PPM Maintenance Checklist Template

A planned preventive maintenance (PPM) schedule lists every maintenance task a building's plant needs and how often each one runs, so work is carried out to a plan rather than in response to a breakdown. It is what a maintenance contract is priced against, what an engineer works through on site, and what produces the records that evidence compliance.

The Excel file has three sheets: an asset register listing 133 asset types with columns for quantity, location and asset ID; a PPM schedule of 1053 tasks ordered by frequency, from daily through to annual, with last-done, next-due and sign-off columns; and a short how-to-use sheet. The Word version carries the same content laid out to print. The PDF is a different cut of the same library — the full 1,409 checklist tasks for all 133 assets, grouped by discipline, as a reference to read rather than a schedule to fill in.

Start on the asset register and delete the rows for plant your building does not have, then delete the matching rows on the schedule sheet. What is left is your schedule. Fill in quantity, location and asset ID as you survey, and record dates and initials as the work is done — those columns are the compliance evidence.

Treat them as a starting point. The intervals reflect common UK commercial maintenance practice, but the right frequency for a specific asset comes from the manufacturer's O&M manual, the criticality of the plant, and your own risk assessment — and some are set by statute regardless of what a schedule says. Confirm each one before committing to it.

It is free — all three formats arrive in one email, with no account and no card. The individual asset checklists on this site download directly with no email at all, because they are what people find in search and the tasks are already on the page. This one is different: it compiles the whole library into a single schedule, it sits on no ranking page, and it is the one thing here we ask for an email in exchange for.