What this is
What is a quarterly PM checklist?
What is a quarterly PM checklist?
It is the strip-down tier of planned maintenance, run when the asset can be stopped long enough to open it up. It covers internal wear, corrosion, springs, pneumatics and hydraulics, instrument calibration, and a formal reassembly and function test — none of which the daily, weekly or monthly tiers attempt.
Why does it require the asset to be stopped?
The checks are internal: wear on components not visible from outside, cleanliness inside housings, and reassembly to a torque and alignment specification. None of that can be done with the asset running, which is why the template is explicitly coordinated with production rather than run opportunistically.
What makes reassembly a distinct risk on this checklist?
Every other PM tier ends when the checks are done. This one ends when the asset has been taken apart and put back together, so a fault introduced during reassembly — under-torqued fasteners, a function test skipped to save time — is a risk this specific checklist creates that the others don't.
Scope
When is a quarterly pm checklist required?
This checklist is for planned, coordinated strip-down work. Reaching for it outside that window — or using it as a substitute for the checks a lighter tier already covers — breaks the PM ladder's logic.
Use this template when
- The asset is due its quarterly cycle under the linked PM Plan, with a production stoppage arranged
- Wear parts identified at a prior tier need replacing before the next run cycle
- Internal components — bearings housings, seals, pneumatic or hydraulic assemblies — need opening up to inspect
- An instrument on the asset is due its calibration cross-check
- A prior monthly or weekly finding flagged internal wear that only a strip-down can confirm
Do not use it for
- Monthly PM Checklist, which covers external inspection, filter changes and fastener torque without opening the asset up.
- Weekly PM Checklist, which is a walk-round: cleaning, belt and chain checks, minor adjustments.
- Meter Based PM Record, which triggers on runtime or cycle count rather than a fixed quarter.
- Preventive Maintenance Plan, which sets the interval and scope this checklist executes, rather than recording the work itself.
- Corrective Work Order, which is for unplanned repair, not the scheduled strip-down this checklist documents.
Compliance mapping
Which ISO 55001 cl.8.2 requirements does this satisfy?
ISO 55001 cl.8.2's controlled-change intent applies most directly here, because a strip-down is itself a temporary change to the asset's state that has to be closed out under control before the asset returns to service.
| Clause | Requirement | Where it lands |
|---|---|---|
| ISO 55001 cl.8.1 (Operational planning and control) | Internal condition is assessed against a documented standard rather than left to the technician's on-the-day judgement | Strip down checks |
| ISO 55001 cl.9.1 (Monitoring, measurement, analysis and evaluation) | Instruments used to monitor the asset are themselves verified accurate at a defined interval | Instrumentation |
| ISO 55001 cl.8.2 (Management of change) | A change made to the asset's physical state — disassembly — is closed out under a controlled, verified restoration step before return to service | Restoration |
| ISO 55001 cl.8.2 | Deviations found during the strip-down are captured and routed to controlled correction rather than patched informally | Findings |
| ISO 55001 cl.8.1 | The asset's fitness for continued service is a distinct, recorded decision made after reassembly, not inferred from task completion | Result |
| ISO 55001 cl.7.5 (Information requirements) | Each record identifies the asset, the plan it discharges and the person accountable for the reassembly | Header |
What it does not cover
- Function Tested, which is a single Yes/No choice with no field for run duration or load condition, so a five-second test and a full production-rate run score identically.
- Reason If Late, which only appears once the quarterly window is already missed, so a production stoppage that keeps slipping is never surfaced as a pattern until it's overdue.
- Torque Applied, which records Pass or Fail with no space to note the actual torque value achieved, so a reassembly dispute later has nothing to check it against.
- Corrective Work Order ID, which stays blank whenever a Restoration or Strip down finding is corrected in the same visit, so the parts and time spent never surface in cost or backlog reporting.
- Second Signature from the area owner, which is required but is typically applied the moment the asset is declared fit for service, before there has been any running time to confirm the reassembly actually held.
