An AED on the wall isn’t a guarantee — it’s a piece of equipment that requires periodic verification to stay rescue-ready. The good news: AED inspection is one of the lowest-effort safety tasks in any facility. The bad news: it’s also one of the most-skipped, because nobody owns it by default, and there’s no built-in consequence for missing a month.
This guide is the practical inspection checklist organized by cadence — what to do daily, what to do monthly, what to verify quarterly, and what to review annually. Each task is designed to be performed by a non-technical staff member in under 30 seconds (daily) to 30 minutes (annual). A printable PDF is available for binder filing.
Why cadence-based inspection works
Different AED failure modes surface on different timelines. A dead battery shows up in 24 hours via the self-test indicator. A pad expiration drifts in over 2 years. A theft event can be missed for months without a documented monthly check. Cadence-based inspection layers these timeframes so no failure can hide.
| Cadence | Time required | Catches | Best performed by |
|---|---|---|---|
| Daily | 30 seconds | Status indicator failure, battery depletion, missing device, broken cabinet | Reception / janitorial/passing staff |
| Monthly | 2 minutes | Pad/battery expiration approaching, cabinet damage, signage degradation | Designated AED program owner |
| Quarterly | 10 minutes | Upcoming expirations 6 months out, training certificate currency, registration status | EHS / facilities manager |
| Annual | 30 minutes | Full program review, CERP update, insurance broker check, audit-readiness | EHS lead + HR + counsel |
| Post-deployment | 1 hour | Re-mount readiness after the AED was actually used in an event | Designated maintainer + EMS coordination |
Inspection found an expired pad or battery?
Match the part number to your device before you order. Philips, ZOLL, HeartSine and Defibtech parts are not interchangeable, and the wrong cartridge is the most common ordering mistake.
All models: pads and battery costs · Philips parts · ZOLL parts
Daily inspection (30 seconds)
Who does it
Anyone who passes the AED daily — reception, security, and custodial. Best assigned to a role that already walks past the AED, not a special trip.
What to check
- ☐ Status indicator visible from intended viewing distance (10+ feet)
- ☐ Indicator shows green / “ready” status (no red X, no chirp, no blinking warning)
- ☐ Cabinet is present, undamaged, and the door is closed
- ☐ AED is physically inside the cabinet (visible through the window)
- ☐ Signage is intact and clearly visible
- ☐ No obstructions blocking access (rolling carts, decorations, etc.)
If anything fails
Notify the designated AED program owner immediately. Most issues caught at daily cadence are battery-related (10-minute fix) or signage/obstruction issues (5-minute fix).
Monthly inspection (2 minutes, documented)
Who does it
Designated AED program owner — by name, with a documented backup. The documented part matters: a program with no named owner consistently lapses.
What to check & log
- ☐ Status indicator color photographed for log
- ☐ Pad expiration date (visible through cabinet window or recorded from device)
- ☐ Battery indicator (most AEDs show separate battery status)
- ☐ Cabinet alarm test (open the door briefly to verify alarm sounds; some staff prefer monthly, others quarterly)
- ☐ Cabinet integrity (no cracks, mounting solid, hinges working)
- ☐ Signage condition (no fading, no damage)
- ☐ Surrounding area clear (no recent obstructions added)
- ☐ Maintenance log signed and dated
Documentation
Log in to a binder, shared-drive folder, or AED fleet management software. Best practice: photograph the status indicator and timestamp it. Photo timestamps create a defensible visual record.
Quarterly readiness check (10 minutes)
Who does it
EHS lead or facilities manager. Quarterly is when you look ahead 6 months at the entire program.
What to verify
- ☐ Pad expirations within the next 6 months → schedule replacement order
- ☐ Battery expirations within the next 6 months → schedule replacement order
- ☐ CPR/AED training certifications expiring within 6 months → schedule recertification
- ☐ State EMS registration status (renewal due?)
- ☐ PulsePoint / national registry listing is accurate
- ☐ Designated responder list current (no recent departures)
- ☐ Outdoor cabinet heater operational (if applicable, especially pre-winter)
- ☐ AED maintenance log retention current (3+ years on file)
Annual program audit (30 minutes)
Who does it
EHS lead + HR officer + (where applicable) legal counsel. Annual is the strategic review of the entire AED program.
