Free preventive maintenance schedule
Free preventive maintenance schedule template (PDF and editable Excel). 12-month planner grid for weekly, monthly, quarterly and annual PM tasks. Download or go digital.
Updated 12 Aug 2026
Preventive Maintenance Schedule
Frequency key: DLY = Daily WKL = Weekly MTH = Monthly QTR = Quarterly ANN = Annual • Tick each cell when the task is completed for that month. Add rows for site-specific tasks.
| # | PM Task | Freq. | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| e.g. | - | - | - | - | - | - | - | - | - | - | - | - | - | - |
| 1 | ||||||||||||||
| 2 | ||||||||||||||
| 3 | ||||||||||||||
| 4 | ||||||||||||||
| 5 |
The PDF includes all 31 numbered rows, ready to print or fill on screen.
How to use: download the PDF, print or complete digitally on any device.
- PDF format, ready to print or fill on screen
- Use as-is or customise to suit your operation
- Go digital in MapTrack for photos, alerts and audit trails
Download formats
- Preventive maintenance schedule PDF
PDF: Print-ready 12-month planner: each asset or system mapped against its PM tasks and the month each falls due.
- Preventive maintenance schedule XLSX
XLSX: Editable Excel workbook with the same 12-month grid, ready to adjust intervals and roll the plan forward each year.
Two ways to use it
Use in MapTrack →Use it digitally instead
Unlimited usersThese same 14 columns, already built.
- Scan the asset’s QR tag with any phone
- Submitted forms can trigger alerts
- Photos on fails, audit-ready records
- Export responses, PDF reports with your logo
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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.
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Commercial Director
Key takeaways
- Lists each asset, its tasks, the interval and the person responsible, so maintenance is planned work rather than a response to a breakdown.
- Preventive work is scheduled before failure. Reactive work happens after it, and carries expedited parts, overtime labour and secondary damage.
- Build intervals from the manufacturer manual first, then tighten them where duty cycle, dust or load is heavier than the manual assumes.
- The model WHS Regulations place the duty to maintain plant on the PCBU, so the schedule is a compliance record as well as a maintenance one.
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Used by construction, mining and field service teams
What is a preventive maintenance schedule?
A preventive maintenance (PM) schedule is a planning document that maps all routine maintenance tasks across a calendar year. It organises tasks by asset or system, assigns a frequency (daily, weekly, monthly, quarterly, annual), and indicates which month each task should be completed. The schedule ensures that maintenance work is planned ahead, distributed evenly across the year, and nothing falls through the cracks. It is the foundation of any effective maintenance programme.
A documented PM schedule is not just good practice, it is a regulatory expectation. Under the WHS Act 2011, a PCBU must ensure that plant is maintained so it remains without risks to health and safety. The WHS Regulations 2011, Chapter 5, specifically require persons with management or control of plant to establish and follow a maintenance schedule. Without a written schedule, maintenance defaults to reactive mode where tasks are only performed after equipment fails. Reactive maintenance typically costs three to five times more than preventive maintenance, introduces unplanned downtime that disrupts operations, and creates safety risks when critical systems such as fire protection, emergency lighting or pressure vessels miss their mandated inspection intervals. Insurance assessors and WHS auditors expect to see a documented schedule with completion records. A gap in the schedule creates a gap in your compliance evidence that is difficult to explain during an incident investigation.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this preventive maintenance schedule
- Reduced breakdowns: - planned maintenance catches issues before they cause failures, keeping equipment running and avoiding costly emergency repairs.
- Lower costs: - preventive maintenance typically costs 3-5 times less than emergency repairs, reducing your total maintenance spend.
- Extended asset life: - regular service intervals keep equipment running longer, delaying capital replacement.
- Improved safety: - scheduled inspections identify hazards before incidents occur, protecting your team and meeting duty of care obligations.
- Better resource planning: - know in advance what labour, parts and tools are needed each month, reducing last minute scrambles and overtime.
- Compliance: - a documented PM schedule demonstrates due diligence for WHS and insurance requirements, providing audit-ready records.
Benefits of digitising forms in MapTrack
When you move your schedule / plans from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Trigger work orders automatically when a fault is logged during an inspection.
- Track service intervals by hours, kilometres or calendar date in one place.
- Attach supplier invoices and parts receipts to each maintenance record.
Book a demo to see how MapTrack handles schedule / plans.
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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Steve McAllister
Asset Coordinator, Saunders International
What to include in a preventive maintenance schedule
This preventive maintenance schedule covers 12 key areas:
- Schedule details: - site or facility name, department, schedule year, prepared by, approved by.
- HVAC and mechanical: - heating, ventilation, air conditioning and mechanical system maintenance tasks grouped by frequency.
- Electrical: - switchboard inspections, RCD testing, emergency lighting, test and tag, electrical system checks.
- Plumbing: - pipework inspections, backflow prevention, hot water systems, drainage and water quality checks.
- Fire safety: - fire extinguisher inspections, alarm testing, sprinkler checks, emergency evacuation equipment.
- Equipment and plant: - generators, compressors, forklifts, fleet vehicles and other operational equipment.
- Grounds and exterior: - roof inspections, guttering, car park, fencing, landscaping, external lighting.
