Skip to main content
MapTrack
Book a demo
Skip to download form

Free critical spares list template

Free critical spares list template. Criticality A/B/C, min stock, reorder point, lead time, supplier risk and downtime value per ISO 55001 and ISO 31000.

Two ways to use it

Use in MapTrack →

Download the free PDF

PDFDOCX

Use it digitally instead

Unlimited users

Upload this PDF and MapTrack drafts the form for you.

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews
  • 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

Free trial. No credit card needed.

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

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.

Updated 26 Oct 2026

Critical Spares List Template

Your logo here
0 of 5 rows started

One line per critical spare. Set the reorder point above the minimum so a stock-out cannot happen inside the supplier lead time.

#LineOEM part no.DescriptionCrit.MinReorderMaxOn-handLead time (days)SupplierUnit cost
e.g.--Excavator - 8 tonne-------145,000
1
2
3
4
5

The PDF includes all 18 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, reminders and audit trails

Don't just download it - use it live. Start a free workspace, upload this critical spares list template and MapTrack drafts it as a form your crew can run from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 26 October 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

A critical spares list template records the parts a site must hold because a stock-out would stop critical plant: part number, parent asset, criticality class, lead time, supplier, minimum stock and reorder point. Reliability, stores, finance and maintenance review it at least yearly and after supplier or failure-mode changes, as practice. ISO 55001:2024 sets asset management system requirements, including operational planning and control.

Checked against ISO 55001:2024 (Edition 2) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack critical spares list template has 11 columns and room for 18 entries. Columns: Line, OEM part no., Description, Crit., Min, Reorder, Max, On-hand, Lead time (days), Supplier, Unit cost.
  • Rank each part A, B or C by downtime consequence, substitute availability and lead time; A parts and the riskiest B parts make the list.
  • Review the list at least yearly, and again after a supplier change, an OEM part supersession, an FMEA update or a near-miss stock-out.
  • Record a reorder point, minimum stock and lead time for every line so stores can reorder before stock runs out.
  • Have reliability, stores, finance and maintenance sign each revision, since each owns part of the decision.

Enter your email below to download this critical spares list template as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a critical spares list template?

A critical spares list template is the shortlist of parts that a maintenance organisation must hold in stock right now because the combination of lead time, supplier risk and downtime cost makes a stock-out an unacceptable business risk. It is a distinct document from a maintenance bill of materials. A BOM covers every service-replaceable part attached to a parent asset, often running to hundreds of line items per asset. A critical spares list is the curated subset of those parts where the consequence of not having the part on hand at the moment of failure outweighs the holding cost of carrying inventory. The classification is built around the A/B/C framework: A-criticality parts have a unit-down risk, no approved substitute and a long lead time from a sole supplier, B-criticality parts have a workaround or short-lead substitute, and C-criticality consumables are excluded from the list.

A properly maintained critical spares list is the operational bridge between the reliability function and the finance function. Reliability owns the asset risk and defines the criticality threshold. Finance owns the working-capital impact and tests holding cost against avoided downtime cost. Both perspectives have to agree, because either side acting alone produces a bad outcome: a reliability-only view ties up working capital, a finance-only view accepts downtime risk operations cannot tolerate. The list is also the document reviewed under a Reliability-Centred Maintenance (RCM) programme, where each spare is challenged against the FMEA worksheet on the parent asset and the alternative-supplier landscape.

From a risk and compliance angle, ISO 55001 sets the asset management system requirements a documented critical spares inventory supports, such as clause 7.5 documented information, ISO 31000 provides the risk management framework that the criticality classification is grounded in, and the RCM framework drives the practical methodology for deciding what makes the list. Mining, utilities, manufacturing and process industries treat the critical spares list as a board-level operational risk artefact because a single stock-out can trigger million-dollar downtime events.

Learn more about maintenance and work orders in MapTrack.

Get the free template

Enter your email above to download the full critical spares list template as a PDF.

Download free PDF

Benefits of using this critical spares list template

  • Downtime risk control: holding A-criticality spares eliminates the long-lead exposure that turns a one-shift repair into a multi-week production loss
  • Working capital discipline: a curated list focuses inventory investment on parts where avoided downtime cost clearly exceeds holding cost
  • Supplier risk visibility: single-supplier exposure and lead-time data surface concentration risk before a sole-supplier closure or freight disruption hits operations
  • Reorder-point automation: a recorded reorder point per spare lets the stores system trigger purchase orders automatically rather than relying on tribal knowledge
  • Insurance and audit support: a stamped list with downtime value per line supports business interruption insurance and ISO 55001 audits
  • RCM and FMEA alignment: a list challenged against the FMEA for each parent asset reflects current reliability data, not a one-time setup
  • Cross-functional alignment: reliability, stores, finance and operations agree on a single curated list so no shadow inventory hides across the site

Benefits of digitising forms in MapTrack

When you digitise critical spares process documents in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • 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.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • 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 critical spares process documents.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

1-2 days/week saved

“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a critical spares list template

This critical spares list template covers 13 key areas:

