Published: June 04, 2025  Updated: May 30, 2025

10 Essential Maintenance Inspections to Prevent Costly Breakdowns

Part of preventive maintenance (PM) includes inspections. These don't necessarily have to require complicated routines or take much time. Sometimes, inspections take a cursory look to make sure all is well and operating as normal. However, you shouldn't underestimate their importance. Read further for ten maintenance inspections you should do.

Why Regular Maintenance Inspections Matter

Do you benefit from inspections? Use the analogy of not "inspecting" your rearview mirror regularly while driving. Sure, you might get lucky, but you risk problems in the future. Let's look at a few important points.

• Prevent costly breakdowns: Equipment failures can bring operations to a screeching halt. This downtime can turn into a major expense. A timely inspection can identify a minor issue, like a worn bearing or a leaking seal. Resolving this helps prevent a catastrophic breakdown, saving you thousands or even hundreds of thousands of dollars.
• Improve safety: Don't shirk on this. Faulty equipment poses major safety hazards. Malfunctioning machinery, electrical problems, or structural defects can lead to injuries or even fatalities. Regular inspections help spot potential hazards before they cause accidents. By addressing safety issues proactively, you create a safer work environment for your employees and visitors.
• Extend equipment life: Just like a car, equipment performs better and lasts longer with proper care. Inspections show wear and tear, allowing you to address issues before they escalate. For example, an inspection notes low levels of lubrication. The technician resolves this problem to reduce friction and prevent premature wear. By extending equipment life, you don't have to make emergency purchases.
• Boost efficiency: Well-maintained equipment operates at peak performance. Regular inspections can show the machine operating at a lower capacity. Examples include worn components or misalignments that hamper productivity. A dirty air filter can restrict airflow in an HVAC system. This forces the equipment to work harder and consume more energy.
• Comply with regulations: Many industries have strict regulations regarding equipment maintenance and safety. Failure to comply with these regulations can result in hefty fines, legal issues, and damage to your company's reputation. Regular PMs help ensure that your operations stay compliant with all applicable laws and standards.

The 10 Most Important Maintenance Inspections

HVAC System Inspections

These workhorses keep your environment comfortable and productive. Look for filter clogs, refrigerant leaks, and worn-out components. Dirty coils and fans reduce efficiency, leading to higher energy bills. Additionally, check for proper ventilation and air quality to maintain a healthy indoor environment. For more detailed information, read an article from the EPA.

Electrical System Inspections and Hazards

You should understand the dangers of mishandling electricity. Watch for potential hazards like frayed wiring, overloaded circuits, and faulty outlets. These issues can lead to fires, electrical shocks, and equipment damage. By addressing electrical problems promptly, you protect your employees, property, and equipment. OSHA provides a beneficial discussion of electrical issues.

Roof and Exterior Condition Checks

Your building's exterior represents your first line of defense against the elements. What do you look for? Leaks, damaged roofing materials, and cracks in the building envelope. These problems can lead to water damage, mold growth, and structural issues if left unaddressed. Proper roof and exterior maintenance protects your building investment and ensures its longevity.

Plumbing System Inspections

Leaky pipes and clogged drains can cause significant damage and disruption. During your PM, look for dripping faucets, slow drains, and pipe corrosion.

Fire Safety Equipment Checks

Add fire hazards to your safety checklist. You should regularly inspect smoke detectors, fire extinguishers, and sprinkler systems for proper working order. Read a report from Eastern Kentucky University for more details on this important PM.

Discover how streamlined maintenance processes can elevate production. Learn more.

Machinery and Equipment Maintenance

Your machinery and equipment help you stay in business. You should inspect for wear and tear, misalignment, and lubrication issues. Review the benefits of these routine maintenance jobs.

Vehicle Maintenance Inspections

Whether you have a fleet or a single vehicle, they all need proper maintenance. Just like your personal car does. Tires, brakes, lights, and fluid levels help prevent accidents, reduce fuel consumption, and maintain vehicle value.

Kitchen Equipment in Food Facilities

In food service establishments, kitchen equipment needs strict attention. Check for gas leaks, electrical issues, and worn-out components. Cleanliness helps prevent food contamination.

Office Equipment and IT Hardware

Copiers, printers, and computers. Not only inspections, but you need software "inspections" to prevent malware and viruses. Keep everything dust and dirt-free. Check for loose or faulty parts to prevent glitches or obstructions

Storage Areas and Hazard Prevention

Organize your storage rooms. You've read about how fires start due to discarded rags and cloth. Other inspections include pest control, leak detection, radon detection, and damaged items.

Using CMMS Software to Schedule Maintenance Inspections

Numerous companies have benefited from the organization that a CMMS brings to maintenance. You can create your list of ten maintenance inspections you should do, add a priority, note their cycles, and schedule them.

Some PMs, including inspections, require checklists. Checklists help the technician do a complete job and do it in a specific order. Some assets require safety precautions. A checklist or attached protocols minimize the risks.

In some cases, you might want a specialist to perform the inspections. With CMMS software, you can create teams, crews, or crafts for those unique jobs.

One feature you'll enjoy is how the CMMS tracks maintenance history. You have better oversight of assets. Along with that history, you have a number of key performance indicators (KPI) reports. These will help shape your PM policy.

With a CMMS, you have a centralized system to manage your entire maintenance program. It helps you identify trends, prioritize work, and improve overall equipment reliability.

Make Inspections a Routine Part of Your Maintenance Management Program

If you work under a reactive mindset and only tend to problems when they occur, you risk so much extra expense. Assets wear out faster. You have more unplanned downtime. Expenses increase.

Instead, adopt a proactive or preventive program. This includes all or a combination of the above ten maintenance inspections you should do. These regular jobs keep major issues from forming.

Using a CMMS for your maintenance department means you have better organization, better communication between team members, and a better program for your assets.

For a superior system, call Mapcon Technologies at 800-922-4336. Ask for a free demonstration and discuss PM inspections.