--- title: "Maintenance Log Book Format (Excel, Free) | ServicePilot" description: "Maintenance log book format for equipment at client sites: date, type of work, readings, parts, technician, next due and sign-off. Free Excel CSV download." url: https://servicepilot.in/blog/technicians-field-staff/maintenance-log-book-format/ canonical: https://servicepilot.in/blog/technicians-field-staff/maintenance-log-book-format/ site: ServicePilot section: Blog articles updated: 2026-10-30 keywords: "maintenance log book format" language: en-IN --- Technicians & Field Staff # Maintenance Log Book Format for Equipment at Client Sites By the ServicePilot Team · Published 30-10-2026 Machine maintenance log book format Photo by [Toolmash Expo](https://unsplash.com/photos/PkHf7BUWbtk?utm_source=servicepilot.in&utm_medium=referral) on [Unsplash](https://unsplash.com/?utm_source=servicepilot.in&utm_medium=referral) A maintenance log book format keeps one running record per piece of equipment: date, type of work (preventive, breakdown, inspection), work done, readings, parts replaced, technician, time spent, next due date and the site's sign-off. Keep it with the equipment (DG, lift, pump, AC plant) so anyone can see its history at a glance. [Download the log book (CSV, opens in Excel) CSV, opens in Excel or Google Sheets · 1 KB · free to edit Download](https://servicepilot.in/downloads/maintenance-log-book-format.csv) When a DG fails or a lift stops, the first question is "when was it last serviced, and what was done?". A maintenance log book format kept for each machine answers it in seconds. It suits AMC companies and facility teams. Download the CSV for Excel below. ## Maintenance log book format: columns - Equipment: name, make, model, serial no., location (header) - Date - Type: preventive, breakdown, inspection, modification - Work done - Readings (hours, pressure, current, temperature as relevant) - Parts replaced and quantity - Technician, time in and out - Next due date - Site sign-off ## Rules for a useful log - One log per machine, not one per site. - Every visit gets an entry, even "checked, OK". - Readings in the same units every time, so trends show. - Breakdowns logged with the cause, not just "repaired". ## Reading the log - Repeated breakdowns between preventive visits: the visit scope or interval is wrong. - Parts replaced often: check quality or operating conditions. - Gaps in dates: missed visits to raise with the AMC provider or team. ## Trade checklists that feed the log Use the [DG set maintenance checklist](https://servicepilot.in/blog/electrical-plumbing/dg-set-maintenance-checklist/), the [lift maintenance checklist](https://servicepilot.in/blog/lift-elevator/lift-maintenance-checklist/) or the [chiller log sheet](https://servicepilot.in/blog/ac-service/chiller-maintenance-checklist/) on the visit, then summarise in the log. ## History on the equipment record ServicePilot keeps each machine as equipment on the customer's [site](https://servicepilot.in/features/customers-sites-assets/), and every job done on it, preventive or breakdown, stays in its history. [In ServicePilot See customer management software in ServicePilot How ServicePilot handles this for your business, with a free demo.](https://servicepilot.in/features/customers-sites-assets/) Frequently asked questions ## Questions people ask **Q: Who keeps the log book?** A: Usually the site keeps a paper log at the equipment, and the AMC company records the same entries on its own system. **Q: What equipment needs a log book?** A: Anything with regular maintenance: DG sets, lifts, pumps, chillers, fire pumps, UPS and large AC systems. **Q: Should breakdowns go in the same log?** A: Yes. Preventive and breakdown entries together show whether maintenance is preventing failures. **Q: How long should it be kept?** A: For the life of the equipment; auditors and buyers of the building may ask for it. ## Related articles [Technicians & Field Staff Work Completion Certificate Format for Service and Installation Jobs Work completion certificate format for service and installation jobs: work order, scope done, date, test results, customer acceptance and signatures. Word file. Read the article](https://servicepilot.in/blog/technicians-field-staff/work-completion-certificate-format/)[Technicians & Field Staff Technician Daily Report Format for Field Service Teams Technician daily report format for field service teams: jobs done, time in and out, parts used, payments collected and pending work. Free Excel CSV download. 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