Maintenance of Farm Tools and Equipment: 10 Key Steps

Good maintenance of farm tools and equipment means checking, cleaning, lubricating and storing every machine and hand tool on a set schedule, and writing down what you did. It pays. Virginia Tech Extension gives an example from a 2009 paper that says it was adapted from a 1987 North Dakota State paper, so the dollar amounts are old: an $80,000 tractor that gets average care needs about $24,000 of repairs over 5,000 hours, and about $18,000 with excellent service (Virginia Cooperative Extension, 2009). This guide gives 10 steps, a five-point routine for hand tools, a repair-cost chart and a calculator for your own tractor.

Why maintenance of farm tools and equipment pays

A breakdown in planting or harvest costs more than the repair bill. You lose days when the weather is right. Mississippi State Extension describes machinery as usually the second-largest investment on a crop farm after land (Mississippi State Extension, using ASABE 2011 factors). Small, regular checks protect that investment.

Virginia Tech also reports a Midwest study in which many farmers could cut machinery repair costs by 25 percent by improving routine maintenance. The same paper says a maintenance programme should rest on a service record for each machine, not on memory.

• Fewer breakdowns at the busiest time of year.
• Lower repair bills, because small faults are fixed before they grow.
• Safer work, because guards, brakes, lights and shields stay in working order.
• Better resale value when you can show a service history.

What repair costs do as machines age

Repair costs do not rise in a straight line. They grow faster the more hours a machine works. The ASAE standards of 2006, summarised by the University of Wisconsin Extension, give average accumulated repair costs as a share of list price. A two-wheel-drive tractor used 200 hours a year for 10 years reaches 2.8 percent of list price. The same tractor used 800 hours a year reaches 44.4 percent (University of Wisconsin Extension, ASAE Standards 2006).

Careful servicing cannot remove this curve, but it can lower it. The standard gives averages for machines with average care. Your own records are a better guide. The University of Illinois farmdoc daily team notes that repair and maintenance costs differ a lot between farms and that actual repair records are the best basis for an estimate (farmdoc daily, 2017).

A second check comes from the average repair factor per 100 hours of use, as a share of new cost. Mississippi State Extension lists 1.12 percent for two-wheel-drive tractors of 150 horsepower and up, 0.84 percent for those from 80 to 149 horsepower, and 0.48 percent for four-wheel-drive and crawler tractors (ASABE 2011 factors, Kay, Edwards and Duffy 2020). These are averages across a machine’s life.

Chart

Accumulated repair cost rises fast with annual hours

% of list price over a 10-year life, average care, tractors

The 10 steps at a glance

Use the table as a starting plan. The timing column is a suggestion. Always follow the service intervals in the operator’s manual for each machine.

Step 1 and 2: inspect and clean after every use

Walk around the machine before you start and again when you finish. Look for leaks, loose bolts, cracked hoses, frayed belts, worn chains and damaged guards. Check tires for cuts and bulges. Write down anything odd, even if it seems small.

Cleaning is part of inspection. Dirt hides cracks and holds moisture against metal. Remove soil and crop residue with a brush, scraper or compressed air. Keep water jets away from bearings, electrical parts and air intakes unless your manual says they are safe to wet. Wear gloves and eye protection.

For hand tools, the University of Illinois Extension advises removing soil with a wire brush, paint scraper, stiff brush or a strong blast from a hose, and getting tools clean and dry before storage because soil and moisture lead to rust (University of Illinois Extension, 2021).

Step 3 and 4: lubrication, fluids and filters

Friction wears out moving parts. Grease and oil reduce it. Use the grade and interval in the manual. Too little lubricant causes wear, and mixing incompatible products can cause damage, so check the label on each product.

Virginia Tech suggests marking service intervals such as 10, 50, 100, 250 and 500 hours on a chart or calendar, then following the preventive maintenance guide in each operator’s manual. Its sample schedule for one tractor is shown below. The paper says to always follow the operator’s manual, because the tasks vary with make and type.