  • Parent asset identification: parent asset ID, OEM make and model, serial number, parent-asset criticality classification and link to the FMEA worksheet
  • Part identification: OEM part number, alternative or aftermarket part number where approved, clear description and link to the maintenance BOM line
  • Criticality rating: A/B/C with A being unit-down risk no substitute long lead, B workaround or short-lead substitute, C excluded by definition
  • Minimum stock level: the lowest stock level permitted before downtime risk becomes unacceptable, set against consumption rate and lead time
  • Current stock level: actual on-hand quantity at the latest stock count, refreshed against the inventory system on a defined cadence
  • Reorder point: the level that triggers an automatic purchase order, set above minimum by consumption-rate multiplied by lead-time, plus safety buffer
  • Lead time days: lead-time from purchase order to dock-receipt at site against primary supplier, with secondary supplier lead-time as a fallback
  • Alternative supplier identified: yes/no flag with the alternative supplier name, lead time and any pricing or qualification notes
  • Last consumed date: date the part was last issued against a work order, used to identify slow-moving or obsolete-risk stock
  • Financial value per unit: current replacement cost per unit and total inventory value held, used by finance to test holding cost
  • Downtime value if stock-out: estimated production loss in dollars per hour or per shift if the part is not available when needed
  • Designated storage location: stores bin location, climate-controlled or hazardous-goods area and access controls for high-value or restricted items
  • Last review and sign-off: review date, the reliability lead and stores coordinator who signed it off and the next scheduled review date

How to use this critical spares list template

  1. 1. Start from the asset criticality matrix: pull the asset criticality rating from the asset register, focus the critical spares review on high-criticality and medium-criticality parent assets first, deprioritise low-criticality assets where downtime cost does not justify a critical-hold inventory and document the prioritisation decision so the next review can challenge it
  2. 2. Run the FMEA against each parent asset: with the reliability lead, walk the failure modes from the FMEA worksheet for each parent asset, identify the part each failure mode consumes during repair and the consequence severity, capture the failure-mode-to-part mapping so the critical spares list has a defensible reliability foundation
  3. 3. Apply the A/B/C criticality framework: classify each candidate part as A (unit-down risk with no substitute and long lead time from a sole supplier), B (workaround or substitute available with short lead time) or C (low-impact consumable, excluded from the list), agree the threshold with finance and operations before the list is published
  4. 4. Capture lead time and supplier exposure: for every A-criticality part, record lead-time days from primary supplier, alternative supplier (where one exists) with their lead time, and any single-supplier concentration risk such as sole regional dealer, OEM-only fitment or freight bottleneck, flag concentration risks for procurement to address
  5. 5. Set minimum stock and reorder point per part: with the stores coordinator, set the minimum stock level (below which downtime risk is unacceptable), the reorder point (above the minimum by consumption-rate multiplied by lead-time-days, plus safety buffer) and the maximum stock level (above which holding cost outweighs avoided downtime risk)
  6. 6. Estimate downtime value per stock-out: with operations and finance, estimate the production loss in dollars per hour or per shift if the part is not available when needed, document the calculation method (tonnes per hour multiplied by price, billable hours lost, fixed-cost recovery) so future reviews use a consistent method
  7. 7. Sign off the list jointly: reliability lead, stores coordinator, finance representative and the maintenance manager all sign off the critical spares list together so no single function carries the decision alone, the joint sign-off makes the list defensible against working-capital scrutiny and against operations risk pushback
  8. 8. Publish to the stores system and the planner: link the critical spares list to the stores inventory system in MapTrack so reorder points trigger automatic purchase orders, surface the criticality flag to the planner so any work order against the parent asset shows critical-spares availability and to the buyer so single-supplier exposure is visible at PO time
  9. 9. Review on a defined cadence and against triggers: schedule a full critical spares review per parent-asset class annually, plus event-driven reviews on any supplier closure, OEM service bulletin, FMEA update or work-order pattern that changes the underlying assumptions, stamp every review with date and sign-off so the audit trail is preserved

In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

Get the free templateEnter your email above to download the full critical spares list template as a PDF.Back to download form

How often should you complete this process document?

A critical spares list is reviewed against both a fixed annual cadence and a set of event-driven triggers. The annual review is the floor. Every parent-asset class on the list gets a full reliability-led review at least once a year, with the reliability lead, stores coordinator, finance representative and maintenance manager walking the list against the latest FMEA worksheet, work-order consumption data and supplier landscape. Event-driven triggers raise an out-of-cycle review whenever the underlying assumptions change. Specific triggers include: a primary supplier closure, acquisition or service-level change that affects lead time, an OEM service bulletin that supersedes a part number on the list, an FMEA update that adds or removes a failure mode on a parent asset, a work-order consumption pattern that surprises the team (a part being consumed faster or slower than the model predicted), an asset criticality reclassification that lifts or lowers the parent asset on the matrix, a financial-year working-capital review that challenges holding levels, and any near-miss stock-out where the team was within one or two units of running out of an A-criticality spare. MapTrack stamps every review and every event-driven update with date, author and trigger so the audit trail is preserved.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

Frequently asked questions

Use the critical spares list at the moment of failure or before a planned shutdown, when the planner needs to know which parts must be on hand right now. The maintenance BOM is the full reference for every service-replaceable part on the parent asset, often running to hundreds of line items. The critical spares list is the curated subset where consequence of stock-out outweighs holding cost. A part on the critical spares list will always also appear on the BOM, but the vast majority of BOM lines never reach the critical spares threshold and do not belong on the list.

