How to Handle AED Maintenance and Inspection: A Step-by-Step Monthly Checklist

An automated external defibrillator (AED) is only useful if it works the moment someone collapses. Most failures trace back to something ordinary: a battery past its standby life, pads that expired on a shelf, or a fault indicator nobody noticed. This guide walks you through AED maintenance and inspection as a monthly routine, ending with a written log and a plan to replace pads and batteries before they expire. Before you start, have your AED's user manual (or the model number so you can find it), physical access to the device, and the name of the person who will own the program.

Step 1: Assign an Owner and Gather Your AED's Details

Name one program coordinator and one backup. Unowned AEDs are the ones that fail inspections, because everyone assumes someone else is checking. The coordinator does not have to perform every check, but they are accountable for the log and for ordering supplies.

Next, record the basics from the device label and your purchase records:

Make and model

Serial number

Purchase or installation date

Exact location (building, floor, nearest landmark)

Download the manufacturer's manual and find the recommended inspection interval, along with the standby life of the battery and pads. The manufacturer's guidance governs your routine. A monthly check is a common baseline, but your model may specify something different.

Then look into the rules where you operate. Some states and localities require AED registration with EMS or a state agency, medical oversight by a physician (a medical director, who authorizes and advises on your AED program), or specific maintenance records. These requirements vary and change, so as of 2026, verify the current rules with your state health department before assuming you are covered. Workplaces, schools, and gyms are often subject to additional requirements.

Mistake to avoid: assuming all AED brands behave alike. Status indicators, pad connectors, battery types, and self-test schedules differ between manufacturers and even between models from the same manufacturer. If you own more than one model, keep a separate set of notes for each.

Step 2: Check the Status Indicator and Physical Condition

The status indicator is the light, symbol, or display that reports whether the device passed its last self-test. It might be a green check, a flashing light, or a "ready" symbol. Look in your manual to learn exactly what a passing result looks like on your model, then confirm it each time you inspect. Do not rely on memory from another brand.

Listen as well as look. A periodic chirp usually signals a low battery or a fault. If you hear one, find the cause before moving on.

Then examine the device itself:

Check the case for cracks, dents, spills, or residue.

Confirm the unit has not been exposed to extreme heat, cold, or moisture, such as sitting in a hot vehicle or near a pool deck.

Look at the connectors and ports for dirt or damage.

Inspect the cabinet, wall mount, or carrying case to make sure it is intact and secure.

If the cabinet has an alarm, test it according to the cabinet maker's instructions to confirm it still sounds.

Troubleshooting: if the indicator shows a fault, a warning, or nothing at all, remove the AED from service and contact the manufacturer. Do not assume it will still work in an emergency. Make a note in your log, and post a sign directing people to the nearest backup AED if you have one. Pressing the power button to "see what happens" is not a substitute for following the manual's fault instructions.

Step 3: Inspect Electrode Pads and Their Expiration Dates

Electrode pads are the adhesive pads that attach to the person's chest, detect heart rhythm, and deliver the shock. They are consumable parts with a printed expiration date, and an expired or dried-out pad may not stick or conduct properly.

During each inspection, confirm the following:

The pads are in their sealed package, with no tears, punctures, or visible damage.

If your model stores pads pre-connected to the device, the connector is seated as the manual describes.

The expiration date printed on the package is still in the future. Enter it in your log.

You have the right type: adult pads for adults and older children, pediatric pads (or a pediatric key or switch, if your model uses one) for young children. Check your manual for the age and weight guidance for your device.

Keep a spare set of pads with the AED. Pads are single-use and must be replaced after any use, so without a spare, the device is out of action until new ones arrive. Where a spare set has a different expiration date than the installed set, log both.

Pads are also model-specific. A pad from one manufacturer will often not fit another manufacturer's AED, and even within a brand, older and newer models may differ. Order only the pads your manual lists for your device.

Mistake to avoid: opening the package to "test" the pads. Once the seal is broken, the gel begins to dry out, and the pads may be useless when needed. If you suspect a package is damaged, replace the set rather than opening it.

Step 4: Verify the Battery and Run Any Recommended Self-Tests

Find the battery's install-by or expiration date, usually printed on the battery or a label on the device, and compare it with the manufacturer's stated standby life, the length of time the battery is designed to stay ready without being used. This varies by model, and as of 2026 manufacturers publish figures that range widely, so confirm yours in the manual rather than relying on a general rule.

