What this is
What is an oil analysis record?
What is an oil analysis record?
An oil analysis record captures a laboratory's reading of a lubricant sample against wear metals, contamination and the condition of the oil itself, so that internal wear inside a sealed gearbox, hydraulic system or engine can be tracked without opening the unit. The record exists to make a sequence of samples comparable, not to report one result in isolation.
What does the test actually measure?
Three families of thing: wear metals such as iron, copper and lead that indicate which component surfaces are shedding material; contamination such as water, coolant, product ingress or particle count that indicates a seal or environmental failure; and the oil's own condition, viscosity, oxidation and additive depletion, that indicates whether the lubricant itself still does its job.
Who takes the sample and who reads it?
A technician trained to a defined sampling procedure takes the sample; a laboratory, in house or external, runs the analysis; and a certified analyst interprets the numbers against a baseline and a trend. The record separates these roles because a correct interpretation of a badly drawn sample is still a wrong answer.
Scope
When is an oil analysis record required?
Oil analysis answers one question: what is happening inside a sealed system that cannot be seen. Used for a symptom it cannot detect, the record accumulates readings that never explain anything.
Use this template when
- An asset is due for a sample on its condition monitoring route, at the set interval
- A baseline sample is needed after commissioning, an oil change or a repair, before trending can start
- A previous Alert or Alarm result needs a verification sample to confirm the trend
- Running temperature or noise raises the question of internal wear inside a gearbox, hydraulic system or engine
- The oil itself is suspected wrong, mixed or degraded and needs confirming before a change is ordered
Do not use it for
- Vibration Analysis Record, which detects shaft misalignment, imbalance and bearing defect frequencies from the vibration signature
- Thermographic Survey, which finds hot spots in electrical panels, motors and bearings by infrared image
- Ultrasonic Inspection Record, which detects air leaks, electrical arcing and bearing friction by sound, not by sample
- Asset Condition Inspection, for a general visual and mechanical condition check against defined criteria
- A COSHH-type substance assessment, for the safety of handling the lubricant itself rather than what it reveals
Compliance mapping
Which ISO 4406 requirements does this satisfy?
Oil analysis is a technical practice governed by industry standards rather than statute. Where it is required, the duty comes from a customer specification, OEM warranty condition, or an asset management system's monitoring clause, with the standards below supplying the method.
| Clause | Requirement | Where it lands |
|---|---|---|
| ISO 4406 | Cleanliness code system for reporting particulate contamination level in hydraulic and lubricating fluids | Contamination |
| ISO 18436-4 | Qualification and certification requirements for personnel performing field lubricant sampling and analysis | Header |
| ISO 4021 | Procedure for extracting a representative fluid sample from a live line of an operating system rather than a static reservoir | Header |
| ISO 17359 | General condition monitoring programme guidance: defined baseline, sampling route and criteria for diagnostic escalation | Header |
| ASTM D7669 | Practical guide for interpreting wear metal trends and distinguishing normal run-in wear from abnormal wear | Wear metals |
| ISO 55001 cl.9.1 | Monitoring, measurement, analysis and evaluation of asset performance to inform action | Assessment |
| ISO 55001 cl.10.2 | Nonconformity and corrective action: root cause, ownership and verification of effectiveness | Assessment |
What it does not cover
- Vibration Analysis Record, which is the correct instrument for shaft misalignment, imbalance and bearing defect frequencies.
- Thermographic Survey, which is the correct instrument for hot spots in electrical connections, motors and bearings.
- Ultrasonic Inspection Record, which is the correct instrument for air leaks, electrical arcing and bearing friction detected acoustically.
- The corrective work itself, which belongs in the Work Order and, where root cause tracking applies, the CAPA record.
- Statutory examination of pressure or lifting equipment, which follows its own dedicated template and legal interval.
