06/11/2026 by Cameron Clarke
Companies that are dedicated to achieving optimal maintenance levels and avoiding errors must establish a detailed process for lubrication.
However, writing and standardising all aspects of lubricant use onsite can transform the basic maintenance process into accurate reliability management, allowing businesses to reap multiple rewards. These include ensuring safety and compliance, preventing equipment failure and lowering operating costs.
In this article, we offer a practical guide for those in charge of maintenance onsite that want to create a clear lubrication procedure for the production equipment and industrial machinery in their care.
What is a lubrication procedure?
The term ‘lubrication procedure’ refers to a step-by-step guideline that states how, when and what materials are required to apply lubricants like oil, fluid or grease to.
The procedure is structured around making the right choices in five key areas: the right lubricant to use, the right place to use it, the right amount to use, the right way to apply it and the right time to apply it.
Why is a lubrication procedure important?
Establishing a lubrication procedure is the best way to avoid errors in the process. It can reduce mistakes like using the wrong product and lubrication points being missed. It also decreases the chance of over- and under-lubrication occurring.
Overall, it promotes consistent maintenance while protecting equipment from damage and downtime at the expense of productivity and profitability.
Writing a lubrication procedure
To write a lubrication procedure for a specific piece of machinery onsite, identify the component and the precise lubrication point that the procedure applies to.
Record the right lubricant to use. This is typically the precise lubricant specified by the original equipment manufacturer (OEM) or an adjusted selection that meets unique operating conditions.
Whether the recommended product is a hydraulic oil from Total or a grease from Morris, that is the lubricant that must be used. List the product name, the type of lubricant and its viscosity grade. If there is a relevant specification, note this down as well.
Next, add how much lubricant must be applied to the procedure. Providing a calculated weight or volume will ensure maintenance teams avoid over- or under-lubrication.
The right lubrication frequency should be listed afterwards and should follow the planned maintenance schedule. Intervals can be stated in weeks, days or hours, as required.
Exact information should be included on how the lubricant must be applied, regardless of whether the oil is delivered automatically or added using a specific tool.
The lubricant procedure should also include preparation steps if required, like cleaning fill points and their surrounding areas before grease or oils are applied.
Safety steps should also be listed if they require completion before work starts.
Maintenance guidance can be provided too that requests operators check for signs of leaks, contamination, excessive consumption or an unusual lubricant condition.
Accountability and actions
When machinery is lubricated, the designated individual performing the work should be clearly recorded. If they observe issues, these should be acted on immediately.
The lubricant procedure should be proactively managed. This means that procedures will require review when changes occur, like using a new lubricant or when there is an alteration in operating conditions or to the machinery itself.
Keeping procedures clear and simple to follow is essential. You should never depend on members of the maintenance team to remember the right product process. All information they require to complete their task should be stated in the lubrication procedure.
Your lubrication procedure checklist
When you complete a lubrication procedure for a piece of equipment, make sure it covers these key points before moving on to the next.
The procedure should state the machine and its components requiring lubrication, and the right point to apply it. It should also state the correct lubricant and the quantity to use.
Lubrication frequency should follow, alongside the application method. Any pre-lubrication preparation like cleaning should be stated along with specific safety requirements.
Issues to inspect for should also be added. The person responsible for carrying out work must be listed, and any maintenance record requirement listed for them.
By putting procedures in place, you can safely optimise lubrication onsite.
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