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Vehicle Maintenance Schedule

Well-maintained vehicles break down less, handle better and fail less dangerously. A written schedule built from each machine's manual keeps routine checks from slipping.

Why does a maintenance schedule matter?

Brakes, steering, tires, lights and hitch parts all wear out. A schedule makes sure that wear is caught before it causes a failure on the road or in the field.

It also helps you plan around busy seasons, so repairs happen before the pressure is on.

Maintenance also protects your investment and your insurance position. An organized record can help show that you took reasonable care, though you should ask your insurer what they expect.

• Fewer breakdowns on the road
• Better handling and braking
• Repairs planned outside the busy season

Where do I get the right intervals?

The operator's manual for each machine lists service intervals and tasks. Those, not general advice, should set your schedule. If you lost a manual, ask the manufacturer or dealer for a copy.

Do not rely on memory or a neighbor's habits for intervals, since they differ between machines and conditions.

Dealers and manufacturers often publish service guides and training videos. Use the official ones, and be careful with advice from forums that may not match your model or conditions.

• Operator manual for each machine
• Manufacturer or dealer for lost manuals
• Extension office for training

What should be checked daily?

Walk around the machine before use. Look for leaks, loose or damaged parts, tire condition and obvious wear. Check lights, brakes, steering, mirrors and the emblem. Check fluids as the manual describes.

Report and fix problems before using the machine. A small defect can quickly become a big one.

Teach every driver what to look for, and give them a simple way to report a problem, such as a tag on the key or a note on the cab door. A machine with a known defect should be taken out of service until it is fixed.

• Tires and wheel fasteners
• Brakes and steering
• Lights, mirrors and emblem
• Leaks, fluids and guards
• Hitch and towed unit connections
• Anything that looks loose, worn or damaged

What belongs in the seasonal and annual checks?

Before each busy season, schedule a thorough inspection and service by someone qualified. Include brakes, steering, hydraulics, electrical systems, cooling, and safety devices such as guards and shields.

After the season, clean machines, store them properly and note repairs for next year.

Safety devices such as guards, shields, seat belts, rollover protection and lights deserve a check at each service. Replace any that are missing or damaged, and never remove them to save time.

• Brakes, steering and hydraulics
• Electrical and cooling systems
• Guards, shields and seat belts
• Rollover protection where fitted

How do I keep records?

Use a notebook, a spreadsheet or a simple log in each cab. Record dates, hours, tasks, parts and who did the work. Records show patterns and help you spot a part that keeps failing.

Keep copies of receipts and manuals together so they are easy to find.

Review your records at the end of each year. Patterns such as repeated brake or tire problems tell you where to focus money and attention.

• Date and hours of each service
• Tasks done and parts used
• Who did the work
• Problems found and fixed

Who should do the work?

Do routine checks yourself if you have the skill and the manual. For brakes, steering, hydraulics and anything complex, use a qualified mechanic or dealer. Never work under a machine that is not properly supported, and lock out power before servicing.

Use training from your extension office or dealer to learn what you can safely do yourself.

Before servicing, shut down and secure the machine as the manual describes, and take steps to prevent accidental starting. Ask your dealer or extension office for training on lockout practices.

• Qualified mechanic for brakes, steering and hydraulics
• Properly supported machine and lockout before service
• Training from the dealer or extension

How do I make it a habit?

Pick a regular day for checks and assign responsibility. Involve the crew, and make it easy to report problems without blame.

Review the schedule each year, and update it when you buy new equipment or change how a machine is used.

• Pick a regular check day
• Assign a responsible person
• Make reporting easy and blame free
• Review the schedule every year
• Involve the whole crew in the routine
• Update the plan when you add new equipment

Last reviewed: November 12, 2026. Written by the Farm Safety Editorial Team. See our editorial policy.