Procedure for machine maintenance in manufacturing industry


The purpose of this procedure of machine maintenance is to explain and understand the steps of attending machines for maintenance.


  • To ensure plant and machinery list is available and updated as on date
  • This procedure covers the planning, monitoring & controlling of maintenance Operations.
  • To ensure timely inspection and safety of machines & other compliance.
  • To ensure that all testing and measuring equipment available on the machines should be calibrated periodically.


The maintenance in-charge is responsible for all the activities on time.


Master list of machines:

  • Prepare a master list of plants and machinery along with the sanction load of the factory.
  • Machine location should be mentioned in the List for immediate availability of working capacity.
  • The list should be updated every three months for any deletion /addition.

Identification of machine:

  • All machines should have a Unique Identification Number for easy traceability on the shop floor as machines’ descriptions, Make, Type, Model No., Capacity, Installed location, and Qty. etc.
  • Ensure identification should be marked on each machine.

Preventive maintenance of machines:

  • Ensure that the machine preventive maintenance schedule is prepared
  • To ensure that the machine’s preventive maintenance parameters should be defined for all the machines.
  • Ensure machine preventive maintenance is done as per the schedule defined.
  • If any problem is found during the preventive maintenance, the machine should be repaired in-house. If required call the external agency without any delay and duly inform the Maintenance Head.
  • If not repaired please put a tag under maintenance.
  • The work carried out is recorded in the prescribed format. Like Machine PM Check Sheet & Machine History Card.

Daily machine check sheet:

It is a machine checklist in which some checkpoints are to be verified daily. The operator is responsible for updating the daily machine check sheet. This check sheet should be filled out before starting the machine. It is a daily preventive maintenance check sheet. It reduces breakdown and thus increases the life of the machine.

Daily Machine Checklist Format:

Preventive Maintenance Check Sheet Format:

PM Check Sheet

Machine Maintenance Checklist pdf:

Breakdown maintenance of machines:

  • A Verbal Intimation and Breakdown Slip is made from the respective department to the Maintenance Technician regarding the breakdown of the machine.
  • The Concerned Maintenance Shift Technician will immediately go and assess the problem. At this time, he will organize manpower to attend to the problem on a priority basis. He will communicate the expected time of completion of work. Also if more than one breakdown is to be attended then priority is taken from HOD Maintenance in consultation with concerned departments.
  • Once work is done, the trial is conducted and handed over the machine to Production after successful running. If some short time arrangement is done to run the machine at this particular point in time due to production requirements or other reasons then the same is communicated to Production and HOD Maintenance.
  • If the problem is not rectified in-house, immediately call the external agency without any delay and duly inform the Maintenance Head.
  • If the machine is repaired by an external agency, the machine service report should be taken from a service engineer.
  • The work carried out is recorded in the prescribed format. Like the Machine PM Check Sheet & Machine History Card.

Machine History Card Format:

Machine maintenance History Card

Machine History Card Format in Excel:

Predictive maintenance of machines:

  • Predictive Maintenance of machines to be planned and carried out as and when required / before the failures occur.
  • General techniques to be included evaluating Vibration analysis, Sound level measures, oil analysis and other concern tests recommended by the manufacturer.
  • The work carried out is recorded in a prescribed format.

Spare parts inventory and procurement:

A record is maintained for spare parts consumption and procurement is done. Minimum and maximum volume is maintained. Also define reorder level in the spare parts monitoring sheet.

Spare Part List Excel:

Breakdown analysis:

  • Breakdown analysis is done on criteria such as Top breakdown, breakdown more than 2 hrs in a day, and repeated breakdown more than 4 times for the same problem.
  • Breakdown analysis is done in the prescribed format.
  • Relevant documents to be updated like daily machine check sheet, and the machine preventive maintenance check sheet.
  • Effectiveness monitoring is done
  • Horizontal deployment to be done.

Breakdown Analysis Format:

Breakdown Analysis Report

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