SOP-005  ·  Rev 1.0
[EQUIPMENT MAINTENANCE SOP]

Equipment fails twice: suddenly, when it stops, and quietly, when nobody has been keeping a record and the history is lost. This template gives you a maintenance schedule that runs on a calendar instead of on memory, with each check assigned to a role and a date. It is written for small operations that cannot afford a full maintenance team but still depend on machines. The worked example follows a monthly check on a coffee machine. List the equipment, the check, the interval, and who does it. A machine with a maintenance record is worth more and fails less, because small problems get caught while they are still small.

1.  PURPOSE
    > Note — One sentence on why this procedure exists.
    [PURPOSE]

2.  SCOPE
    > Note — Which equipment this covers.
    [EQUIPMENT]

3.  SCHEDULE
    > Note — Each item, the check, how often, and who does it.
    [SCHEDULE]

4.  DAILY CHECK
    > Note — The quick check done at the start of each working day.
    [DAILY]

5.  PERIODIC CHECK
    > Note — The deeper check done on the calendar interval.
    [PERIODIC]

6.  FAULTS AND FAILURES
    > Note — What to do when a check fails or equipment breaks.
    [FAULT]

7.  RECORDS
    > Note — Where maintenance history is kept.
    [LOG]

Free to use in your own documents, including commercially.

Worked example

1

Purpose

Note — One sentence on why this procedure exists.

Change bar — replace this

To keep the kitchen equipment running on a fixed schedule, catching small problems before they become breakdowns and keeping a usable history.

2

Scope

Note — Which equipment this covers.

Change bar — replace this

The coffee machine, the fridge, and the dish washer in the High Street shop.

3

Schedule

Note — Each item, the check, how often, and who does it.

Change bar — replace this

Coffee machine — descale, monthly, shift lead. Fridge — temperature check, daily, opening person. Dish washer — filter clean, weekly, closing person.

4

Daily check

Note — The quick check done at the start of each working day.

Change bar — replace this

Check the fridge temperature reads below the safe level, confirm the coffee machine powers on, and listen for anything unusual on the dish washer.

5

Periodic check

Note — The deeper check done on the calendar interval.

Change bar — replace this

Run the descale cycle on the coffee machine, clean the dish washer filter, and check the fridge seal closes fully.

6

Faults and failures

Note — What to do when a check fails or equipment breaks.

Change bar — replace this

If any check fails, stop using the item, put a note on it, and tell the owner the same day. Record what was found.

7

Records

Note — Where maintenance history is kept.

Change bar — replace this

A paper log kept by the fridge records each check, its date, and anything found. The owner reviews it weekly.

A

The Document Control Kit

Turn a folder of documents into something a team can actually find and follow

Every template on this site is free and stays free. The kit is what turns a folder of documents into a system you can actually run: a register with numbers, owners and review dates; who reviews what and how often; a numbering scheme that still works at fifty documents; and the thirty-day sequence for getting a team to use any of it, which is where most of these projects die.

What the kit holds

Register Column headings — number, title, owner, revision, approval date, review-due date

Review cadence Who reviews what, how often, and what triggers an off-cycle revision

Rollout plan The thirty-day sequence for getting a team to actually use the documents

Numbering scheme How to number documents so the system survives its first fifty

Open the control kit FREE · NO ACCOUNT · NO CARD · NOTHING SENT ANYWHERE

Opens a short sponsor step, then brings you straight back to this page with the kit open. Nothing you have entered goes with you.