- Frequency for each task: - daily, weekly, monthly, quarterly or annual.
- 12-month calendar grid: - tick when completed each month.
- Assigned technician or contractor: - who is responsible for each task.
- Notes: - additional or site-specific tasks.
- Sign-off: - prepared by and approved by with dates.
How to use this preventive maintenance schedule
- List all assets and systems requiring maintenance across your site or facility, including HVAC, electrical, plumbing, fire safety, equipment and grounds.: Walk through the entire site or facility and create a comprehensive asset register. Include HVAC units, switchboards, plumbing systems, fire safety equipment, generators, compressors, fleet vehicles, forklifts and any other equipment or infrastructure that requires routine maintenance.
- Identify manufacturer-recommended service intervals for each asset. Check manuals, data plates and supplier documentation for recommended frequencies.: For each asset, locate the manufacturer service manual, data plate or supplier documentation and record the recommended service intervals. Note specific tasks required at each interval (e.g. filter change at 250 hours, oil change at 500 hours, major service at 1,000 hours or annually). This forms the foundation of your PM schedule.
- Add regulatory and compliance requirements, including fire safety testing, electrical inspections, calibration, and any industry-specific obligations.: Layer in any legislated or standards-based inspection requirements such as annual fire extinguisher inspection, six-monthly RCD testing, annual test and tag, pressure vessel inspections per AS 3788, crane certifications per AS 1418 and any industry-specific audit requirements. These compliance tasks are non-negotiable and must be scheduled first.
- Group tasks by system and assign frequencies (daily, weekly, monthly, quarterly, annual). Use the template categories as a starting point.: Organise all maintenance tasks by system category (HVAC, electrical, plumbing, fire safety, equipment, grounds) and assign the correct frequency to each task. Use the template categories as a starting framework and customise for your specific site. This grouping helps allocate resources and identify which months have the highest workload.
- Map tasks across the 12-month calendar, distributing workload evenly to avoid overloading any single month.: Plot each task onto the 12-month calendar grid. Stagger quarterly and annual tasks so they do not all fall in the same month. Consider seasonal factors such as scheduling HVAC servicing before summer and heating checks before winter. Distribute workload to maintain a manageable level each month for your team.
- Review, approve and distribute to your maintenance team. Assign responsible technicians or contractors for each task group.: Have the maintenance manager or facility manager review and approve the completed schedule. Assign specific technicians, trade contractors or service providers to each task group. Distribute the schedule to all responsible parties and set up automated reminders in your maintenance management system.
In MapTrack, you can schedule and track maintenance digitally. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full preventive maintenance schedule as a PDF.Back to download formHow often should you complete this schedule / plan?
Review and update the preventive maintenance schedule at least annually, or whenever new equipment is added, assets are decommissioned, or regulatory requirements change. Monthly reviews help verify that scheduled tasks are being completed on time.
In MapTrack, you can set up automated PM schedules that generate work orders automatically, track completion rates and send reminders when tasks are overdue. Schedule by date, meter reading or condition, across your entire asset register.
The schedule should be reviewed at least annually and updated whenever new equipment is added or manufacturer service bulletins are issued. For organisations managing hundreds of assets, a digital maintenance management system like MapTrack automates schedule creation, work order generation and compliance tracking, eliminating manual spreadsheet-based schedules.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Act 2011, Section 19 - Primary Duty of Care (duty to maintain plant and structures)
- WHS Regulations 2011, Chapter 5 - Plant and Structures (requirement for maintenance schedules)
- AS 1851:2012 - Routine Service of Fire Protection Systems and Equipment
- AS/NZS 3760:2010 - In-service Safety Inspection and Testing of Electrical Equipment
Check the current source
Preventive maintenance schedule preview
The numbers behind this preventive maintenance schedule
Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.
Embed this free template on your website
Run an industry blog, trade association site, or training resource? Drop a preview of this free preventive maintenance schedule straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.
<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Preventive maintenance schedule</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Schedule details: - site or facility name, department, schedule year, prepared by, approved by.</li>
<li style="margin:4px 0;">HVAC and mechanical: - heating, ventilation, air conditioning and mechanical system maintenance tasks grouped by frequency.</li>
<li style="margin:4px 0;">Electrical: - switchboard inspections, RCD testing, emergency lighting, test and tag, electrical system checks.</li>
<li style="margin:4px 0;">Plumbing: - pipework inspections, backflow prevention, hot water systems, drainage and water quality checks.</li>
<li style="margin:4px 0;">Fire safety: - fire extinguisher inspections, alarm testing, sprinkler checks, emergency evacuation equipment.</li>
<li style="margin:4px 0;">Equipment and plant: - generators, compressors, forklifts, fleet vehicles and other operational equipment.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/preventive-maintenance-schedule" style="color:#071D49;font-weight:600;text-decoration:none;">Preventive maintenance schedule</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
Cite this template
Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
- Short attribution
- MapTrack Preventive maintenance schedule, https://www.maptrack.com/templates/preventive-maintenance-schedule
- Reference list
- MapTrack. (2026). Preventive maintenance schedule [Checklist template]. Retrieved from https://www.maptrack.com/templates/preventive-maintenance-schedule
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/preventive-maintenance-schedule.
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