Generator Maintenance Checklist

How to use the Generator maintenance checklist

1. Type a “Title” if you want a heading other than the default “Generator maintenance checklist”. It prints at the top of the sheet.
2. Fill in “Asset ID (optional)”, “Location (optional)” and “Technician (optional)”. They print in the heading. Leave them empty to write them by hand.
3. Choose a “Checklist for” option: Diesel standby generator, Gas or gasoline standby, Portable generator or Weekly walk-around only.
4. Under More options, switch the tick-box columns on or off: “Each use column”, “Weekly column”, “Monthly column”, “Quarterly column” and “Annual column”. Match them to your maker’s manual. If more than nine columns are on, the sheet warns you that the columns will print narrow.
5. Set “Blank write-in rows” from 0 to 20 to add blank items at the end.
6. Keep “Notes / initials column” on if you want space to initial each item.
7. Keep “Add a run log (hours, voltage reading)” on, and set “Rows in the readings table” from 1 to 40 to choose how many blank run log rows you get.
8. Turn “Add the table of what public sources say” on to print the timing sources, or off to leave them out.
9. Check the sheet, then select Print (Print / save as PDF).
10. Or select “Download as CSV (opens in Excel)” to save all tables as generator-maintenance-checklist.csv.

Because nothing is stored, print or download your sheet before you leave the page.

What goes on a generator maintenance checklist?

A generator maintenance checklist groups tasks by part of the set. The default diesel standby list has 29 items in 9 groups: Unit, Fuel, Oil, Cooling, Battery, Air and exhaust, Electrical, Exercise and tests, and Records. Each item is a plain statement, such as “Coolant level checked”, with a tick box for each column you switch on.

How often should a generator be checked?

The sheet prints no interval. Public sources differ, and the maker’s manual comes first. The PNNL / DOE FEMP weekly and monthly table calls for a no-load run of several minutes, checks of fuel, leaks, coolant and battery electrolyte, and a monthly check of oil level and leakage. The Minnesota Dept. of Health summary of NFPA 110 describes monthly exercise under load for health care facilities. Mississippi State University Extension says to exercise weekly for 30 minutes to an hour. Sources also disagree on filters: PNNL lists oil sampling and fuel-filter replacement under weekly, while the City of Escondido puts filter changes in its annual list. Tick the column that matches your manual.

Why do the sources disagree on exercise length?

They describe different situations. The Minnesota summary covers health care facilities, Mississippi State Extension covers small standby units, and PNNL pairs a weekly no-load run with an annual one-hour run under full building load. The sheet does not treat any of them as a rule. All three appear, with their source named, in the sources table.

Which items come from which sources?

The items draw on the public sources named at the end of this page and in the sources table. One item, “Gas supply connections: no leaks, valves as intended”, has no named source. It is a general item added by us.

What is the run log for?

The run log table has blank rows for “Date”, “Run hours”, “Voltage reading”, “Load (kW or %)”, “Minutes run” and “Initials”. Nothing is calculated or judged. Write down what you observed during each run, so you have a record to compare with your manual’s limits.

Does a completed checklist show the generator is ready?

No. A blank form records what you find. It does not decide anything. Before servicing, disconnect power at the source, including the batteries, and let only trained and certified personnel do the work, as the PNNL / DOE FEMP guidance says. Follow the maker’s manual.

Sources (checked 15 October 2026): pnnl.gov · health.mn.gov · extension.msstate.edu · escondido.gov

Worked examples

Calculated by the tool above; open it with the same values to see each step.

Frequently asked questions

What is a generator maintenance checklist?

It is a printable check-off list of grouped items with tick boxes. You can customise it here, then print it or download it as CSV.

Is this generator maintenance checklist free?

Yes. It runs in your browser, needs no sign-up, and nothing you enter is stored or uploaded.

How do I save my checklist?

Select Print / save as PDF to print or save a PDF. Select “Download as CSV (opens in Excel)” to save all tables as generator-maintenance-checklist.csv.

Why does the checklist have no service intervals?

The boxes are for you to tick when your maker’s manual or your own plan says so. Public sources differ on timing, so the sheet prints none as a rule.

What does the Done box mean?

If no check column is switched on, each item gets a single Done box and a warning appears. Switch on a column such as “Weekly column” or “Annual column” to group your ticks by timing.

Can I use this for a portable generator?

Yes. Choose “Portable generator” in “Checklist for”. It gives you an “Each use” column and 12 items in 5 groups, plus any write-in rows you add.

Does this checklist replace the generator maker’s manual?

No. It is a blank sheet to print and fill in. The maker’s manual comes first for intervals, fluids and procedures.

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