# GMP Equipment Use and Cleaning Log Template (Excel) > Source: https://netray.co/tools/gmp-equipment-use-and-cleaning-log-template > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer An editable equipment log that tracks product, batch, operation, cleaning, verification and the clean hold time left for each use. ## Category maintenance ## Industry Pharma and Life Sciences ## Audience - Production operator - Quality assurance - Validation engineer ## Tool **Kind:** worksheet **Mode:** editable **Columns:** #### Equipment ID **Key:** equip **Type:** text #### Product **Key:** product **Type:** text #### Batch no. **Key:** batch **Type:** text #### Operation **Key:** operation **Type:** select **Options:** - Blending - Granulation - Drying - Compression - Coating - Filling - Sampling - Other #### Use start **Key:** start **Type:** date #### Run time (h) **Key:** hours **Type:** number **Format:** decimal #### Cleaning type **Key:** clean_type **Type:** select **Options:** - Minor (same product) - Major (changeover) - Not cleaned #### Cleaned on **Key:** clean_done **Type:** date #### Validated clean hold (days) **Key:** hold_days **Type:** number **Format:** integer #### Days since clean **Key:** elapsed **Type:** number **Format:** integer #### Hold days remaining **Key:** remain **Type:** number **Expr:** hold_days - elapsed **Format:** integer #### Operator initials **Key:** by **Type:** text **Rows:** #### Metformin 500 mg **Equip:** BL-02 Blender 600 L **Batch:** B26-1042 **Operation:** Blending **Start:** 2026-10-12 **Hours:** 0.5 **Clean type:** Major (changeover) **Clean done:** 2026-10-12 **Hold days:** 7 **Elapsed:** 2 **By:** RK #### Metformin 500 mg **Equip:** CP-03 Rotary press **Batch:** B26-1042 **Operation:** Compression **Start:** 2026-10-13 **Hours:** 9.5 **Clean type:** Major (changeover) **Clean done:** 2026-10-14 **Hold days:** 5 **Elapsed:** 1 **By:** SM #### Metformin 500 mg **Equip:** CT-01 Coating pan **Batch:** B26-1042 **Operation:** Coating **Start:** 2026-10-15 **Hours:** 6 **Clean type:** Minor (same product) **Clean done:** 2026-10-15 **Hold days:** 3 **Elapsed:** 0 **By:** AD #### Atorvastatin 20 mg **Equip:** FBD-01 Fluid bed dryer **Batch:** B26-1051 **Operation:** Drying **Start:** 2026-10-16 **Hours:** 2.25 **Clean type:** Major (changeover) **Clean done:** 2026-10-17 **Hold days:** 5 **Elapsed:** 3 **By:** PT #### Atorvastatin 20 mg **Equip:** BL-02 Blender 600 L **Batch:** B26-1051 **Operation:** Blending **Start:** 2026-10-18 **Hours:** 0.75 **Clean type:** Not cleaned **Hold days:** 7 **Elapsed:** 0 **By:** RK **Totals:** #### Total run time (h) **Key:** hours **Agg:** sum **Format:** decimal #### Shortest clean hold remaining (days) **Key:** remain **Agg:** min **Format:** integer **Summary:** #### Average run time per use (h) **Key:** avg_run **Expr:** sum_hours / count **Format:** decimal **Notes:** Enter days since clean from the equipment status label. A negative hold remaining means the validated clean hold time has expired and the item must be re-cleaned before use. Logs are GMP records: in the real log do not delete lines, strike through with date and initials. ## Content **Intro:** An equipment log records every use and cleaning of a piece of process equipment, so the state of the equipment is always known. This worksheet adds a hold-time check: it subtracts days since cleaning from the validated clean hold time so you can see what has expired. **Sections:** #### How to use the worksheet **Body:** Add one row per use. Enter the equipment ID exactly as on the asset register, the product and batch, the operation, run time, cleaning type and date, the validated clean hold time and the days elapsed. The remaining days column calculates automatically. Export to Excel to print the log, share it with QA, or load it into a CMMS or MES. Keep the template under document control once your site adopts the format. **Bullets:** - One line per use, in time order - Reference the batch number so the log ties to the batch record - Record every cleaning, including minor cleans - Record status changes: clean, in use, dirty, under maintenance #### Why GMP expects the log **Body:** FDA 21 CFR 211.182 requires a cleaning and use log for major equipment showing the date, time, product and lot of each batch processed. EU GMP Chapter 4 and Annex 15 expect equipment status and cleaning to be traceable. The log lets an investigator reconstruct which product was last made on a vessel, which supports cross-contamination assessment during a deviation or recall. #### Reading clean hold time **Body:** Clean hold time is the period for which equipment remains in a validated clean state before use, set during cleaning validation. If the hold limit is five days and the equipment was cleaned seven days ago, it is out of validated state and must be re-cleaned or justified by a deviation. The same logic applies to dirty hold time, the interval between end of use and start of cleaning, which you can track in a further column. #### Common mistakes and system notes **Body:** Typical findings are missing entries between batches, undocumented minor cleans, logs not matching batch records, and use of equipment past its calibration or preventive maintenance due date. In SAP PM, Oracle EAM or Epicor, link the functional location or asset to the equipment ID used here. If a paper log is converted to an electronic one, apply the Part 11 controls for audit trail and signatures. **Cta:** Netray can help pull equipment usage from MES or ERP data and flag expired clean hold times automatically. This worksheet is complete and free on its own. **Faq:** #### What must an equipment log contain? **Answer:** At minimum the equipment ID, product, batch number, date and time of use, operation, cleaning date and method, the person who performed and checked the cleaning, and status. Many sites add calibration and maintenance references. #### What is clean hold time? **Answer:** It is the validated maximum time between completion of cleaning and the next use, during which equipment stays clean under defined storage conditions. It is established in cleaning validation by testing residue and bioburden at the end of the hold. #### Do I need a log for every piece of equipment? **Answer:** Major process equipment needs a use and cleaning log. Smaller items may be controlled through a room log or batch record, depending on risk and your quality system. Document the rationale in the SOP. #### Can the log be electronic? **Answer:** Yes, if the system meets 21 CFR Part 11 and EU Annex 11 expectations: unique user identification, secure time-stamped audit trails, controlled access and validated operation. A spreadsheet alone typically does not. ## Search terms equipment log template, equipment usage log pharma, equipment cleaning log GMP, equipment logbook format, clean hold time tracking, equipment use and cleaning record, GMP logbook template excel, equipment status label log --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json