Real estate / Free editable template

Planned preventive maintenance schedule template

A planned preventive maintenance schedule keeps a building safe and its equipment running by doing checks before things fail. This example puts a year of checks on one grid, from weekly fire alarm tests to the five-yearly wiring inspection, with a letter for how often each one happens. Colours show what is done, due this month and overdue, and the side panel gives the totals.

This is an example layout, not a fire risk assessment. Have a competent person check your building, routes and equipment against local fire safety law.

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Planned preventive maintenance schedule example showing eleven checks by month on one grid, frequency codes from weekly to five-yearly, done, due and overdue totals
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. List the assets and checks

    List every system that needs regular checks, starting with the ones the law requires, such as fire alarms, emergency lighting, gas and lifts.

  2. Spread them across the year

    Place each check in the months it is due, spreading annual checks out so one month is not overloaded.

  3. Track and chase

    Colour each check as it is done and chase anything overdue straight away, with a named owner and a booked date.

Questions about this template

What do the W, M, Q and A letters in the grid mean?

They are check intervals: weekly, monthly, quarterly and annual, with 6M for six-monthly and 5Y for five-yearly. Colour each cell as done, due this month, overdue or planned to show its status.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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