Most AEDs run automatic self-tests that check the battery, circuitry, and sometimes the pads. These are useful, but they do not replace a visual check. A self-test cannot tell you that the cabinet is blocked, the spare pads are missing, or the case was dropped last week. If your manual recommends a manual test or a periodic check beyond the automatic ones, add it to your routine.

Plan replacements early:

Order batteries and pads well ahead of their expiration dates, since lead times can vary.

Use only manufacturer-approved batteries and pads. Third-party substitutes can affect performance and may void warranties.

Recycle old batteries according to local rules. Many AED batteries contain lithium and should not go in ordinary trash. Ask the manufacturer or your local waste authority about take-back or recycling options.

Mistake to avoid: swapping a battery and walking away. After any battery change, confirm that the device completes its startup check and that the status indicator shows ready. If it does not, follow the manual's troubleshooting steps or contact the manufacturer, and keep the unit out of service until it passes.

Step 5: Confirm the Rescue Kit and Placement

A responder in a crisis should not have to hunt for basic supplies. Keep a rescue kit with the AED, and check its contents during each inspection:

Spare electrode pads

Disposable razor, for removing chest hair that prevents pad contact

Trauma shears, for cutting clothing

Towel, for drying a wet chest

Gloves

A CPR barrier device, such as a face shield or pocket mask

Then evaluate where the AED sits. It should be visible, unobstructed, and reachable within a short walk from high-traffic areas. Confirm the cabinet is not locked or blocked by furniture, boxes, or seasonal displays, and check that signage is still posted and readable from a distance. If your cabinet has a lock, make sure every likely responder knows how to open it quickly.

Consider the environment too. AEDs have operating and storage temperature ranges listed in the manual. Cabinets in vehicles, garages, unheated entryways, or poolside spaces may need climate-rated cases to keep the device within range.

Tip: once a quarter, walk the route from the farthest point in the building to the AED, then back, the way a responder would. Time it. Look for closed doors, stairs, or locked areas that would slow someone down, and consider whether a second unit or a different location would shorten the trip.

Step 6: Log Every Inspection and Set Up Reminders

If it is not written down, it did not happen. Create a simple log, on paper beside the AED or in a shared spreadsheet, with these columns:

Date of inspection

Inspector's initials

Status indicator result

Pad expiration dates (installed and spare)

Battery expiration or install-by date

Rescue kit complete (yes or no)

Notes and corrective actions

Add a tag or sticker on the cabinet showing the date of the last check. This lets anyone passing by see that the device is being maintained, and it exposes gaps quickly.

Set recurring calendar reminders for the monthly check, assigned to both the coordinator and the backup. Add a separate alert 90 days before each pad and battery expiration date so replacements arrive in time.

Register the AED with the manufacturer so you receive recall and safety notices. Also verify the current recall information for your model on the FDA's website, since the FDA oversees AED recalls and regulates these devices as Class III, premarket-approval devices (confirm the current wording on fda.gov). Registration with a local EMS or state program, where required, is a separate task from manufacturer registration.

Keep your records. Inspection logs, purchase documents, and service notes are useful for audits, insurance questions, and workplace safety reviews. Retain them according to your organization's policy and any applicable rules.

Step 7: Know What to Do After Use, a Fault, or a Recall

After the AED is used

Once the device has been used on a patient, work through these actions:

Replace the electrode pads with a fresh set.

Check the battery and replace it if the manufacturer advises or the device indicates low power.

Download or send event data as the manufacturer instructs. EMS or your medical director may need it.

Notify your medical director or EMS agency if your program or local rules require it.

Clean the device only with manufacturer-approved methods and cleaning agents.

Complete a full inspection and log it before returning the unit to its cabinet.

After a fault or recall

If the device shows a fault, fails a check, or is subject to a recall, remove it from service immediately. Post a notice on the empty cabinet pointing to the nearest backup AED, and tell staff or members where to find it. Contact the manufacturer for repair or replacement guidance.

Keep responders ready

A maintained device is only useful with confident responders. Make sure the people who are expected to use it hold current CPR and AED training, and schedule renewals before certifications lapse. Taylored Instruction offers AED sales along with CPR/AED training through the American Red Cross and the American Heart Association, so you can equip your site and train your team in one place.

Keeping the Routine Going After Your First Month

Review your log each month, not just when something looks wrong, and calendar every pad and battery expiration date as soon as new supplies arrive. A device that is inspected, stocked, and easy to reach is the foundation, and trained responders are what turn it into a rescue.

Don't wait until an emergency happens. Get the life-saving certification you need today. Register for a CPR, First Aid, or Lifeguarding class and gain the confidence and skills to respond when it matters most.