Preventive Maintenance Check
Scheduled inspection checklist with pass or fail per system and automatic follow-up flags.
A ready-to-use facilities & property management form for small teams who need a reliable intake process: 16 questions, 2 pages, 4 conditional rules.
- Questions
- 16
- Pages
- 2
- Layouts
- classic · card
- Conditional rules
- 4
Searches this template answers
- preventive maintenance checklist
- maintenance checklist form
- equipment inspection form
- facility inspection checklist
- planned maintenance form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
Page 1 of 2 — Inspection
Every question on this page is currently visible.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Preventive Maintenance Check is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.
- Small teams who need a reliable intake process working in facilities & property management.
- Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
- Anyone replacing chasing missing details over email with one structured record per enquiry.
- Respondents are the people you send it to — the form asks them 16 questions across 2 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.
- 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It accepts a document or photo upload as evidence.
- It pins the request to a specific date.
- It scores satisfaction on a consistent scale.
- Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Preventive Maintenance Check lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 4 conditional rules ship with it.
- Features advanced show logic: if “Fire safety” is Fail, the form dynamically exposes “Issues found”. Otherwise that question never appears.
- Features conditional validation: if “Fire safety” is Fail, “Issues found” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Overall condition” is less than 3, the form dynamically exposes “Escalate to manager?”. Otherwise that question never appears.
- Features conditional validation: if “Overall condition” is less than 3, “Escalate to manager?” becomes mandatory before the form can be sent.
- All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Planned maintenance only pays for itself if the inspections are recorded identically every time, because the value is in the comparison between visits rather than in any single walk-round. This checklist fixes the six systems inspected and the three possible answers — pass, fail or not applicable — so a year of inspections reads as a trend rather than a folder of prose. The asset identifier is the field that makes that possible; without it, a chiller with a recurring fault looks like six unrelated visits. The findings page turns any failure into action: issues found becomes required, photographs record the state at the time, and the parts list feeds procurement before the next visit rather than after the breakdown. A poor overall condition score requires a decision on escalation, which is what stops a known problem sitting in a file until it fails. The next inspection date is captured on the form so the schedule maintains itself.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Inspection
- Siterequired
- Inspectorrequired
- Inspection daterequired
- Asset or equipment IDrequired
- Electrical
- Plumbing
- HVAC
- Fire safety
- Security
- Exterior
Page 2 — Findings
- Issues found
- Photos
- Parts to order
- Escalate to manager?
- Next inspection duerequired
- Overall conditionrequired
16 questions in total.
How the form changes as it's filled in
This template ships with 4 conditional rules, grouped into 4 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Fire safety”
- Reveals questions
If “Fire safety” is Fail, the form reveals “Issues found”.
- Makes answers required
If “Fire safety” is Fail, “Issues found” becomes required before the form can be submitted.
Driven by “Overall condition”
- Reveals questions
If “Overall condition” is less than 3, the form reveals “Escalate to manager?”.
- Makes answers required
If “Overall condition” is less than 3, “Escalate to manager?” becomes required before the form can be submitted.
Set it up step by step
- 1
Inspect the same systems every visit
Not applicable is a valid answer; removing a line from the checklist breaks the comparison with last quarter.
- 2
Always record the asset ID
It is what turns repeated inspections into a maintenance history for a specific unit.
- 3
Raise work orders from failures
A fail should leave the checklist and become a scheduled, authorised job the same week.
- 4
Diary the next inspection immediately
The date field is only useful if someone books it before the report is filed.
Mistakes to avoid
- Marking everything as a pass to finish quickly, which makes the whole record worthless.
- Recording failures with no photographs, so the severity cannot be judged from the office.
- Leaving the next inspection date blank and rediscovering the asset a year later.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Raise work orders for every failure, order the listed parts, and diary the next inspection against the same asset ID.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the preventive maintenance check, matched on the words people actually search for.
Planned Maintenance Schedule Form
buildingcheckestatefacilitiefm
Building Inspection Checklist Form
buildingcheckchecklistestatefacilitie
Equipment Breakdown Report Form
buildingengineerequipmentestatefacilitie
Facility Repair Request
buildingestatefacilitiefacilityfm
Fire Safety Inspection Form
buildingcheckestatefacilitiefm
Site Handover Report Form
buildingchecklistengineerestatefacilitie
Privacy & compliance
This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.
Frequently asked questions
Can I add more systems to the checklist?
Yes — duplicate one of the pass or fail questions and keep the three answer options identical so reporting still aggregates.
How often should inspections run?
Follow the asset manufacturer's interval and any statutory requirement; quarterly is common for building systems.
Does it replace statutory certification?
No. It records routine condition checks; statutory inspections still need the certificate their scheme requires.
What happens to failures?
Convert them into a Work Order Form so the repair carries an approver, a budget code and a completion sign-off.
Is the Preventive Maintenance Check template free to use?
Yes. You can preview and test Preventive Maintenance Check on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Preventive Maintenance Check template ask for?
It asks 16 questions across 2 pages, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Preventive Maintenance Check form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this facilities & property management form work?
4 conditional rules ship with the template: Features advanced show logic: if “Fire safety” is Fail, the form dynamically exposes “Issues found”. Otherwise that question never appears. Features conditional validation: if “Fire safety” is Fail, “Issues found” becomes mandatory before the form can be sent. Features advanced show logic: if “Overall condition” is less than 3, the form dynamically exposes “Escalate to manager?”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Preventive Maintenance Check form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Preventive Maintenance Check form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Can respondents upload files?
Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.
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More forms teams pair with the preventive maintenance check.
Related categories
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