Equipment Installation and Commissioning Report Template
New equipment often reaches production with the paperwork half done: no asset record, no PM schedule, no spare parts, and punch items nobody owns. This commissioning report template records what was installed, what was tested and what is still open, and ends with a handover to maintenance.
Fill in
Equipment Installation and Commissioning Report Template
Commissioning Report
Company: Acme Precision Ltd Equipment: 5-axis machining center VMC-12 Asset ID: EQ-100482 Supplier: Example Machine Tools GmbH Serial: SN-55810 Location: Cell 4, Bay B Period: 2026-10-12 to 2026-10-16 Result: Accepted with punch items
Installation checks
| Check | Result | Notes |
|---|---|---|
| Foundation, leveling and anchoring | Pass / Fail | |
| Electrical supply, grounding and phase rotation | Pass / Fail | |
| Air, coolant and hydraulic connections leak-free | Pass / Fail | |
| Guards, interlocks and emergency stops tested | Pass / Fail | |
| Lubrication filled with specified grades | Pass / Fail | |
| Documentation and spare parts list received | Pass / Fail |
Run test summary
8-hour dry run and 4-hour cut test on aluminium proof part. Spindle warm-up cycle completed. Positioning repeatability measured within OEM spec.
Open punch items
1. Coolant tank level sensor reads high, supplier to replace. 2. Operator manual page set missing, supplier to send.
Handover to maintenance
| Item | Done | Responsible |
|---|---|---|
| Asset created in ERP / CMMS with class and criticality | Yes / No | |
| PM schedule and job plans loaded | Yes / No | |
| Critical spares identified and stocked | Yes / No | |
| Operators and technicians trained | Yes / No |
This is a starting point. Add the OEM's own factory and site acceptance test criteria, and any regulatory checks that apply to your equipment type.
New asset intake review
Get a plain review of how new equipment should flow into your ERP maintenance records.
Optional. The tool and every export work without this. No spam.
How to use the commissioning report
Complete the equipment block when the machine arrives, then work through the installation checks while the supplier is on site. Record the run test honestly, including partial passes, and list every open punch item with an owner. Export the report to PDF and attach it to the asset record. Acceptance with punch items is a normal outcome, but it should be explicit so the open work is tracked to closure.
Installation and acceptance tests
Commissioning typically has three layers: installation checks (is it built and connected correctly), functional tests (do safeties and sequences work), and performance tests (does it make good parts at rate). The OEM's factory acceptance and site acceptance test documents define the technical criteria; use this report to prove they were met on your floor. For machinery sold in the EU, the CE conformity file and operator documentation should arrive with the machine.
- Verify safety circuits before any production run
- Compare measured performance to the purchase specification
- Keep test part measurements with the report
- Photograph nameplates and key connections
Handing the asset to maintenance
The handover block is what stops new equipment from becoming unmanaged. Create the asset in your ERP or CMMS with its class, location and criticality; load the PM schedule and job plans; identify critical spares from the OEM recommended list; and train the people who will operate and fix it. In SAP PM this means the equipment master, a maintenance plan and a maintenance BOM; other systems use similar records.
Common mistakes
The most common errors are signing acceptance before safety interlocks are tested, leaving punch items without a date, and forgetting that warranty starts on a defined event. Confirm in the purchase contract whether warranty runs from delivery, installation or acceptance, and record the date here.
Frequently Asked Questions
What is the difference between FAT and SAT?
A factory acceptance test is run at the supplier's site before shipment, and a site acceptance test is run after installation at your plant. The commissioning report generally captures the site tests and records whether the FAT findings were closed.
Who should sign the commissioning report?
At minimum the supplier representative, the project or installing engineer, the maintenance manager and the production owner. Signatures confirm both technical completion and acceptance of ownership by the people who will run and maintain it.
Can equipment be accepted with open punch items?
Yes, if the items do not affect safety or the ability to produce, and each has an owner and a due date. Contracts often hold back a payment until punch items close. Use the accepted with punch items result to make this explicit.
When does warranty start?
It depends on the contract. Some start at delivery, some at installation and some at final acceptance. Check the purchase order and record the date here, because it determines how long the supplier carries cost for early failures.
If your new assets are not reaching your ERP maintenance records until months after installation, we can help build a clean intake process for equipment, plans and spares.
Related Tools
Maintenance Job Plan Template
Write a repeatable job plan with steps, craft hours, parts, tools, permits and acceptance checks, ready to attach to a PM or work order.
Maintenance & ReliabilityLubrication Route and Schedule Worksheet
Build a lubrication schedule by point: lubricant, method, grams per shot, shots and frequency, with annual consumption calculated per row.
Maintenance & ReliabilityMaintenance Technician Skills Matrix Worksheet
Rate technicians on mechanical, electrical, PLC, hydraulics, welding and lubrication skills and find coverage gaps by shift and by skill.
SAPSAP Equipment Master Data Template
Collect the data needed to create an equipment master record in SAP PM and export it as a clean data sheet.
More Maintenance & Reliability tools
See all- MTBF and MTTR Worksheet
- TPM Autonomous Maintenance CIL Standard Template
- TPM Autonomous Maintenance Standard Template
- TPM Pillars and Autonomous Maintenance 7 Steps Reference
- Preventive Maintenance Schedule Template
- Maintenance Work Order Template
- Inherent vs Operational Availability Calculator (MTBF, MTTR)
- Spare Parts Criticality Scoring Worksheet
- Maintenance Backlog Calculator (Weeks of Work and Crew Size)