Global
Oil Analysis Record requirements by country
No jurisdiction mandates oil analysis by name. The duty that pulls it into scope is a general maintenance or asset-management obligation, and the method is supplied by the international standards rather than the regulator.
OSH Act General Duty Clause; OEM warranty and customer reliability specifications
No standard requires oil analysis specifically; it is adopted through warranty terms or a customer's reliability programme.
The obligation to act on a result showing recognised hazard-relevant wear still runs through the General Duty Clause regardless.
Provision and Use of Work Equipment Regulations 1998, reg.5
Equipment must be maintained in efficient working order and good repair; oil analysis is one accepted means of evidencing that.
A known Alarm-severity trend left unactioned is evidence the maintenance duty was not being met, regardless of the survey method.
ISO 4406, ISO 18436-4, ISO 17359
The technical method, cleanliness reporting and personnel competency are set by this standards family and adopted voluntarily.
Certification and customer audits check whether the methodology was actually followed, not just whether a number was produced.
How to complete it
How to complete an oil analysis record, step by step
The template prompts for every field the laboratory can measure. What determines whether the record is defensible is the judgement applied before and after the numbers arrive.
Consistency of sample point, temperature and running condition matters more than any single reading, because trending only works when successive samples were taken the same way. A sample taken warm one visit and cold the next has broken the comparison before the laboratory opens the bottle.
Overall severity, trend versus baseline and rate of change are three different judgements, and a single elevated number without a baseline is not evidence of anything. A high but stable reading and a moderate reading climbing fast carry opposite urgency.
Rising iron with stable water points at mechanical wear inside the unit; rising water or coolant with stable metals points at a seal or environmental ingress problem. An oil change fixes neither: it resets the baseline and can mask an ongoing mechanical problem if the underlying cause is not addressed.
A severity of Alert or Alarm that does not produce a work order or a CAPA reference with an owner and a by-date is a finding that was noted and then left. Estimated time to failure exists to force a by-date onto the recommendation rather than leaving it open.
What auditors find
Most common oil analysis record findings
Oil analysis findings rarely concern whether the record exists; a route sample is easy to complete. They concern whether the sample was valid and whether a bad number was actually followed up.
| Finding | Clause | What fixes it |
|---|---|---|
| Sample drawn from the drain plug or a static reservoir rather than a live mid-stream point. | ISO 4021 | Fit a designated live sample point and record sample point correct as a genuine check, not a default. |
| Sample taken cold after a shutdown, understating circulating wear metals and contamination. | ISO 18436-4 | Sample while the system runs warm, or note the deviation and interpret the result accordingly. |
| No baseline available, so trend versus baseline and rate of change are guessed rather than calculated. | ISO 17359 | Take a baseline sample at commissioning and after every oil change or major repair. |
| Wear trend marked rising sharply but overall severity recorded as Normal or Watch. | ASTM D7669 | Reconcile the individual trend fields against overall severity before sign-off. |
| Oil change recommended immediately but no work order raised and no due date set. | ISO 55001 cl.10.2 | Raise the work order at the point the recommendation is made and carry its reference. |
| Analyst not certified, or a trainee sample not flagged as supervised. | ISO 18436-4 | Record certification status honestly and route unsupervised results for a certified second read. |
Case in point
Case in point: the clean sample from a stopped gearbox
A dairy processor sampled a mixing gearbox on its monthly route. The plant had been down over the weekend for cleaning, and the technician drew the sample from the drain valve rather than waiting for a run. Iron and copper both came back low, the trend was marked stable, and the record closed as Normal.
Six weeks later the gearbox seized during a production run. The teardown found heavy pitting on two bearing races progressing for months. The oil in circulation would have shown it; the oil settled in a stopped, drained system for two days did not, because the wear particles had sunk out of suspension first.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
5 sections
- Reference
- MNT-034
- Archetype
- Record
- Record ID
- OIL-2026-000
- Scoring
- Severity band
- Direction
- High is bad
- Singleton
- No
- Basis
- ISO 4406
- Links
- Links Asset; feeds Work Order
- Tags
- Maintenance, Condition monitoring
- Sections
- 5
- Fields
- 56
- Follow up fields
- 4
- Repeating sections
- 0
- Links out
- 5
Header
22 fieldsRecord ID*
Auto sequence. Format OIL-2026-000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Raised By*
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
Area
The area within the site.
