How to Keep a Maintenance Log for Heavy Equipment
Heavy equipment is expensive to repair and expensive to replace. A proper maintenance log helps you prevent failures, prove service history, and maximize resale value.
Why Heavy Equipment Needs a Maintenance Log
An excavator or loader represents a significant investment - often $100,000 to $500,000 or more. Without proper maintenance records, you risk:
- ✗Voiding manufacturer warranties
- ✗Missing critical services that lead to major failures
- ✗Losing 10-20% of resale value due to undocumented history
- ✗Failing safety inspections or audits
What to Record in Your Maintenance Log
A complete maintenance log for heavy equipment should include:
For Each Piece of Equipment
- Equipment name and ID number
- Make, model, and year
- Serial number
- Purchase date and cost
- Current hour meter reading
For Each Service Event
- Date of service
- Hour meter reading at time of service
- Type of service performed
- Who performed the work (internal or vendor)
- Parts used (with part numbers if available)
- Cost (if tracking)
- Notes or observations
Common Maintenance Schedules for Heavy Equipment
While specific intervals vary by manufacturer, here are typical schedules for construction equipment:
| Maintenance Task | Typical Interval |
|---|---|
| Daily inspection & greasing | Every 10 hours |
| Engine oil & filter change | Every 250-500 hours |
| Hydraulic filter change | Every 500 hours |
| Hydraulic oil change | Every 2,000 hours |
| Air filter replacement | Every 500-1,000 hours |
| Track adjustment (tracked machines) | Every 250 hours |
| Full service inspection | Every 1,000-2,000 hours |
Note: Always refer to your equipment's operator manual for manufacturer-specific intervals.
How to Track Engine Hours
Unlike vehicles that track mileage, heavy equipment tracks usage by engine hours. Here's how to stay on top of it:
- 1Record the hour meter reading at the start of each day or shift
- 2Update your maintenance log weekly (or more frequently for high-use equipment)
- 3Set up alerts when equipment approaches service intervals
- 4After each service, record the hours and reset your 'next due' calculation
Track Heavy Equipment Maintenance Digitally
MaintainLog makes it easy to keep a digital maintenance log for your heavy equipment. Track by hours, get automatic reminders, and keep a complete service history for each machine.
Free for up to 5 pieces of equipment. No credit card required.
Paper vs Digital Maintenance Logs
Paper Logs
- Simple to start
- ✗ Easy to lose or damage
- ✗ Hard to search history
- ✗ No automatic reminders
Digital Logs
- Secure cloud storage
- Instant search
- Automatic reminders
- Access from anywhere
Maintenance Log Best Practices
- Update records immediately after service - don't wait until 'later'
- Be specific about what was done (not just 'service')
- Include observations about equipment condition
- Keep receipts and invoices linked to log entries
- Review logs monthly to ensure nothing is overdue
- Back up paper logs with photos or digital copies