Equipment maintenance · free, no sign-up

Vacuum maintenance checklist: daily, weekly, monthly and quarterly

A preventive maintenance log for upright, backpack and canister vacuums, so the machines last and the cord inspection that every safety audit asks about actually gets done.

Customise

Fill in the header, untick a tier you don't need, and edit tasks one per line. Changes stay in this browser.

Site / building Machine ID / serial Week or month of Supervisor

Daily 8 tasks

Weekly 7 tasks

Monthly 7 tasks

Quarterly / periodic 5 tasks

Tired of initials nobody can read?

TidyTrack turns this checklist into a QR poster. Cleaners scan it with a phone, tick the same tasks, and every clean is timestamped with a name. No app, no passwords, and your equipment log is free.

Start free See how it works →

Maintenance log

Commercial vacuum maintenance checklist

Site / building
Machine ID / serial
Week or month of
Supervisor

Daily

Task	Mon	Tue	Wed	Thu	Fri	Sat	Sun
Inspect power cord and plug for cuts, kinks or exposed wire; tag out if damaged
Check bag or bin and replace or empty at two-thirds full
Clear hair, string and debris from the brush roll
Check hose, wand and tools for clogs
Listen for belt slip or unusual motor noise
Check the filter indicator or bag-full light
Wipe the exterior and check wheels roll freely
Report any fault to the supervisor and log it

Weekly

Task	Wk 1	Wk 2	Wk 3	Wk 4	Wk 5
Clean or tap out the pre-motor and secondary filters
Inspect brush roll bristles for wear and the end caps for free spin
Check belt tension and look for glazing, cracks or stretch
Inspect hose for cracks and check cuff seals
Check height adjustment and bumper
Inspect bag seal and dust compartment gasket
Check backpack harness straps, buckles and padding

Monthly

Task	Month 1	Month 2	Month 3
Replace the belt if worn, glazed or stretched
Wash or replace washable filters per the manufacturer
Check all fasteners and the brush roll housing for cracks
Test suction with the gauge or a sheet-of-paper lift test
Clean cord reel and check strain relief
Check ground continuity and electrical safety tag date
Record hours or shifts in the equipment log

Quarterly / periodic

Task	Q1	Q2	Q3	Q4
Replace HEPA or exhaust filter per the manufacturer schedule
Replace the brush roll if bristles are worn below the base plate
Inspect motor carbon brushes where serviceable
Send for professional service or inspection if due
Update the asset register and next-service date

How to use this checklist

Edit the tasks to match the site's scope of work. Delete what you don't do; nobody should sign off work that was never scheduled.
Print one sheet per machine and post it where the work happens. Daily sheets last a week, weekly sheets a month.
Have the cleaner initial each box as they finish. A supervisor spot-checks and signs the bottom.
File completed sheets by site. When a client asks "was it done?", the answer is in the folder.

Tips from the field

A frayed cord is the most common vacuum safety finding: make the daily cord check the first line.
Bags past two-thirds full cut suction and overheat motors; replace early.
Log machine hours. Belts, filters and carbon brushes are replaced on hours or months, whichever comes first.