The week and month labels in that table reflect the paper’s own example use rate. Your tractor may work more or fewer hours, so count hours, not days.

Oil analysis is another tool. A lab tests a small sample of engine, transmission or hydraulic oil and can show wear metals or contamination before a failure. Virginia Tech put the price at $10 to $30 per analysis in 2009, so check current lab prices. Keep used oil, filters and rags for proper disposal under local rules.

Step 5: tires and batteries

Check tire pressure against the tractor and implement manual, and adjust for the load and the job. Look for cuts, cracks, bulges and uneven wear. Check wheel nuts and valve caps. Replace tires that are unsafe rather than waiting for a failure in the field.

For batteries, clean corrosion from the terminals, check that cables are tight and test the charge. Charge batteries before long storage. Wear gloves and eye protection, because batteries hold acid and can release gas. Take off metal jewellery before you work near terminals.

Step 6: calibrate sprayers, seeders and spreaders

Machines that apply seed, fertilizer or crop protection products must put out the amount you set. Worn parts change the output without any warning. Colorado State University Extension reports that a study in Nebraska found two-thirds of applicators had application rate errors above 5 percent, and a North Dakota study found 60 percent of tested sprayers had calibration errors above 10 percent. It says most of the problems came from poor calibration and worn nozzles (Colorado State University Extension).

The same page gives a clear example of wear. After 50 hours of spraying, a brass nozzle can show a flow rate 10 to 15 percent higher, while a hardened stainless steel nozzle rises only about 2 percent. Ohio State University Extension advises adjusting an orchard or vineyard sprayer when the measured rate differs from the planned rate by more than 5 percent (Ohio State University Extension).

Check each nozzle by catching its output for one minute and comparing it with the chart for a new nozzle at the same pressure. Clean blocked nozzles with a soft brush, not a wire or pin. Follow the product label and local rules for rates, protective equipment and cleaning of spray equipment. Ask a licensed adviser if you are unsure.

Chart

Sprayer nozzle flow increase after 50 hours

% rise in flow rate over a new nozzle, by nozzle material

Step 7: seasonal maintenance routines

Treat the year as two service windows. Before winter, drain or treat fuel as the manual says, change fluids if due, grease exposed metal, protect surfaces from rust and store batteries charged. Before planting or harvest, run a full inspection, test run and calibration. Replace worn belts, chains and hydraulic lines, and stock spare filters and wear parts.

Timing helps your budget. Virginia Tech notes that equipment repaired during the winter can save money on service at mechanics’ shops, and the work is done before the rush starts.

Step 8: storage that prevents rust and wear

Where a machine sits between seasons matters. Virginia Tech compared machinery stored inside with machinery left outside and found 7.6 percent downtime inside against 14.3 percent outside. It also estimated yearly savings from inside storage as a share of initial price: 4.3 percent for tractors, 6.7 percent for combines, 4.9 percent for planters and 1.6 percent for tillage tools (figures printed in the 2009 paper, which adapts a 1987 source).

Chart

Yearly saving from inside storage

% of initial machine price: higher resale value, fewer repairs, less downtime

The charts below show those numbers. The paper adds that inside storage costs money too, so it compares savings with building costs. Its example for a tractor shows $3,827 of yearly savings against $300 of storage cost, and for a 22-foot disk the saving did not cover the cost.

• Store machines in a dry, ventilated space, off bare soil, and cover them if they must stay outside.
• Raise plows, tillers and other ground tools on blocks or racks.
• Keep fuel, oily rags and other combustible items away from machines.
• Store hand tools off the ground. The University of Illinois Extension recommends hanging long-handled tools on a rack to protect the edges.

Chart

Downtime: stored inside vs left outside

% of the time the machine should have been working

Step 9: records and service history

A simple log beats memory. For each machine, record the hour meter reading, the date, the work done, parts fitted and cost. Add warranty dates and your dealer contact. Virginia Tech suggests a service record chart for each vehicle and implement in a visible place in the farm shop, plus a small notepad in each cab for problems noticed during work.