Exact Location
Drop a pin for anything hard to find.
Asset*
Asset ID*
Format AST-0000.
Links to FDN-002 Asset ID
Survey Type*
Routine route, baseline, diagnostic follow up or post repair verification.
Analyst*
Analyst Certified*
- Yes3 pts
- Trainee supervised1 pt
- No0 pts
Equipment Running Normally*
Readings taken under abnormal load or speed are not comparable with the baseline.
- Yes3 pts
- Partly1 pt
- No0 pts
Load Condition
Baseline Available*
- Yes3 pts
- No0 pts
Lubricant In Use*
Substance ID*
Links to FDN-006 Substance ID
Hours Since Oil Change
Sample Point Correct*
Sample from a live line mid stream, not from the drain or the top of the sump.
- Yes3 pts
- No0 pts
Sample Taken While Warm*
- Yes3 pts
- No1 pt
Laboratory*
Wear metals
6 fieldsIron PPM
Copper PPM
Chromium PPM
Aluminium PPM
Lead PPM
Wear Trend*
- Stable3 pts
- Rising slowly2 pts
- Rising sharply0 pts
Contamination
6 fieldsWater Content
Water is the most damaging contaminant in a wash down environment.
Particle Count ISO Code
Silicon PPM
Coolant Or Glycol Present*
- No3 pts
- Trace1 pt
- Significant0 pts
Product Ingress Suspected*
Milk, fat or brine in a gearbox means a seal has failed both ways.
- No3 pts
- Possible1 pt
- Confirmed0 pts
Contamination Trend*
- Stable3 pts
- Rising1 pt
- High0 pts
Oil condition
5 fieldsViscosity At 40C
Oxidation
- Normal3 pts
- Elevated1 pt
- High0 pts
Additive Depletion
- Normal3 pts
- Partial1 pt
- Depleted0 pts
Correct Oil In Use*
Mixed or wrong grade oil shows up here and explains a lot of premature failures.
- Yes3 pts
- Mixed grades suspected0 pts
- Wrong grade0 pts
Oil Change Recommended*
- No3 pts
- At next opportunity2 pts
- Immediately0 pts
Assessment
17 fieldsOverall Severity*
- Normal4 pts
- Watch3 pts
- Alert1 pt
- Alarm0 pts
Trend Versus Baseline*
- Stable3 pts
- Slight increase2 pts
- Clear increase0 pts
Rate Of Change*
A high but stable reading is different from a moderate reading climbing fast.
- Stable3 pts
- Slow2 pts
- Rapid0 pts
Estimated Time To Failure
- Over 12 months4 pts
- 6 to 12 months3 pts
- 1 to 6 months1 pt
- Under a month0 pts
Recommended Action*
- Continue monitoring3 pts
- Increase monitoring frequency2 pts
- Plan corrective work1 pt
- Immediate action0 pts
Recommended By Date
Work Order Raised*
- Yes3 pts
- Not needed3 pts
- No0 pts
Work Order ID
Links to MNT-002 Work Order ID
Next Survey Due*
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Analyst*
Signature*
Reliability*
Second Signature*
MNT-034 · record IDs look like OIL-2026-000 · Links Asset; feeds Work Order
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The laboratory does the analysis. What determines whether a finding turns into action is the machinery around the record: whether the trend was checked against history, and whether an Alert result actually reached a work order.
Holds the sampling route and asset history, flags overdue samples, and carries severity through to the work order automatically.
Tracks the CAPA reference from an Alarm-severity finding through root cause and verification, so a corrective action does not close on the oil change alone.