What to review
- ☐ Written Cardiac Emergency Response Plan (CERP) — update if needed
- ☐ All trained responder records current
- ☐ Self-audit against the 47-point compliance checklist
- ☐ Insurance broker conversation: premium credit applied, documentation requirements met
- ☐ Annual emergency response drill conducted and documented
- ☐ Device replacement cycle reviewed (AEDs over 8 years old assessed for replacement)
- ☐ AED placement reviewed against current facility layout (new construction, room changes)
- ☐ Recall database checked for any active recalls on owned models (see Recall Tracker)
Post-deployment re-mount checklist
If your AED was actually used on a patient — survived or not — it requires a full reset before re-mounting:
After any deployment, before remounting
- ☐ Replace pads (used pads cannot be reused)
- ☐ Verify battery indicator — replace if depleted by deployment
- ☐ Download event data from the device (most modern AEDs log the event)
- ☐ File post-deployment report with state EMS or DPH (most states require)
- ☐ Update maintenance log with deployment date and consumable replacement
- ☐ Notify insurance broker (some carriers want documentation)
- ☐ Conduct staff debrief / lessons-learned
- ☐ Re-mount in cabinet; verify status indicator green
Download the printable PDF version
Get the complete cadence-based AED inspection checklist as a printable, fillable PDF — formatted for binder filing or shared-drive storage. Embed your preferred lead-magnet form here on the WordPress page.
What good inspection logs look like
✓ Audit-ready inspection logs show
- Monthly entries with no gaps
- Named, dated, signed by maintainer
- Status indicator photograph timestamped
- Pad and battery expiration dates recorded
- Action notes when issues are found and resolved
- 3+ years retained on file
✗ Weak inspection logs show
- “Started 3 months ago” or sporadic entries
- Unsigned or unnamed entries
- No record of pad/battery expiration tracking
- No documentation of issues or resolutions
- Logs are stored only on one personal computer
Frequently Asked Questions
How often should I inspect my AED?
Daily 30-second visual check, monthly 2-minute documented log, quarterly 10-minute readiness check, annual 30-minute program audit. Each cadence catches different failure modes.
What’s the difference between daily and monthly inspection?
Daily is a 30-second glance at the status indicator and cabinet — no documentation, anyone can do it. Monthly is a documented 2-minute inspection by the designated AED program owner, with a written log entry and ideally a timestamped photo.
Do I need to document daily inspections?
Daily checks don’t require formal documentation in most state AED programs — the monthly log is the audit baseline. However, some organizations use texted photos to a shared channel as a lightweight daily proof, creating layered documentation.
What should I do if the AED status indicator shows red?
Treat as urgent. The red status means the AED’s self-test detected a problem — usually battery depletion or a pad issue. Notify the designated AED program owner immediately and have replacement consumables on hand. Most issues resolve within 24 hours.
How long do I keep inspection logs?
Most U.S. states require a minimum 3-year retention of AED inspection logs. Some require 5–7 years for post-deployment incident reports. Best practice: retain indefinitely in a cloud folder.
Can I use my AED manufacturer’s app for inspection?
Some modern AEDs (LIFEPAK CR2, Cardiac Science G5) sync to fleet-management apps that automate readiness logging. These complement — but don’t replace — physical visual inspection. Apps can show “device says ready” while a stolen device still shows ready in the database.
Who should own the monthly AED inspection?
A designated EHS officer, safety manager, facilities lead, or HR coordinator — by name, with a documented backup. Programs without a named owner consistently lapse.
Get hands-on AED training in under 3 hours.
Sources & References
- FDA — Automated External Defibrillators
- OSHA — AEDs in the Workplace Best Practices Guide
- American Heart Association — Public AED Resources
- Manufacturer maintenance documentation: Philips, ZOLL, Defibtech, HeartSine, Cardiac Science, Physio-Control
Disclaimer: Inspection requirements vary by state and facility type. This checklist is a general framework. Verify state-specific requirements with your state Department of Health.
