Templates

Generator preventive maintenance checklist

In short

This standby diesel generator preventive maintenance checklist walks a competent person through fuel and fuel quality, oil, coolant and filters, the battery and charger, a load or exercise run, the automatic transfer switch, the exhaust and cooling, and the controls and alarms, then logging the result. Electrical work and transfer-switch testing must be done by a licensed person. Run it as an inspection template in Cohiva Control and a failed item raises a work order automatically, with versioned, immutable records. Follow the manufacturer's instructions for intervals and settings.

Generator preventive maintenance checklist

A standby generator earns its keep on the one day a year the power fails, which is exactly when you cannot afford it to refuse to start. The usual culprits are mundane: a flat battery, stale or contaminated fuel, low coolant, a transfer switch that has never been exercised. This standby diesel generator preventive maintenance checklist gives a competent person a sensible order to work through, and shows how to run it inside Cohiva Control so the result is recorded and any failure becomes a tracked job before it matters.

Treat the items as practical guidance. Intervals, oil and coolant specifications and exercise settings must follow the manufacturer’s instructions and any applicable standards. Electrical work, including the automatic transfer switch, must be carried out by a licensed person, and fuel storage carries its own requirements.

Before you start

  • Confirm the type of exercise, no-load or on-load, and that an on-load test is acceptable to the building.
  • Confirm safe access and that you can isolate where required; apply your site’s lockout procedure for any work on the set.
  • Open the asset record in Cohiva Control and confirm you are working on the right generator.
  • Review any faults, failed starts or alarms reported since the last visit.

Check the fuel system

Fuel problems are a leading cause of failed starts.

  • Check the fuel level and confirm the day tank and bulk supply are adequate.
  • Inspect fuel lines, the tank and connections for leaks and contamination.
  • Check the fuel filter and water separator; drain water where fitted.
  • Note fuel age and condition; stale or contaminated fuel is a common standby-set fault.

Check oil, coolant and filters

  • Check the oil level and condition against the dipstick and the manufacturer’s spec.
  • Check the coolant level, condition and any antifreeze or inhibitor concentration.
  • Inspect the air filter and replace or clean as required.
  • Inspect belts and hoses for wear, cracking and tension.

Check the battery and charger

  • Check the starting battery terminals are clean and tight, and the battery is secure.
  • Confirm the battery charger is operating and holding the battery charged.
  • Check the battery condition and electrolyte where the type allows.

Run the exercise

  • Start the set and confirm it cranks and starts within the expected time.
  • Listen and look for unusual noise, smoke or vibration as it runs.
  • Watch gauges and the controller for oil pressure, temperature, voltage and frequency settling correctly.
  • For an on-load test, confirm the load transfers and the set carries it; this and the transfer switch are licensed-person tasks.

Check exhaust, cooling and controls

  • Inspect the exhaust system for leaks, corrosion and secure fixing, and confirm it is clear.
  • Check the radiator, louvres and cooling airflow are unobstructed.
  • Confirm the controller, alarms and any remote signalling work, and clear any logged faults.
  • Confirm the set is returned to automatic standby after the test.

Log and close out

  • Mark each item pass or fail in the inspection.
  • Attach photos of leaks, corrosion or worn parts.
  • Record run hours, fuel level and any gauge values you track.
  • Confirm the generator is back in automatic standby and the area is clear.

In Cohiva Control, a failed item can raise a work order automatically, so a flat battery or low coolant becomes a scheduled repair with the evidence attached, well before an outage tests the set for real. Inspection records are versioned and immutable once submitted, giving you a clear history per generator. Build the checklist once as an inspection template and put it on a preventive maintenance schedule; use the contractor compliance gate for the licensed electrical work, and see how inspections and audits work.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

Frequently asked questions

How often should a standby generator be tested?
Follow the manufacturer's schedule and any applicable standards. Many sites run a regular no-load or on-load exercise to confirm the set starts and runs, plus a periodic fuller service. Confirm the right interval for your set and its duty.
Who can work on the generator and transfer switch?
Electrical work, including the automatic transfer switch and any connection work, must be carried out by a licensed person. Checking oil, coolant, fuel and visual condition, and observing an exercise run, suit a competent maintenance technician under proper isolation where required.
Can I schedule this checklist automatically?
Yes. Build it as an inspection template on a preventive maintenance schedule in Cohiva Control and it generates work orders on a time or meter interval, with PM compliance tracked against the schedule.
What happens if a check fails?
A failed item can raise a work order automatically, so a flat battery or low coolant becomes a tracked repair before the set is needed in an outage. The inspection record is versioned and immutable once submitted.
Does following this make my site compliant?
No. It supports your own inspection regime and keeps a clear record. Confirm your obligations, the correct intervals and any fuel-storage requirements against the manufacturer's instructions and any applicable standards.