Watches trend and rate-of-change fields across the sampling history, surfaces the samples that were taken cold or off-point, and holds every write for approval before it touches a record.
This template lives in KnowMaintain — asset maintenance. Work orders, planned maintenance, calibration, reliability and shutdowns.
Meet KnowMaintain→Glossary
Oil Analysis Record definitions and key terms
- Wear metal
- A metallic element in the lubricant, iron, copper, chromium, aluminium or lead, indicating which component surface is shedding material.
- ISO cleanliness code
- The three-number code from ISO 4406 reporting particle counts at three size thresholds, judged against a target for the specific system.
- Additive depletion
- Reduction of the lubricant's chemical additive package below effective levels, after which the base oil alone cannot protect the machine.
- Baseline sample
- A sample taken at a known-good point, commissioning, after an oil change or a repair, against which every later sample is compared.
- Rate of change
- How quickly a reading moves between samples, distinct from its absolute level; a moderate reading climbing fast is more urgent than a high but stable one.
FAQ
Frequently asked questions about oil analysis record
How often should oil analysis samples be taken?+
At an interval set by asset criticality and operating hours since the last sample, commonly monthly to quarterly for critical rotating and hydraulic equipment. A rising trend should shorten it; a stable long-run history can lengthen it.
Does a clean result mean the equipment is fine?+
Only if the sample was valid. A clean result from a cold, static or drain-point sample says more about the sampling method than the equipment. Check sample point correct and sample taken while warm before trusting it.
Should wear metals be judged individually or as a total?+
Individually, at least first. Iron and copper with stable water points at mechanical wear from specific surfaces; the same metals rising alongside water points at a seal or ingress problem instead. Summing them erases which failure mode is present.
What does the ISO cleanliness code actually tell you?+
How much particulate contamination is present at three size bands, reported against whatever target cleanliness the system was designed for. A code with no stated target is a number without a decision attached.
Who should be certified to read the results?+
The analyst interpreting severity, trend and recommended action, per ISO 18436-4's field lubricant analysis scheme. A trainee can sample under supervision, but an Alert or Alarm result should get a certified second read.
Does an oil change close the finding?+
Only if the cause was mechanical wear the change cannot fix, or contamination it did not stop recurring. Changing the oil resets the baseline and should be followed by a fresh sample, not treated as the end of the finding.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Asset Inspection and Statutory Examination
Asset Condition Inspection
Assesses the general condition of an asset against defined criteria
Vibration Analysis Record
Records vibration readings taken from rotating equipment
Thermographic Survey
Records infrared images of electrical panels, motors and bearings to find hot spots
Ultrasonic Inspection Record
Records ultrasonic readings used to find air leaks, electrical discharge and early bearing wear
Pressure Vessel Inspection
Checks pressure vessels and their safety devices for corrosion, damage and correct operation
Crane and Hoist Inspection
Checks cranes, hoists and their controls for wear, function and load rating
More in Asset Inspections
Asset Condition Inspection
Assesses the general condition of an asset against defined criteria
Vibration Analysis Record
Records vibration readings taken from rotating equipment
Thermographic Survey
Records infrared images of electrical panels, motors and bearings to find hot spots
Ultrasonic Inspection Record
Records ultrasonic readings used to find air leaks, electrical discharge and early bearing wear
Pressure Vessel Inspection
Checks pressure vessels and their safety devices for corrosion, damage and correct operation
Crane and Hoist Inspection
Checks cranes, hoists and their controls for wear, function and load rating
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- ISO 4406:2021, hydraulic fluid power — coding the level of contamination by solid particles
- ISO 18436-4, qualification requirements for personnel — field lubricant analysis
- ISO 4021, particulate contamination analysis — extraction of fluid samples from lines
- ISO 17359, condition monitoring and diagnostics of machines — general guidelines
- ASTM D7669, practical guide for lubricant condition monitoring
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.