Condition Monitoring Finding and Recommendation Report Template
A good finding report lets a planner act without a phone call. This template captures the asset, technique, readings, diagnosis, severity and recommended action in a one-page format that exports to PDF or Word.
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Condition Monitoring Finding and Recommendation Report Template
Condition Monitoring Finding Report
Company: Acme Precision Ltd Report number: CM-2026-0142 Date: 2026-10-19 Analyst: R. Singh
Asset
Tag: PMP-0117 Description: Cooling water circulation pump, 37 kW Technique: Vibration analysis Severity: Plan repair
Measurements
Drive end bearing, horizontal: 5.2 mm/s RMS (alert 4.5, danger 7.1). Previous survey 3.4 mm/s. Envelope spectrum shows peak at 3.1x running speed with harmonics.
Diagnosis
Outer race defect on the drive end bearing, consistent with BPFO. Alignment readings are within tolerance.
Recommended action
Replace the drive end bearing at the next planned window within 3 weeks. Check lubricant and seal condition on removal. Re-survey after the repair.
Follow up
| Item | Owner | Due date | Status |
|---|---|---|---|
| Raise work request in CMMS or ERP | Planner | ||
| Order parts and book window | Planner | ||
| Repair and record findings on opening | Maintenance | ||
| Post-repair survey | Analyst |
Approvals
Keep the report to one page and one asset. Include the previous reading and the limit so the reader can see the trend. Severity wording should match your site scale.
Send findings straight to your maintenance system
Optional: we can look at how reports could create draft work requests in your ERP or CMMS for planner approval.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the fields after each survey finding that needs action. Put the reading, the alarm limits and the previous reading in the measurements field so the trend is visible. State the diagnosis plainly and give the evidence, such as the frequency matched to a bearing defect. Choose a severity from the list, and write the recommended action with a time frame. Export the document and attach it to the work request.
- One asset per report
- Show current reading, limit and last reading
- State the evidence for the diagnosis
- Give a time frame for action, not just a severity
What a useful report contains
Planners need to know which asset, how urgent, what is likely wrong, which parts and skills to prepare, and how long they have. Operations needs to know whether to change loading or speed meanwhile. The follow-up table makes the owners explicit, and the sign-off lines create a record that the finding was reviewed. Keep technical detail such as spectra as attachments, not in the body.
Worked example
The defaults show a cooling water pump with a drive end bearing reading of 5.2 mm/s, up from 3.4 mm/s on the previous survey, with an envelope peak consistent with an outer race defect. The report recommends bearing replacement within three weeks and a post-repair survey. A planner can order the bearing, schedule the work in a planned window, and note on the work order that the finding needs confirmation when the bearing is removed.
Common mistakes
Sending only a severity color with no reasoning, mixing several assets in one report, omitting the previous reading, and failing to record what was found on opening are the common problems. The last one matters most: without feedback, you cannot calibrate your diagnoses.
Frequently Asked Questions
What severity scale should I use?
Use a scale that matches your planning process, for example Normal, Monitor, Plan repair, Repair soon and Urgent, each tied to a time frame. Consistency matters more than the exact wording.
How long should a finding report be?
One page per asset is a good target. Include only the evidence needed to justify the call and attach plots or spectra separately.
Who should sign the report?
The analyst who made the call, the reliability engineer who reviews it, and the planner who accepts the action. Sites with a formal change process may add an operations representative.
Should I report normal results too?
Keep a survey summary for normal results, but reserve individual finding reports for assets that need action or closer watch. Too many reports hide the important ones.
If you would like findings like this to create draft work requests in your ERP or CMMS for planner approval, we can scope that with you. Ask for an expert review.
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