Global
Quarterly PM Checklist requirements by country
A strip-down carries its own regulatory weight wherever the asset is safety-critical or food-contact, and the three regimes below treat the reassembly step differently.
Provision and Use of Work Equipment Regulations 1998 (PUWER), reg. 5
Work equipment must be maintained in an efficient state, in efficient working order and in good repair
A strip-down that is not properly closed out — under-torqued, function test skipped — puts the equipment back into service in a state PUWER does not consider maintained, regardless of what the checklist says.
Machinery Directive 2006/42/EC, essential health and safety requirements
Machinery must remain safe throughout its service life, which assumes maintenance restores rather than degrades its original safety state
Reassembly to specification is not a formality for CE-marked equipment; a maintenance intervention that changes clearances, guarding fit or fastening integrity can itself create non-conformity with the original design.
OSHA 29 CFR 1910.147 (Control of Hazardous Energy) and general duty clause
Equipment returned to service after maintenance must be verified safe before energy is restored and guards reinstated
Function Tested and Reassembled To Specification are the record that this verification happened; without a documented function test, restart after lockout has no supporting evidence trail.
How to complete it
How to complete a quarterly pm checklist, step by step
The individual checks are unambiguous. Four judgement calls decide whether the reassembly they lead to is actually defensible.
A Yes on Function Tested could mean a full-load production run or a five-second jog under no load. The field doesn't distinguish, so the standard has to be set and enforced outside the form — otherwise a rushed check and a thorough one are recorded identically.
Torque Applied scores Pass/Fail with no recorded value. Whether the technician used a calibrated torque wrench to a stated spec, or tightened by feel and called it a Pass, is invisible in the record — and it's the difference that matters if the fastener works loose later.
Second Signature and Equipment Fit For Service are often applied the moment reassembly finishes, with no observed running time. A reassembly fault — misalignment, a seal not seated — frequently only shows up once the asset has run under load for a period, which the sign-off timing doesn't allow for.
Springs, pneumatics and hydraulics items carry N/A for assets that genuinely lack that componentry. Used instead to skip a component that would have needed more time to strip and inspect properly, it understates what the quarterly visit actually covered.
What auditors find
Most common quarterly pm checklist findings
These six issues account for most of the gap between a completed quarterly checklist and a genuinely verified reassembly.
| Finding | Clause | What fixes it |
|---|---|---|
| Function Tested is answered Yes with no load or duration standard applied | OSHA 29 CFR 1910.147 / ISO 55001 cl.8.1 | Define a minimum test duration and load condition per asset class in the linked PM Plan, and reference it from the field's help text. |
| Torque Applied is Pass with no recorded torque value against spec | Machinery Directive 2006/42/EC EHSRs | Add a numeric torque value field alongside the Pass/Fail choice for any fastener identified as safety-critical in the Asset record. |
| Second signature and fit-for-service declared before any observed running time | PUWER 1998 reg. 5 | Require a minimum post-reassembly run interval, or an explicit override reason, before Equipment Fit For Service can be marked Yes. |
| A Strip down checks Fail is corrected during the same visit with no Corrective Work Order ID | ISO 55001 cl.8.2 | Require a Corrective Work Order ID for any Fail regardless of whether it was resolved before the asset was closed up again. |
| N/A used on Springs And Dampers, Pneumatic Cylinders or Hydraulic Components with no reason recorded | ISO 55001 cl.8.1 | Add a mandatory short reason field triggered whenever N/A is selected on a strip-down componentry item. |
| Calibration In Date scored Pass with no certificate or due-date reference captured | ISO 55001 cl.9.1 | Link the calibration check to the instrument's own record so the due date is verified against a source, not the technician's recollection. |
Case in point
Case in point: a strip-down that passed everything except the part nobody scored
A packing line gearbox strip-down came back clean: internal wear assessed as Pass, corrosion Pass, seals and dampers Pass. The quarterly checklist scored 100% on the Strip down checks section, and Torque Applied and Function Tested were both marked Pass in the Restoration section within the same ten-minute window the asset was declared fit for service.