The log helps in four ways. It shows when the next service is due. It lets you compare repair costs between machines. It supports warranty claims. It adds value when you sell. A paper book works. A spreadsheet or app works too, as long as the whole team uses it.

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Step 10: training, safety and a yearly expert check

Safety steps matter during maintenance. OSHA’s farm guidance says to park the vehicle with the motor off, brakes on, the transmission in park or in gear, the keys out and attachments disengaged whenever no driver is inside. It also says to stop the PTO when dismounting and to keep slow-moving vehicle emblems clean (OSHA, Agricultural Operations: Hazards and Controls).

Rollover protection is part of safety maintenance. Penn State Extension states that a rollover protective structure used with a seat belt is estimated to be 99 percent effective in preventing death or serious injury in a rollover. It also warns against cutting, drilling or welding a factory-installed frame (Penn State Extension). Check that the frame, seat belt and guards are present and undamaged.

Once a year, have a dealer or qualified technician inspect hydraulics, brakes, steering, electrical systems and engine condition. Fix guards and shields before the machine goes back to work. Always shut the machine down and remove the key before you reach into moving parts.

A simple yearly calendar

Match the work to the farm year so nothing piles up in one week.

• Late winter: full inspection of every machine, service of engines, hydraulics and brakes, sharpening of blades and tines, order of wear parts.
• Before planting: calibrate planters, seeders and sprayers, check tires and batteries, test lights and safety devices.
• In season: daily and weekly checks from the schedule, grease points, filter checks in dusty conditions, a quick clean each evening.
• Before harvest: repeat the full inspection on harvesters, trailers and grain handling gear, and stock belts, chains and filters.
• After harvest: deep clean, fluid and filter changes if due, protect bare metal, then store inside or under cover.

Repair or replace: reading the cost curve

As the Wisconsin figures show, repair cost per year grows as hours add up. At some point a repair bill, plus downtime, costs more than the yearly cost of a newer machine. Your records give the answer. Add up repairs for the last three years, divide by hours worked, and compare the result with the repair factors above (percent of new cost per 100 hours) and with a dealer quote for a replacement. Include downtime in the comparison, because a late harvest has a cost of its own.

Do not decide on one bad year. A single big repair, such as a transmission, can be a one-off. Look at the trend, and ask a dealer or an independent mechanic what else is likely to fail soon. Seek professional financial advice before you commit to a purchase or lease.

Maintenance of farm hand tools: five ways

Hoes, shovels, rakes, pruners and knives need less time than a tractor, but the same ideas apply. If someone asks you for five ways of maintaining farm tools, use this list based on University of Illinois Extension guidance for home garden tools such as shovels, rakes and pruners.

1. Clean off soil and sap after use. Use a wire or stiff brush, and alcohol or mineral spirits on sticky sap.
2. Dry the tool fully. Wet metal rusts.
3. Sharpen dull edges at the original bevel angle with a file, whetstone or similar tool. The Extension advises against power grinders because the heat can make the metal brittle. Wear gloves and safety glasses.
4. Oil metal with a light lubricant, and sand rough wooden handles and coat them with linseed oil. Follow the label on the oil and dispose of oily rags safely.
5. Store tools off the ground in a shed, garage or barn, on a rack or pegboard. A tool outline on a pegboard shows at a glance what is missing.

Replace any tool with a cracked handle, loose head or deep metal damage. A broken tool can injure the user.

Build your own schedule in one afternoon

You do not need software to start. Follow these five moves and you will have a working plan before the next busy season.

1. List every machine and the main hand tools, with make, model and serial number.
2. Copy the service table from each operator’s manual. If a manual is missing, ask the dealer or the maker for a copy.
3. Turn the intervals into one calendar or chart per machine, by hour meter for engines and by date for seasonal jobs.
4. Name one person for each machine. A job with no name is rarely done.
5. Review the log each winter. Move jobs that keep failing, and note parts you replace often.

