Nonprofit Insurance Program

5 steps to Create a Maintenance Log

By Alexa Connelly
July 15, 2013

When it comes to nonprofit safety, maintenance logs help to serve as a record for all of the maintenance that has been performed around the property.  It provides a means for understanding what needs to be done and when.  Service providers are able to go through the logs and see what problems have erupted in the past to help plan for improvements and expansions in the upcoming months.  Nonprofit safety logs are important to help ensure everything is up-to-date and accurate.  Some of the common things found on maintenance logs are outlined below:


  • All of the electrical connections should be checked to ensure proper working order.
  • Replace any burned out light bulbs and ballasts.
  • Clean the lamps to help make sure they are as bright as they can possibly be.

Energy System

  • Daily monitoring and record-keeping on the use of the system.
  • Maintaining inventory of spare parts.
  • Regular training on the procedures for emergency shutdown.


  • Check for any corrosion on the battery terminals and make sure they are cleaned.
  • Maintain water levels and top off the lead acid batteries.
  • Make sure the batteries are charged regularly, at least once per month.


  • Change oil and filters based on the recommendations of the manufacturer.
  • Conduct minor overhauls of the system at regularly scheduled times.
  • Manage the storage of hazardous materials.


  • Inspect the electrical connections.
  • Replace the inverters every five to seven years.

Depending upon the type of equipment being inspected, the length of time may vary from weekly to monthly.  Once there is a problem identified, you will want to make sure it gets taken care of right away.  Don’t let maintenance go unnoticed around the agency.  Nonprofit safety is important to all of those who take pride in the organization, so take the time to inspect everything on a regular basis.

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