Three weeks later the gearbox failed on a loosened mounting fastener — the same fastener recorded as 'torque applied, Pass' with no value logged. Nothing in the completed checklist distinguished that reassembly from a properly torqued one, because the field never asked for the number that would have shown the difference.
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.
6 sections
- Reference
- MNT-025
- Archetype
- Checklist
- Record ID
- PM-2026-000
- Scoring
- Complete with knockout items
- Direction
- High is good
- Singleton
- No
- Basis
- ISO 55001 cl.8.2
- Links
- Links Asset, PM Plan
- Tags
- Maintenance, Preventive
- Sections
- 6
- Fields
- 50
- Follow up fields
- 10
- Repeating sections
- 1
- Links out
- 5
Header
16 fieldsPM ID*
Auto sequence. Format PM-2026-00000.
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
PM Plan ID
Links to MNT-021 Plan ID
Work Order ID
Links to MNT-002 Work Order ID
Due Date*
Completed On Time*
- Yes3 pts
- Late1 pt
- Not completed0 pts
Days Late
Reason If Late
Strip down checks
6 fieldsInternal Wear Assessed*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Internal Cleanliness*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Corrosion Assessed*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Springs And Dampers*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Pneumatic Cylinders*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Hydraulic Components*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Instrumentation
3 fieldsSensors Clean And Secure*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Calibration In Date*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Readings Cross Checked*
- Yes2 pts
- No0 pts
- N/Aexcluded from denominator
Restoration
3 fieldsReassembled To Specification*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Torque Applied*
- Pass2 pts
- Partial1 pt
- Fail0 pts
- N/Aexcluded from denominator
Function Tested*
- Yes3 pts
- Not applicable3 pts
- No0 pts
Findings
Repeats7 fieldsResult*
- Pass3 pts
- Pass with conditions2 pts
- Fail0 pts
Severity
- Minor3 pts
- Moderate1 pt
- Serious0 pts
Element Tag
Groups deficiencies by hazard type across every template.
Deficiency Detail
Photo Evidence
Fixed On The Spot
Finding ID
Raise a finding record where this needs tracking to closure.
Links to FDN-015 Finding ID
Result
15 fieldsItems Assessed*
Excludes anything marked N/A.
Items Failed*
Score Percent*
Calculated on submission. High is good. N/A items leave the denominator.
Result Band*
- Pass3 pts
- Caution1 pt
- Fail0 pts
Completeness Percent*
How much of the template was actually answered. A high score on a half completed form is not a high score.
Any Task Not Completed*
- No3 pts
- Yes0 pts
Reason Not Completed
Corrective Work Required*
- No3 pts
- Yes1 pt
Corrective Work Order ID
Links to MNT-002 Work Order ID
Equipment Fit For Service*
- Yes3 pts
- With restrictions1 pt
- No0 pts
Next Due*
Technician*
Signature*
Area Owner*
Second Signature*
MNT-025 · record IDs look like PM-2026-000 · Links Asset, PM Plan
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The strip-down itself gets full attention because it's the visible, hands-on work. Verifying the reassembly, chasing the torque value that was never logged, and closing findings to a Corrective Work Order is what actually determines whether the record can be trusted.
Ties every quarterly strip-down to its Asset and PM Plan record, and flags when Torque Applied or Function Tested is marked Pass with no supporting value or run-time evidence.
Picks up Restoration and Strip down checks Fails on safety-critical assets and routes them into lockout-restart verification, rather than letting a rushed function test close the loop on its own.
Reconciles wear parts consumed during the strip-down against the Spare Parts Register, so 'wear parts replaced before they fail' shows up in stock and cost data, not just the checklist.
