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Gym equipment inspection checklist
For people checking gym equipment under its operating instructions. Record equipment and check scope, condition checks and handover. Try the form below, see every question or download a blank PDF or Word copy.
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How should gym equipment checks be determined?
HSE guidance explains risk-based inspection and maintenance of work equipment. Use the manufacturer instructions, usage and risk assessment to define competent checks and defect handling for the equipment concerned.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE inspection of work equipment and HSE maintenance of work equipment.
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Want to see one filled in? See a completed gym equipment inspection report (PDF), made by SiteSurvey from a fictional site visit.
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Your team completes the gym equipment 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.
Every question in the gym equipment inspection template
A gym equipment condition record covering asset identity, visible wear, approved function checks, user information, defects and equipment restrictions. 5 sections and 37 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 or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis is a condition-check record, not a load-test certificate, electrical safety certificate, medical suitability assessment or guarantee against failure.
- CheckHSE guidance explains risk-based inspection and maintenance of work equipment. Use the manufacturer instructions, usage and risk assessment to define competent checks and defect handling for the equipment concerned.
Equipment and check scope
- Equipment ID, type and location*Short answer
- Scan the equipment labelScan a label: serial number, model number, asset number
Optional. Scan the label or data plate to capture the serial and other numbers.
- Manufacturer instructions and check schedule*Short answer
- Checker and authorised scope*Short answer
- Previous defects and service referenceShort answer
Condition checks
- Frame, visible fixings and stability checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Cables, belts and moving parts visibly checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Guards and pinch-point protection checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Seats, pads and adjustment devices checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Labels, user instructions and approved stop functions checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Authorised unloaded function check and resultShort answer
Record only the functional checks authorised for the equipment and your role. Refer faults without exposing users to an unresolved condition.
- Defect evidencePhotos
Handover
- Use decision*Choose one
- Available within recorded limits
- Restricted use
- Out of service
- Restrictions, isolation and person informed*NotesShown only when the answers above make it relevant
- Repair or follow-up job referenceShort answer
- Condition and defect evidencePhotos
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This is a condition-check record, not a load-test certificate, electrical safety certificate, medical suitability assessment or guarantee against failure.
What a useful entry looks like
Authorised unloaded function check and result
Record only the functional checks authorised for the equipment and your role. Refer faults without exposing users to an unresolved condition.
Equipment G-12 checked using the recorded instruction. The reported operating fault is referred for assessment and the equipment status recorded separately.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed gym 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.
Gym Equipment Inspection FAQs
How should I record “Authorised unloaded function check and result”?
Record only the functional checks authorised for the equipment and your role. Refer faults without exposing users to an unresolved condition.
Can this certify a cable load capacity?
No. It records observed condition and references specialist testing where required.
Should users continue with defective equipment?
Record the restriction or out-of-service decision, marking and person informed under the local procedure.
Is the checklist suitable for every machine?
Adapt the inspection scope to the equipment instructions and record limitations; do not assume every item applies.
What are the limits of this template?
This is a condition-check record, not a load-test certificate, electrical safety certificate, medical suitability assessment or guarantee against failure.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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