Pump Maintenance Checklist
The checks that apply to any building services pump — seal and bearing condition, motor current, coupling alignment, vibration, flow against design, and duty/standby changeover.
Also available as editable Excel and Word — with asset, sign-off and findings columns.
What is a pump maintenance checklist?
A pump maintenance checklist is a structured list of the 12 preventive maintenance tasks — covering visual, functional, cleaning and record-keeping checks — that keep a pump running safely and reliably. It groups routine checks by frequency, from daily inspections to annual servicing, so FM teams and building engineers can plan and evidence preventive maintenance.
Core pump checks
- Inspect mechanical seal or gland packing for leaks
- Check pump for unusual noise, vibration, or overheating
- Clean strainer upstream of the pump if fitted
- Record pump speed, current, pressure, and vibration levels
What is a pump?
Pumps move water around a building's heating, cooling, domestic water, and drainage systems. Most are centrifugal, driven by an electric motor either close-coupled or through a flexible coupling, and are commonly installed in duty/standby or twin-head pairs so a single failure does not take a system out. Variable-speed control (EC motors or inverter drives) is now standard on new circuits and cuts energy use substantially by matching output to demand rather than throttling a fixed-speed pump against a valve.
The checks on this page are the ones common to every pump type: seal or gland condition, bearing noise and vibration, motor current against nameplate, coupling alignment, flow and pressure against design, strainer condition, and verification that duty/standby changeover actually works. They are the right starting point when you are building a PPM schedule for a plant room with a mixed population of pumps.
Individual pump types then add their own checks on top — a circulating pump on a heating circuit is maintained differently from a sprinkler pump held under a weekly statutory test regime, a submersible in a wet well, or a packaged booster set with pressure vessels and a controller. Use the type-specific checklists linked below for those; use this page for the common core.
This checklist is one of 27 in our plumbing and water system maintenance checklists, covering pressurisation units, booster sets, storage tanks, TMVs and water treatment — pressure, hygiene and legionella control.
Typical Pump maintenance checklist
A practical starting point for planned preventive maintenance. Always refer to the manufacturer's O&M manual and site-specific requirements.
Visual Checks
- Inspect mechanical seal or gland packing for leaks
- Inspect coupling alignment between pump and motor
- Check anti-vibration mounts for deterioration
- Inspect flexible connections for deterioration or cracking
Functional Checks
- Check pump for unusual noise, vibration, or overheating
- Verify motor current draw against nameplate rating
- Check pump performance against design flow rate and pressure
- Lubricate bearings according to manufacturer schedule (non-sealed types)
- Verify isolation valves operate freely
- Confirm duty/standby changeover operates correctly
Cleaning & Housekeeping
- Clean strainer upstream of the pump if fitted
Record Keeping
- Record pump speed, current, pressure, and vibration levels
Download the free Pump maintenance checklist PDF
Get all 12 tasks as a printable PDF — free, no signup needed. Keep a copy in the plant room, attach it to work orders, or share it with your maintenance contractor.
The PDF is free and needs nothing. The Excel and Word versions add asset details, sign-off and findings columns so you can record the work as you do it — we ask for an email address for those.
Typical maintenance frequency
Suggested intervals for pump maintenance. Actual frequencies should follow manufacturer guidance and site-specific risk assessments.
Monthly
- •Check for noise, vibration, and leaks
- •Visual inspection of seals and connections
Quarterly
- •Measure motor current
- •Check bearing temperature
- •Verify duty/standby changeover
Annually
- •Full pump service
- •Bearing lubrication or replacement
- •Alignment check
- •Vibration analysis
- •Clean associated strainer
Common faults and issues
Issues to be aware of when maintaining pump equipment.
Safety and compliance notes
Key safety considerations for pump maintenance. This is general guidance only — always follow OEM instructions, statutory requirements, and your organisation's safe systems of work.
Reference standards and frameworks
- United Kingdom
- SFG20 schedules and CIBSE Guide M
- North America
- ASHRAE/ACCA Standard 180 and Hydraulic Institute maintenance guidance
Frameworks commonly referenced when planning pump maintenance programmes. Always confirm the requirements that apply to your site and jurisdiction.
Managing Pump documentation with PM Assist
PM Assist helps FM and building operations teams search their O&M manuals and building drawings in seconds. Upload your pump documentation and ask questions like “What is the design duty point?” or “When were the pump seals last replaced?” — and get source-cited answers instantly.
The checklist tells you what to check. The manual tells you the numbers.
Ask a pump manual a question and get the answer back with the page it came from. No signup, and you can drop in your own PDF instead of the sample.
“What is the design duty point?”Runs against a sample chiller manual so you can see the shape of the answer — then try it on one of yours.
Take this checklist with you
Download the branded PDF, generate a custom version for your asset, or run AI search across all your building documentation.
Related maintenance checklists
Circulating Pump maintenance checklist
Pumps & Pressurisation · 10 tasks
Booster Pump Set maintenance checklist
Pumps & Pressurisation · 11 tasks
Pressurisation Unit maintenance checklist
Pumps & Pressurisation · 15 tasks
Strainer (Y-type / Basket) maintenance checklist
Water Systems · 8 tasks
Control Valve (Motorised) maintenance checklist
HVAC · 10 tasks
Further reading on pump maintenance
Compliance & CAFM
Run pump maintenance in PM Assist
This checklist is also a planned maintenance programme in PM Assist, included in every paid plan alongside the compliance register and mobile inspections.
- Add a pump to a building's asset register and this maintenance programme is created for you, with each task on its frequency in the planner.
- Visits are logged with notes and certificates, and overdue work is flagged before it becomes a finding.
- Contractors can be given a login to see their jobs and upload certificates.
Frequently asked questions
How long do building services pumps last?
What causes a pump to lose flow?
Should pumps run continuously?
Which pump checklist should I use?
Manage your building documentation with AI
PM Assist gives FM teams instant access to O&M manuals, drawings, and maintenance knowledge — all searchable with AI.
- Upload and organise building documentation
- AI-powered search across all your manuals
- Source-cited answers for maintenance queries
- Team collaboration and access control
- No credit card required to start