of raising urgent findings. It adds that trends in recorded values are often more valuable than one-off measurements. The same headings work for low-voltage equipment, and the form records each of them per item.

Source: HSE, HSG230 Keeping electrical switchgear safe.

What temperature rise on a thermal image needs action?

The form does not say, because the figure comes from your contract and the maintenance standard it uses. Enter the hottest temperature rise you measured and your acceptance figure, and the form shows whether it is above or within it. HSE's HSG230 says thermography can detect overheating conductors, connections, fuses and circuit breakers where access is safe, and that in most cases a hot component should be isolated to make the repair.

Source: HSE, HSG230 Keeping electrical switchgear safe.

How should equipment be isolated for maintenance?

EAWR regulations 12 and 13 require suitable means of secure isolation and precautions so equipment made dead cannot become live during the work. HSE's HSG85 recommends identifying the circuit without trusting labels, locking switches and breakers OFF with a safety lock that has a unique key, using a multi-lock hasp where several people work, posting a caution notice and proving dead before work. Record each isolation on the lockout tagout checklist.

Sources: Electricity at Work Regulations 1989, regulation 12 (legislation.gov.uk), Electricity at Work Regulations 1989, regulation 13 (legislation.gov.uk) and HSE, HSG85 Electricity at work: Safe working practices.

What does OSHA require for electrical panels and switchboards?

Among other things, 29 CFR 1910.303 requires each disconnecting means, and each service, feeder and branch circuit at its disconnecting means or overcurrent device, to be legibly marked with its purpose unless that is evident, and says the working space in front of electrical equipment may not be used for storage. The form has a check for labels and one for working space on every item.

Source: 29 CFR 1910.303, General requirements (eCFR).

Is this an EICR or an arc flash study?

No. It is a planned maintenance record with photos, rating plate scans, thermal images and a PDF report you can share with the client. It does not replace an electrical installation condition report, a test certificate or an arc flash study, and it gives no torque values, insulation resistance minimums or thermography limits of its own.

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