A machine breakdown report records each time a machine stops unexpectedly: which machine, when it went down and came back, what caused it, what was done, and which parts were used. The hours it adds up to are your downtime, which is usually the number that matters most. The format below works for factory machines, workshop equipment, pumps, DG sets, lifts and any equipment where a stoppage costs money.
The columns a breakdown report needs
A breakdown report has to answer two questions later: how much time did we lose, and why did it fail. The columns below are built around those.
| Column | Why it matters | Example |
|---|---|---|
| Breakdown no. | A reference for follow-ups and spare-part requests. | BD-0091 |
| Date | Lets you see patterns by day, shift and month. | 30-09-2026 |
| Machine and ID | Use the asset tag, not just the type. Three presses are not one press. | Hydraulic press 60 T, HP-03 |
| Reported by | The operator or supervisor who raised it. | Ramesh Yadav |
| Breakdown start / restart | The two times that give downtime. Write the real clock times. | 09:40 / 11:10 |
| Downtime (hours) | Restart minus start. The single figure managers track. | 1.5 |
| Breakdown type | Mechanical, electrical, hydraulic, operator error. Lets you count causes. | Hydraulic / pneumatic |
| Cause found | The real cause, not the symptom. | Return-line hose burst |
| Action taken | What was actually done to get the machine running. | Hose replaced, pressure tested |
| Parts used | Shows what fails and what to keep in stock. | Hose 1/2 inch x 1.2 m |
| Attended by / status | Who fixed it and whether the machine is running, partly fixed or still down. | Sanjay Kulkarni, Running |
| Preventive action | What will stop it happening again. | Check all hoses by 07-10-2026 |
A filled-in example
Three breakdowns in one day on a small factory floor. The third is still open, so it has no restart time and no downtime figure yet, and the sheet says so honestly.
| Machine | Start | Restart | Hours down | Cause | Parts | Status |
|---|---|---|---|---|---|---|
| Hydraulic press HP-03 | 09:40 | 11:10 | 1.5 | Return-line hose burst | Hose, 5 L oil | Running |
| CNC lathe CL-02 | 13:15 | 14:00 | 0.75 | Loose panel connector | None | Running |
| Conveyor PL-01 | 15:30 | - | Open | Bearing seized on roller | Bearing 6205 needed | Still down |
Rules that keep a breakdown report useful
- Record the clock times, not an estimate. "About two hours" is a guess; 09:40 to 11:10 is a fact you can total.
- Name the machine by its ID. A pivot on machine ID shows which machine keeps failing, which "the press" never will.
- Write the cause, not the symptom. "Machine stopped" is what everyone already knows; "hose burst near coupling" is what helps.
- Log parts every time. Repeated bearings or hoses tell you what to stock and where preventive checks are needed.
- Leave open breakdowns open. A row with no restart time and status "Still down" is more honest, and more useful, than one guessed closed.
- End with a preventive action. Otherwise the report only documents the failure, it does not reduce the next one.
Working out downtime hours
Downtime is restart time minus breakdown start time, in hours. 09:40 to 11:10 is 1 hour 30 minutes, which is 1.5 hours; 13:15 to 14:00 is 45 minutes, which is 0.75 hours. To do it in Excel, enter both times as real times (for example 09:40) and use =(restart - start) * 24, formatted as a number.
Two cases trip people up. A breakdown that runs past midnight needs the date as well as the time, or the result comes out negative. And a machine that is running but limping on a temporary fix should not be counted as fixed: mark it "Running with a pending fix" so it gets a follow-up.
What to review each week
- Downtime by machine: one pivot on machine ID shows which machine costs you the most hours.
- Breakdown type: if most rows are "Operator error", the fix is training or a guard, not a spare part.
- Repeat parts: the same hose, bearing or contactor appearing again means it is time to stock it or schedule a check.
- Open items: every "Still down" or "Running with a pending fix" row needs an owner and a date.
Who fills it in, and when
The technician who attended fills in the cause, action and parts as soon as the machine runs again. The operator or supervisor who raised the breakdown provides the stop time. A maintenance head then reviews the week's log, totals downtime by machine, and decides where preventive work is due.
Common mistakes
- Writing the log at the end of the shift, when nobody remembers whether it stopped at 9:40 or 10:15.
- Combining several breakdowns of the same machine into one line.
- Leaving the parts column blank, then wondering why the same spare keeps running out.
- Keeping the log in a notebook on a shelf that nobody totals.
The real problem: the person who fixes it has greasy hands
The technician who repairs the machine knows the cause, the times and the parts better than anyone, and is least able to type a report. It waits for the end of the shift, and details fade. The report needs to be made from the machine, in seconds, by voice.
That is what vBol offers. The technician or supervisor saves one WhatsApp number as a contact and sends a voice note, and a photo of the fault, in their own language: Hindi, Marathi, Tamil, Kannada, Telugu and more:
vBol transcribes it, extracts the fields, and reads the record back on WhatsApp with buttons to confirm or fix a field. Nothing is written until the sender confirms. The confirmed row lands in your Google Sheet, Excel workbook on OneDrive or SharePoint, or Ekatm ERP, with the photo attached. Machine breakdown is not one of the built-in record types (sales visit, order, service job, meter reading, expense, complaint and site report), so Vritti sets it up with you: machine ID, start and restart times, cause, parts and the rest of the columns above. Every evening at 7 PM owners and managers get one WhatsApp message listing what was filed, by whom, and who sent nothing. It is free for 30 days (up to 5 confirmed reports per person per day), then ₹199 per user per month for teams of up to 100 users, with a custom plan for larger teams.
Want to start with a spreadsheet? Download the free template on this page. It has the columns above, dropdowns for breakdown type and status, and example rows you can overwrite. For engineers who repair customers' equipment rather than your own machines, see the service report format.
Frequently asked questions
What is a machine breakdown report?
A machine breakdown report is the record made when a machine stops unexpectedly: which machine, when it stopped and restarted, why it failed, what was done, which parts were used and how long production was lost. It is also called a breakdown log or downtime report.
How do you calculate downtime hours in a breakdown report?
Downtime hours are the time the machine restarted minus the time it stopped, expressed in hours. A breakdown from 09:40 to 11:10 is 1.5 hours. If the machine is still down, leave the restart time blank and fill it in when it runs again.
What should be recorded as the cause of a breakdown?
Record the actual cause found, such as a burst hose or seized bearing, not just the symptom such as machine stopped. Adding a broad type such as mechanical or electrical lets you count causes later.
Why track parts used and preventive action?
Parts used show which components fail most and what to stock, and preventive action turns a one-off repair into a check that stops the next one. Without both, the same breakdown tends to repeat.