Equipment service inspection checklist

A sample checklist for documenting a service visit. It covers the condition of the equipment on arrival, the work performed, parts replaced, tests after the repair and handover to the user.

Service technicians and maintenance providers use it. Completed on site, it replaces a handwritten protocol and goes straight into the system.

Category: Service and sign-off
Used for: equipment at a customer site, assets under a service contract
Number of points: 14
Suggested frequency: at every service visit

Five-step service inspection with Varilo: create a checklist, scan a QR code, complete the service inspection and receive a report

Check points

Sample inspection questions with possible answers. This is a template — in Varilo you turn it into your own live checklist.

1.Have the equipment details (model, serial number, location) been confirmed?
YesNoN/A
2.Has the reported fault symptom been verified on site?
YesNoN/A
3.Has the condition on arrival been documented with a photo?
YesNoN/A
4.Was the equipment safely isolated before work started?
YesNoN/A
5.Have the activities covered by the service scope been performed?
YesNoN/A
6.Have the indicated wear parts been replaced?
YesNoN/A
7.Have the spare parts used been recorded in the protocol?
YesNoN/A
8.Have the guards and safety components been refitted?
YesNoN/A
9.Was a function test carried out after the work?
YesNoN/A
10.Are the operating parameters within the set values?
YesNoN/A
11.Was the work area cleaned up and waste taken away?
YesNoN/A
12.Has the user been informed about the scope of work and recommendations?
YesNoN/A
13.Has the next service or follow-up work been scheduled?
YesNoN/A
14.Has the protocol been confirmed by the person accepting the work?
YesNoN/A

Move this checklist into Varilo

A paper checklist is only the beginning. In Varilo you can build your own version, assign it to a place, machine, vehicle or device and share it through a QR code or NFC tag.

The employee scans the code with a phone, completes the inspection and the results go straight into the system. You can track completed inspections, findings, reports and statistics without retyping paper forms.

Build the checklist
Assign QR or NFC
Run the inspection
Get the report

What should a service protocol contain?

Three things decide the value of a protocol: what was found, what was done and the condition afterwards. The rest — equipment details, parts, recommendations, sign-off — supports them.

Before-and-after photos are the simplest way to avoid disputes over the scope of work or pre-existing damage.

Planned and emergency service

For a planned inspection the list is largely fixed and follows the contract scope. For an emergency visit the diagnosis and description of the work matter most.

The common denominator is documentation — without it, a service contract is hard to settle and the inspection hard to prove.

The service protocol on a phone

A QR sticker or NFC tag on the equipment lets the technician open the right checklist and see the history of earlier visits.

The completed protocol is saved instantly, can be downloaded as a PDF and handed to the customer without going back to the office.

Use in your industry

See how companies in this industry run inspections in Varilo — from a single checklist to regular patrols.

Service and sign-off — Go to the industry page

Related checklists

This checklist is a sample intended as support only. Adapt its scope to the type of site, equipment, process, risk assessment and the requirements and procedures that apply in your organisation.