Checklist template

Asset and equipment inventory audit for facilities

A ready-to-use checklist with 115 items in 6 sections, covering Asset tags, Location accuracy, Condition, Disposals, Tools, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 115 Items
  • 95 Yes / No checks
  • 6 Scored ratings
  • 125 Points

Use this template How audits work

1. Asset tags 19 items

  1. Each of 10 capital assets sampled carries a company asset tag Yes / No 1 pt
  2. The tag number or barcode can be read on every tag sampled Yes / No 1 pt
  3. Tags are of a tamper-evident type that cannot be peeled off in one piece Yes / No 1 pt
  4. Tags are placed where they can be read without moving the equipment Yes / No 1 pt
  5. Rooftop units are tagged on the unit itself Yes / No 1 pt
  6. The serial number on the nameplate matches the asset register for 5 assets sampled Yes / No 1 pt
  7. No tag number appeared twice in the sample Yes / No 1 pt
  8. 3 pieces of equipment installed in the last 12 months are tagged Yes / No 1 pt
  9. Portable equipment (floor scrubbers, pallet jacks, portable generators, pressure washers) is tagged Yes / No 1 pt
  10. Audio-visual and IT equipment in meeting rooms is tagged Yes / No 1 pt
  11. Leased or rented equipment is marked as not owned by the company Yes / No 1 pt
  12. Equipment owned by contractors and left on site is marked with the contractor's name Yes / No 1 pt
  13. Unused tags are numbered in sequence Yes / No 1 pt
  14. Unused tags are kept locked Yes / No 1 pt
  15. A replaced tag is recorded in the register with the old and new numbers Yes / No 1 pt
  16. The facility manager could state the value above which equipment must be tagged Yes / No 1 pt
  17. Assets sampled for tags Number
  18. Sampled assets with no tag Number
  19. Tagging of the assets sampled Rating
    • All tagged and readable 5 pts
    • A few missing or unreadable tags 3 pts
    • Many assets untagged 1 pt

2. Location accuracy 18 items

  1. 10 assets picked from the register were found at the recorded location Yes / No 1 pt
  2. Assets picked from the register that could not be found Number
  3. 10 assets picked on the floor were found in the register Yes / No 1 pt
  4. Assets picked on the floor that were not in the register Number
  5. The register records the room or area of each asset, not only the site Yes / No 1 pt
  6. The count covers the roof, the mechanical rooms, the receiving area and the exterior yard Yes / No 1 pt
  7. Assets transferred from another site have a transfer record signed by both sites Yes / No 1 pt
  8. Assets sent out for repair are listed with the repair shop and the date sent Yes / No 1 pt
  9. Assets out for repair for more than 60 days have been followed up Yes / No 1 pt
  10. Spare motors, pumps and air conditioning units in storage rooms are in the register Yes / No 1 pt
  11. Equipment lent to another site or to an employee is signed out Yes / No 1 pt
  12. Mobile equipment (lifts, scrubbers, carts) has a marked parking spot Yes / No 1 pt
  13. Mobile equipment was found at its parking spot or in use during the visit Yes / No 1 pt
  14. 5 laptops, tablets, handhelds or radios sampled were produced by the person they are assigned to Yes / No 1 pt
  15. Company vehicles and trailers assigned to the site are present or accounted for in the trip log Yes / No 1 pt
  16. Seasonal equipment (snow blowers, salt spreaders, portable heaters, fans) was found in its off-season storage Yes / No 1 pt
  17. Assets reported missing at the previous count have been investigated Yes / No 1 pt
  18. Accuracy of recorded locations Rating
    • Every sampled asset found where recorded 5 pts
    • 1 or 2 not where recorded 3 pts
    • 3 or more not where recorded 1 pt

3. Condition 18 items

  1. The register carries a condition rating for each asset Yes / No 1 pt
  2. The condition seen on 5 assets sampled agrees with their rating in the register Yes / No 1 pt
  3. Equipment that is out of service carries an out-of-service tag showing the date Yes / No 1 pt
  4. Equipment idle for more than 12 months has been reported for redeployment or disposal Yes / No 1 pt
  5. Equipment stored outdoors is covered or sheltered from the weather Yes / No 1 pt
  6. Spare equipment in storage is kept off the floor Yes / No 1 pt
  7. Open pipe and duct connections on stored spares are capped Yes / No 1 pt
  8. Nameplates are legible on the assets sampled Yes / No 1 pt
  9. Assets still under warranty are flagged in the register Yes / No 1 pt
  10. Damage to an asset from an impact or misuse has an incident record Yes / No 1 pt
  11. Parts taken from one unit to repair another are recorded against both assets Yes / No 1 pt
  12. Batteries of stored mobile equipment are kept charged Yes / No 1 pt
  13. The register shows the installation year of major equipment (chillers, boilers, rooftop units, generators) Yes / No 1 pt
  14. The register shows the planned replacement year of major equipment Yes / No 1 pt
  15. Each rented item on site has an open work order or project that still needs it Yes / No 1 pt
  16. Out-of-service assets on site Number
  17. Rented items on site at the time of the visit Number
  18. Condition of the assets sampled compared with the register Rating
    • Matches the register 5 pts
    • Some assets worse than recorded 3 pts
    • Most assets differ from their rating, or no rating recorded 1 pt