Coordinates the production stoppage window against the PM Plan, chases the second signature after a minimum run interval, and holds every write for your approval before it touches a record.
This template lives in KnowMaintain — asset maintenance. Work orders, planned maintenance, calibration, reliability and shutdowns.
Meet KnowMaintain→Glossary
Quarterly PM Checklist definitions and key terms
- Strip-down
- Maintenance that involves partially or fully disassembling an asset to inspect components not visible or accessible while it is running.
- Restoration
- The set of checks confirming an asset has been correctly reassembled and returned to a verified working condition after a strip-down, distinct from the inspection findings themselves.
- Function test
- Running an asset after maintenance to confirm it operates correctly before being handed back to production, ideally under a stated load and duration.
- Calibration
- Verifying an instrument's readings against a known reference standard, so its measurements can be trusted for condition monitoring or process control.
- Fit for service
- A distinct go/no-go judgement that an asset can safely return to production, made after — not instead of — the individual restoration checks.
FAQ
Frequently asked questions about quarterly pm checklist
Why does the quarterly checklist need production coordination when the others don't?+
It involves stopping and opening the asset up, which the daily, weekly and monthly tiers don't do. That requires a scheduled window agreed with production, rather than being run opportunistically during a normal shift.
What is the Restoration section checking that Strip down checks doesn't?+
Strip down checks assess the internal condition found on opening the asset up. Restoration assesses whether it was then put back together correctly — torque, alignment and a function test — which is a separate risk this checklist creates by taking the asset apart in the first place.
Does a Pass on Function Tested guarantee the reassembly was sound?+
Not on its own. The field is a single Yes/No with no recorded load or duration, so a brief no-load check and a full production-rate run score identically. Treat a bare Pass as necessary but not sufficient evidence.
What should happen if a Strip down checks item Fails?+
It should route to a Finding with severity and photo evidence, and if it isn't corrected in the same visit, it needs a Corrective Work Order ID. Fixing it quietly during reassembly with no Finding recorded loses the evidence that a defect was ever found.
Why does Torque Applied not record an actual torque value?+
It doesn't by design in the base template — it's a Pass/Fail choice. For safety-critical fasteners this is a gap worth closing by adding a numeric field, since a disputed reassembly later has nothing but the technician's word to check against.
How does this checklist relate to the PM Plan and Asset register?+
Site, Asset and PM Plan ID are linked fields drawn from the Asset register and Preventive Maintenance Plan, tying each quarterly strip-down to the schedule and the specific asset it was carried out against.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Planned Maintenance
Asset Register
Holds every piece of equipment, machine, vehicle and tool you track
Tool and Equipment Register
Holds portable tools, gauges, lifting accessories and small equipment that sit below asset level but still need control
Maintenance Request
Asks maintenance to look at a problem or carry out a job
Work Order
The main record for a planned maintenance job, covering what, where, who and when
Corrective Work Order
Covers a repair to fix something that has already failed or degraded
Emergency Work Order
Covers urgent work where equipment has stopped or become unsafe
More in PM Schedules
Preventive Maintenance Plan
Sets out what preventive work each asset needs, how often and why
Daily PM Checklist
Covers daily checks such as lubrication points, fluid levels and visual condition
Weekly PM Checklist
Covers weekly preventive tasks including cleaning, belt and chain checks and minor adjustments
Monthly PM Checklist
Covers monthly preventive tasks including deeper inspection, filter changes and fastener checks
Annual PM Checklist
Covers the yearly overhaul tasks, including full strip down where required
Meter Based PM Record
Schedules maintenance on running hours, cycles or distance rather than the calendar
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 55001:2014 cl.7.5, 8.1, 8.2, 9.1 — Asset management systems
- Provision and Use of Work Equipment Regulations 1998 (PUWER), regulation 5
- Machinery Directive 2006/42/EC — essential health and safety requirements
- OSHA 29 CFR 1910.147 — Control of Hazardous Energy (Lockout/Tagout)
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.