Industrial Lubrication Audit Request Form: Fields That Matter

Overview

An industrial lubrication request should help the reliability provider answer:

The public form should qualify the engagement.

It should not become the lube-point database.

• What kind of plant is this?
• How mature is the current lubrication program?
• How large is the asset base?
• Who executes the work today?
• Where are the biggest reliability gaps?
• Is the buyer asking for an audit, outsourced execution or both?

Field 1: Company and requester

Collect:

Useful roles can include:

• company;
• requester;
• role;
• phone;
• email.
• reliability engineer;
• maintenance manager;
• plant manager;
• lubrication engineer;
• maintenance superintendent;
• operations;
• procurement.

Field 2: Plant location

Ask for:

Multi-site programs may need different commercial scoping.

• plant/site;
• city/state/region;
• number of sites.

Field 3: Industry

Useful choices can include:

• manufacturing;
• food/beverage;
• mining;
• cement;
• steel;
• power;
• pulp/paper;
• automotive;
• chemical/process;
• other.

Field 4: What do you need?

Branch early:

• lubrication audit / baseline review;
• program design;
• outsourced lubrication technicians;
• route/documentation improvement;
• contamination control;
• oil sampling/analysis;
• lubricant consolidation;
• lube-room improvement;
• training;
• automatic lubrication review where offered;
• not sure / assess our program.

Field 5: Plant scale

Ask at a high level:

Do not require exact point counts before the survey.

• number of production lines;
• number of major assets;
• approximate lubrication points;
• small / medium / large site;
• not sure.

Field 6: Current lubrication program maturity

Useful options:

• informal / technician knowledge;
• paper routes;
• spreadsheet routes;
• CMMS routes;
• dedicated lubrication software;
• outsourced program;
• not sure.

Field 7: Who performs lubrication today?

Options:

• operators;
• maintenance technicians;
• dedicated lube technicians;
• contractor;
• mixed model;
• not sure.

Field 8: Main pain points

Allow multiple selections:

• recurring bearing/gearbox failures;
• contamination;
• wrong lubricant / cross-contamination;
• missed routes;
• inconsistent intervals;
• too many lubricant SKUs;
• poor lube-room organization;
• high lubricant consumption;
• poor documentation;
• oil-analysis follow-up gaps;
• understaffing;
• training gaps;
• not sure.

Field 9: Current lubricant count

Optional:

Product consolidation can be useful, but final recommendations require technical review.

• under 10;
• 10–25;
• 26–50;
• 50+;
• not sure.

Field 10: Lubrication-point documentation

Ask whether the plant has:

• complete point list;
• routes;
• photos/tags;
• quantities/intervals;
• procedures;
• partial data;
• no formal record;
• not sure.

Field 11: CMMS / maintenance system

At a high level:

This helps plan integration discussions without turning the form into an IT discovery project.

• CMMS in use;
• ERP maintenance module;
• lubrication software;
• spreadsheets/paper;
• none;
• not sure.

Field 12: Oil analysis

Ask:

Do not ask the public form to interpret lab results.

• routine program exists;
• occasional sampling;
• provider/lab used;
• no oil analysis;
• need setup/help;
• not sure.

Field 13: Contamination-control needs

Useful options:

Final technical scope belongs to the specialist review.

• filtration;
• dehydration;
• varnish;
• reservoir cleaning;
• transfer/storage cleanliness;
• lube room;
• unknown.

Field 14: Outsourced technicians

Ask whether the buyer wants:

IFM and Interflon demonstrate that lubrication can range from advisory to fully outsourced execution.

• audit only;
• program design;
• temporary technician support;
• fully outsourced lubrication;
• shared/in-house model;
• not sure.

Field 15: Timing

Collect:

• desired audit date;
• shutdown/turnaround window;
• contract renewal date;
• budgeting deadline;
• urgent reliability concern;
• flexible.

Field 16: Supporting files

Useful files can include:

Use an approved secure path for sensitive plant data.

• current lubricant list;
• route spreadsheet;
• equipment list;
• sample report;
• plant map;
• RFP;
• current procedure.

Field 17: Notes

Prompt:

Describe your plant, current lubrication program, biggest reliability gaps and whether you want an audit, program redesign, technician support or another service.

What the form should not decide

Do not automatically calculate:

Those belong to qualified reliability review.

• lubricant assignment;
• grease quantity;
• oil-change interval;
• lube route;
• sample frequency;
• contamination target;
• alarm limits;
• automatic lubricator settings;
• machine-health diagnosis.

Should every audit enquiry create a lube route?

No.

Use:

enquiry → commercial qualification → plant survey/audit → program proposal → accepted engagement → operational lube data

This keeps unverified plant data out of the specialist system.

Confirmation message

Use:

Thanks. We received your lubrication-program request. Our team will review your plant, current program, reliability priorities, staffing model and timing and contact you about the next step.

Avoid:

Your lubrication intervals are approved.

before the plant has been assessed.

Collect enough to scope the reliability problem before the plant survey begins

A strong form makes the first technical conversation far more useful without pretending the lubrication program has already been engineered.

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Questions businesses ask