Annual Equipment Review Checklist

A yearly review turns small issues into scheduled repairs. Pick a slow season, walk through every machine and write down what you find.

Key points

Schedule the review in a slow season and put it on the calendar.
Check safety devices, brakes and steering first, and tag out broken machines.
Inspect implements and update your records, photos and insurance.
Sort findings by urgency and order parts and repairs early.

When should you do the annual equipment review?

Choose a slow time, often late fall or winter, so repairs and parts orders happen before the busy season. Some operations do two reviews, one before spring work and one before harvest or haying.

Set a date on the calendar and block time. A review that is not scheduled usually does not happen.

Before you start, gather your service log, manuals and a notebook. Bring a flashlight, grease gun, rags, tire gauge and the tools to check hardware, so you do not stop every few minutes to look for something.

What safety items should you check first?

Check ROPS and the seat belt, PTO shields and driveline guards, start and seat interlocks, lights, reflectors, slow-moving vehicle emblems and horns where fitted. Look for missing decals and replace them. Test brakes and steering for play and response.

Never bypass a safety device. If something is broken, mark the machine out of service until it is fixed.

Take a minute to check the area around each machine as well, such as the shop floor, fire extinguisher, first aid kit and fuel storage. The review is a good time to confirm that these are in order.

ROPS, seat belt and shields
Interlocks and lights
Brakes and steering
Decals and emblems

What mechanical items belong on the checklist?

Check fluid levels and condition, filters, belts, hoses, battery and terminals, coolant, tires and wheels, and the cooling fins. Grease all points listed in the manual and look for leaks. Use the fluids and intervals the manufacturer specifies.

Never check hydraulic leaks with your hands. Use cardboard or wood and call a qualified mechanic for high-pressure problems.

Record the hour meter reading at the end of each review, and note any noises, vibrations or odd smells you found. These notes help your mechanic and show how a machine changes from year to year.

How do you review implements and attachments?

Inspect hitch pins, lift links, three-point connections, cutting edges, blades, tines, drivelines, gearboxes and hydraulic hoses. Replace worn parts before they fail in the field. Check that quick-attach systems lock positively.

Note which implements you used least. They may be candidates for sale, sharing or hiring out.

If an implement was stored outdoors, check for rodents, rust and seized pivots. Turn driveline joints by hand where it is safe, and make sure shields move and return as designed.

What records and paperwork should you update?

Update your service log, hours, parts used and repair costs. Check that you have manuals, serial numbers and titles in one place. Take photos of each machine for insurance records.

Review insurance coverage with your agent, especially after buying, selling or adding attachments. Ask about changes in value.

Test the horn, backup alarm and warning lights where fitted, and make sure the operator's manual is in its holder. Replace any decal that is faded or torn so it can still be read.

How do you set priorities and a budget?

Sort findings into three groups: safety and urgent, needed before the season and nice to have. Get quotes for the big items and order parts early. Tie the results to your replacement plan.

If a machine keeps costing more than it is worth, consider whether it is time to replace it. Talk to your lender or accountant about timing and options.

Photograph the hour meter on each machine at review time. Matching the photos to the service log makes warranty, insurance and resale questions easier to answer.

Who can help with the review?

A dealer service department or qualified mechanic can inspect brakes, steering, hydraulics and engines, and many offer pre-season service. Your extension office and safety organizations offer checklists and training.

Reviewing with a partner or employee helps. A second set of eyes often catches loose parts and leaks.

Mark priority repairs on a calendar with a target date. A repair that has a date is more likely to be done than one that stays on a list.

When to get help: Call the dealer service department or a qualified mechanic for brakes, steering, hydraulics and engine concerns found during your review, and talk to your insurance agent about coverage updates. Follow the operator's manual for intervals and fluids.

Sources and further reading

Organization homepages are linked so you can search them for current guidance on this topic.

More in Ownership, Business & Reviews

← Building an Equipment Replacement Plan