Free · Excel & Google Sheets
Free Equipment Inspection & Maintenance Log Template (Excel & Google Sheets)
A free inspection schedule and log: enter each asset’s inspection interval in months and the date it was last inspected, and the sheet calculates the next due date, a book-by date and a colour-coded status. A History sheet records every visit and its result.
In the file
6 sheets · 161 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Assets
- History
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (1 KB) has the same columns and example rows, without formulas or colours.
Preview
The tracker sheet, with example rows
This is the colour logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
equipment-inspection-log.xlsx
| Asset | Inspection / service | Next due | Book-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – Forklift truck 1 | Thorough examination | 14 Oct 2026 | 14 Sep 2026 | 16 | Due ≤30 days |
| Example – Passenger lift | Thorough examination | 2 Oct 2026 | 2 Sep 2026 | 4 | Due ≤30 days |
| Example – Air compressor | Written scheme examination | 10 Dec 2026 | 26 Oct 2026 | 73 | Due ≤90 days |
| Example – Fire extinguishers (12) | Service | 20 Sep 2026 | 6 Sep 2026 | -8 | Expired |
| Example – Emergency lighting | Test / inspection | 30 Nov 2026 | 31 Oct 2026 | 63 | Due ≤90 days |
| Example – Ladders and steps | Visual inspection | 1 Nov 2026 | 25 Oct 2026 | 34 | Due ≤90 days |
1 expired, 2 due ≤30 days, 3 due ≤90 days. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
List each asset and check
One row per asset per type of inspection, with your asset ID so the History sheet can refer to it.
Set the interval
Use the interval that applies to that item: set by law, by the manufacturer or by your competent person’s written scheme. The sheet adds it to the last inspection date.
Log every visit
After each inspection, add a row to History and update "Last inspected". The next due date moves on by itself.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Assets
- Equipment inspection schedule. Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- History
- Inspection history (one row per visit).
- Dashboard
- Counts by status and the next 10 dates, as of today.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colours carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves. Columns marked required are the ones the import sheet needs.
| Column | What to enter | Type |
|---|---|---|
| Asset | What the equipment is. | Input · required |
| Asset ID | Your tag or serial number. | Input |
| Location | Where it lives. | Input |
| Inspection / service | What is being done. Edit the list on the Lists sheet. | Input |
| Interval (months) | How often, in months. Use the interval the law, the manufacturer or your competent person sets for this item. | Input · required |
| Last inspected | Date of the last inspection or service. | Input · required |
| Next due | Calculated. Last inspected plus the interval. | Calculated |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Book-by date | Calculated. Next due minus lead time. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Inspector / contractor | Who did the last one. | Input |
| Last result | Outcome of the last inspection. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Report link | Link to the last report. | Input |
| Notes | Anything the next person needs to know. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
Thorough examination · Forklift truck 1
ValidOwner
Warehouse manager
Expires
14 Oct 2027
Reminders before expiry
90d
60d
30d
7d
Due
Equipment inspection log: questions, answered
It depends on the equipment, how it is used and where you are. Some intervals are set in law, others by the manufacturer or by a competent person. The sheet does not assume an interval: you enter it per asset. Our guides cover fire alarms, emergency lighting, PAT testing and forklifts.
Record the result as "Pass with actions" or "Fail" on the Assets sheet, and the actions and their completion date on the History sheet, so you can show the defect was closed.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the inspections into a tool that sends the reminders for you.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
It is free to download, use, change and share inside your organisation. There is no sign-up and no email needed: the download starts when you click.
A free template, not legal advice. It tracks the dates you enter; it does not decide which rules apply to you. Check requirements against the official source for your situation.