Keep a stock of the small items the schedule asks for: filters, belts, grease, fuses, bulbs, nozzle tips and common bolts. Waiting for a part in the middle of harvest costs far more than the part.

Fault signs and what to check first

When something feels wrong, stop work in a safe place, shut the machine down and take the key out before you look. The table suggests where to start. It does not replace a technician’s diagnosis.

Common mistakes to avoid

• Skipping the manual and guessing intervals.
• Washing a machine hard and leaving water in bearings or electrics.
• Greasing every point on a schedule but never checking for worn parts.
• Parking wet tools in a shed without drying them.
• Leaving the log to one person who is away at harvest.
• Removing guards or shields to save time, and not fitting them back.

Choosing a service company for farm equipment

Some jobs are best left to a dealer or a service company: hydraulics, engine rebuilds, emissions systems and electronic faults. Use these questions to compare providers.

• Brand knowledge. Do they service your makes and models, and have they the diagnostic tools?
• Response time. Can they come to the farm in planting or harvest season, or will you wait in a queue?
• Parts. Do they hold common wear parts, and do they use parts that meet the maker’s specification?
• Written quotes. Do they give an estimate for parts, labour and travel before work starts, and send an invoice that lists the work?
• Records. Will they log hours and services so you can add them to your own history?
• Warranty. Does their work keep your machine warranty valid? Ask the dealer before you book anyone else.

Prices for labour and callouts vary by region and season. Ask for quotes in writing and compare at least two.

Calculator: what could servicing save on your tractor

This is an estimate from an engineering standard. Your own repair records are better. Use the calculator below to see the order of size.

Try the numbers for your own farm below.

Keeping the schedule: from paper log to digital records

A schedule only works if it is seen. Put the plan where the crew can find it: on the shop wall, in a shared spreadsheet or in a farm app. Set reminders by date for seasonal jobs and by hours for service intervals. Many tractors show hours on the dash, so read the meter at the end of each job and write it down.

Farmonaut Satellite + AI Farm Monitoring System does not repair machines. It helps you plan field work by showing crop condition from satellite images, so you can plan when tractor, sprayer and harvest time are needed. See farmonaut.com. Related pages on our site: maintenance of agricultural machinery, farm tools and their uses, farmland investment returns, equipment fleet tracking, product traceability records, farm carbon footprint tracking, task app for large farms, farm data API and weather API documentation.

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Where the numbers come from

The repair-cost, storage and downtime figures come from university extension papers dated 2006 to 2011 and are quoted in the dollars and units of those papers. Prices have risen since then, so use the percentages, not the dollar amounts, when you plan. The nozzle figures come from Colorado State University Extension. Safety points come from OSHA and Penn State Extension. Nothing here replaces your operator’s manual, the product label or local rules.

FAQ

What is preventive maintenance of farm tools and equipment?

It is planned work done before a failure: inspection, cleaning, lubrication, adjustment, small repairs and storage, done on a schedule and recorded. It differs from repair, which happens after something breaks.

What are five ways of maintaining farm tools?

Clean them, dry them, sharpen the cutting edges, oil the metal and wooden parts, and store them off the ground in a dry place. The hand tool section above gives the detail.

How often should a tractor be serviced?

Follow the operator’s manual. Virginia Tech suggests tracking hour intervals such as 10, 50, 100, 250 and 500 hours on a chart. Daily checks cover fluids, tires and leaks.

What signs mean a machine needs attention now?

Leaks of oil, fuel, coolant or hydraulic fluid, strange noise or vibration, hard starting, fast tire or belt wear, warning lights, and visible cracks, rust or loose parts. Stop work, shut the machine down and fix the fault or call a technician.

How do I choose a company for farm equipment maintenance?

Compare brand knowledge, response time in busy seasons, parts supply, written quotes, record keeping and warranty rules. The table in the service company section sets out the main options.

Does Farmonaut repair or service farm machinery?

No. Farmonaut offers satellite-based crop monitoring. For machine repairs, use your dealer or a qualified technician.