These are non-intrusive checks performed while the pump is running.
| Check Item | What to Look For | Why it Matters | | :--- | :--- | :--- | | Discharge Pressure | Compare to rated performance curve. | Drops indicate wear or impeller issues. | | Leakage | Inspect mechanical seal or packing for excessive drip. | Packing needs slight drip for lubrication; seals should be dry. | | Noise | Listen for cavitation (marble-like sound) or rattling. | Cavitation destroys impellers rapidly. | | Vibration | Use a vibration pen or sensor. | Early warning of misalignment or bearing failure. | | Motor Amps | Compare to nameplate rating. | High amps suggest the pump is working too hard (blockage). |
Hot pumps (e.g., boiler feed pumps, hot oil pumps, condensate pumps) face unique issues:
A standard PM checklist must be adapted for hot service.
Non-intrusive checks performed while the pump is off or running. pump preventive maintenance checklist excel hot
Create columns in Excel with these headers:
| Frequency | Component | Action Item | Acceptable Criteria | Hot-Service Note | |-----------|-----------|-------------|----------------------|-------------------| | Daily | Bearing housing | Check temp (thermometer or IR gun) | <180°F (82°C) for oil; <200°F for grease | Log trend; sudden rise = failure warning | | Daily | Mechanical seal | Check for leakage | <5 drops/min from drain port | More leakage = seal faces warped from heat | | Daily | Casing | Listen for cavitation/rumbling | Smooth sound | High temp reduces NPSH – check suction pressure | | Weekly | Lubrication | Check oil level & color | Clear, no milky/black | Hot pumps need synthetic oil if >200°F | | Weekly | Coupling alignment | Thermal alignment check (when hot) | Within 0.002" parallel, 0.001" angular | Align at operating temp, not cold | | Monthly | Jacketed stuffing box | Verify cooling flow | Flow visible in sight glass or temp <150°F | Critical for hot pumps | | Monthly | Vibration | Measure at DE & NDE | <0.2 in/s RMS (ISO 10816-3) | Increase frequency if hot service | | Quarterly | Flush piping | Check for coking / scale | No blockage in flush line | Common in hot oil pumps | | Annually | Internal clearances | Measure wear rings | Within pump manual spec | Heat accelerates wear |
You don't need to start from scratch. Here is a raw table you can copy/paste into Excel right now:
| Date | Time | Pump ID | Hot Status (Y/N) | Suction (psi) | Discharge (psi) | Diff Press | Motor Amps | Casing Temp (°F) | Vibration | Action Required | | :--- | :--- | :--- | :--- | :--- | :--- | :--- | :--- | :--- | :--- | :--- | | 4/19/2026 | 08:00 | P-101 | Y | 22 | 110 | 88 | 48 | 165 | Smooth | OK | | 4/19/2026 | 14:00 | P-101 | Y | 21 | 95 | 74 | 52 | 210 | Rough | Check Impeller | These are non-intrusive checks performed while the pump
Pro Tip: Use Excel's Conditional Formatting (Home Tab > Styles).
This is your operator’s go-to sheet. Print it or use a tablet. Every cell should be a checkbox or a data entry field.
| Time | Pump Tag | Task | Hot-Specific Note | OK (1) | Fail (0) | Temp Reading | | :--- | :--- | :--- | :--- | :--- | :--- | :--- | | 07:00 | P-101 | Bearing Housing Temp | Max 180°F for grease; 200°F for oil | ☐ | ☐ | 172°F | | 07:00 | P-101 | Mechanical Seal Flush | Is the flush cool? Hot flush = seal failure imminent | ☐ | ☐ | 210°F | | 07:00 | P-101 | Stuffing Box Leakage | Hot fluid should drip at 10-20 drops/min; steam flashing? | ☐ | ☐ | N/A | | 07:00 | P-101 | Casing Condensate | Steam tracing on? Cold spots indicate plugging | ☐ | ☐ | N/A | | 07:00 | P-101 | Baseplate Contact | Listen for "ticking" - thermal expansion scraping | ☐ | ☐ | N/A |
Pro Tip for Excel: Use Data Validation (Data > Data Validation > List) for the "OK/Fail" column so operators just click a dropdown (Yes/No). Add a column for "Notes" to log unusual noises (e.g., "Loud rattling after 2 hours of hot run"). A standard PM checklist must be adapted for hot service
Dropdown for Frequency (Data Validation → List):
Daily, Weekly, Monthly, Quarterly, Annually
You might be thinking, "Shouldn't we use a CMMS (Computerized Maintenance Management System)?"
Yes, eventually. But for 80% of mid-sized plants, Excel remains the "hottest" tool because:
A "Hot" Excel sheet isn't static. It actively processes the data you input during the walkaround.