4. Disposals 20 items

  1. A disposal is approved in writing, at the level set by company policy, before the asset leaves the site Yes / No 1 pt
  2. The disposal record states the tag number, the reason, the method and who received the asset Yes / No 1 pt
  3. The last 3 disposals each have an approved disposal record Yes / No 1 pt
  4. Disposed assets were removed from the register in the same accounting period Yes / No 1 pt
  5. The tag of a disposed asset is removed and attached to the disposal record Yes / No 1 pt
  6. The scrap dealer's weigh ticket or receipt is kept for equipment sold as scrap Yes / No 1 pt
  7. Scrap proceeds are paid to the company by check or transfer, not in cash to an employee Yes / No 1 pt
  8. Sales of surplus equipment to employees follow the price and approval rules of company policy Yes / No 1 pt
  9. A donation of equipment has a receipt from the recipient Yes / No 1 pt
  10. Old equipment hauled away by the installing contractor is noted on the work order Yes / No 1 pt
  11. Trade-in credits for replaced equipment appear on the supplier's invoice Yes / No 1 pt
  12. Refrigerant was recovered by a certified technician before refrigeration or cooling equipment was scrapped Yes / No 1 pt
  13. Computers, recorders and other devices holding data were wiped or destroyed before disposal, with a certificate Yes / No 1 pt
  14. Assets awaiting disposal are held in a locked, designated area Yes / No 1 pt
  15. Nothing awaiting disposal was left unattended at the dock or beside the dumpster Yes / No 1 pt
  16. A lost or stolen asset has an incident or police report before it is written off Yes / No 1 pt
  17. Write-offs are approved by someone other than the person who had custody of the asset Yes / No 1 pt
  18. Assets awaiting disposal at the time of the visit Number
  19. Date of the last disposal Date
  20. Control of disposals Rating
    • Approved, documented and removed from the register 5 pts
    • Documented after the fact 3 pts
    • Assets leave without records 1 pt

5. Tools 21 items

  1. The maintenance shop has a written tool inventory Yes / No 1 pt
  2. Power tools are engraved or marked with the company or site name Yes / No 1 pt
  3. The tool crib or tool cabinet is locked when no technician is present Yes / No 1 pt
  4. Shadow boards or cut-out drawer liners show at a glance which tool is missing Yes / No 1 pt
  5. Each technician has signed a list of the tools issued to him or her Yes / No 1 pt
  6. 5 tools sampled from a technician's list were produced Yes / No 1 pt
  7. Shared instruments (thermal camera, refrigerant recovery machine, combustion analyzer, pipe threader) are signed out on a log Yes / No 1 pt
  8. Every entry in the shared tool log for last week shows a return Yes / No 1 pt
  9. Tools carried on service vehicles are listed per vehicle Yes / No 1 pt
  10. Service vehicles are locked with tools out of sight when parked Yes / No 1 pt
  11. A tool leaves the site for personal use only with written permission Yes / No 1 pt
  12. Ladders and lifts are numbered Yes / No 1 pt
  13. Cordless tool batteries and chargers are included in the count Yes / No 1 pt
  14. Measuring instruments carry a calibration label showing the due date Yes / No 1 pt
  15. Copper fittings, wire, lamps and filters are kept in a locked storeroom Yes / No 1 pt
  16. Refrigerant cylinders are weighed at each use Yes / No 1 pt
  17. Refrigerant use is recorded by cylinder and by job Yes / No 1 pt
  18. A replacement tool is bought only when the broken one is turned in Yes / No 1 pt
  19. Departing technicians return their tools against the signed list Yes / No 1 pt
  20. Tools on the inventory that could not be found Number
  21. Control of tools Rating
    • Listed, marked and locked up 5 pts
    • Listed, but some tools unmarked or left unlocked 3 pts
    • No tool list, or listed tools missing 1 pt

6. Records 19 items

  1. The asset register is kept in the company's maintenance or fixed asset system, not in a personal spreadsheet Yes / No 1 pt
  2. Register entries show the purchase date, cost, supplier and serial number Yes / No 1 pt
  3. A full physical count is carried out on the company schedule Yes / No 1 pt
  4. Date of the last full physical count Date
  5. The count is performed or verified by someone other than the person who has custody of the assets Yes / No 1 pt
  6. Signed count sheets of the last count are on file Yes / No 1 pt
  7. Each variance found at the last count has a written explanation Yes / No 1 pt
  8. Adjustments to the register after the count were approved by a manager Yes / No 1 pt
  9. The register is reconciled with the fixed asset ledger of the finance department on the company schedule Yes / No 1 pt
  10. 3 equipment invoices from the last quarter can be traced to entries in the register Yes / No 1 pt
  11. Only named persons can add, change or delete assets in the register Yes / No 1 pt
  12. Photos of high-value assets are attached to their register entries Yes / No 1 pt
  13. Warranty documents can be found for 3 assets sampled Yes / No 1 pt
  14. Findings of the previous asset audit have been closed Yes / No 1 pt
  15. Assets in the register for this site Number
  16. Name of the asset custodian Short text
  17. Name of the facility manager Short text
  18. Overall control of assets and tools Rating
    • Register and floor agree, with disposals and tools documented 5 pts
    • Some variances, each explained or under investigation 3 pts
    • Assets or tools missing with no explanation 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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