Use the A/B/C criticality framework. A-criticality parts have a unit-down risk, no approved substitute and a long lead time from a sole or concentrated supplier. These parts always belong on the list. B-criticality parts have a workaround or substitute that can hold the asset in service for a limited period, and only the B-criticality parts where lead time or supplier exposure pushes them into the critical-hold tier make the list. C-criticality parts are low-impact consumables and are excluded by definition. The classification is challenged against the FMEA worksheet for each parent asset under a Reliability-Centred Maintenance review so the list reflects current reliability data rather than a one-time setup.

A critical spares list is signed off jointly by the reliability lead, the stores coordinator, the finance representative and the maintenance manager. Each function owns part of the decision. Reliability owns the asset risk and the criticality classification. Stores owns the inventory data, supplier lead time and reorder point setting. Finance owns the working-capital impact and tests holding cost against avoided downtime cost. Maintenance management owns the overall accountability. Joint sign-off makes the list defensible against working-capital scrutiny and against operations risk pushback because no single function carries the decision alone. MapTrack records all four sign-offs against the list revision.

A critical spares list is reviewed against both a fixed annual cadence and a set of event-driven triggers. The annual review is the floor, with every parent-asset class on the list walked against the latest FMEA worksheet, work-order consumption data and supplier landscape. Event-driven triggers raise an out-of-cycle review whenever the underlying assumptions change: a primary supplier closure, an OEM service bulletin that supersedes a part number, an FMEA update, a work-order consumption surprise, an asset criticality reclassification, a financial-year working-capital review or any near-miss stock-out. MapTrack stamps every review with date, author and trigger so the audit trail is preserved.

The three anchor references are ISO 55001 (asset management systems, whose requirements, such as clause 7.5 documented information, a documented critical spares inventory supports), ISO 31000 (risk management, which provides the framework that the criticality classification is grounded in) and the Reliability-Centred Maintenance (RCM) framework, which drives the practical methodology for deciding what makes the list. WHS Regulations 2011 Chapter 5 also applies indirectly, because evidencing that the operation can maintain plant in safe working condition implies holding the spares required to action that maintenance. In regulated industries such as mining, utilities and process manufacturing, the list is treated as a board-level operational risk artefact.

Yes. This critical spares list template is completely free to download and use, and it downloads as a ready-to-print PDF. No MapTrack account is required. It suits reliability, stores and finance teams who need to agree one curated hold-now list rather than carry shadow inventory across sites. If you later want to move off paper and spreadsheets, MapTrack turns this into a live digital spares register: reorder points trigger purchase orders automatically against current on-hand stock, single-supplier and lead-time exposure stays visible to the buyer at PO time, the list links to the FMEA and asset record for each parent asset, and every review is stamped with author and trigger for a complete audit trail, so nothing slips through across your fleet or sites. Start free at maptrack.com/free-trial or book a demo.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Asset management - Asset management system - Requirements

    Edition: ISO 55001:2024 (Edition 2)

    Operational planning and life cycle control, planning to meet asset objectives, and the asset data that spares decisions use.

    • 8.1: Operational planning and control, including life cycle management of assets.
    • 6.2.3: Planning to achieve asset management objectives.
    • 7.6: Data and information about assets needed to support asset management decisions.

    International Organization for Standardization (ISO)Sold by the publisher

  • Risk management - Guidelines

    Edition: ISO 31000:2018 (Edition 2)

    Risk management guidelines the criticality ranking can follow. Guidelines, not certifiable requirements.

    International Organization for Standardization (ISO)Sold by the publisher

  • Failure modes and effects analysis (FMEA and FMECA)

    Edition: IEC 60812:2018 (Edition 3.0)

    FMEA and FMECA method, used to link each spare to the failure modes of its parent asset.

    International Electrotechnical Commission (IEC)Sold by the publisher

  • Evaluation Criteria for Reliability-Centered Maintenance (RCM) Processes

    Edition: SAE JA1011_202411 (revised November 2024)

    Evaluation criteria for an RCM process, where spares decisions are often challenged.

    SAE InternationalSold by the publisher

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Check the current source

Critical Spares List Template preview

Critical Spares List Template template preview showing fields and layout

The numbers behind this critical spares list template

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

Get the free template

Enter your email above to download the full critical spares list template as a PDF.

Download free PDF

Embed this free template on your website

Run an industry blog, trade association site, or training resource? Drop a preview of this free critical spares list template 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;">Critical Spares List Template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Parent asset identification: parent asset ID, OEM make and model, serial number, parent-asset criticality classification and link to the FMEA worksheet</li>
    <li style="margin:4px 0;">Part identification: OEM part number, alternative or aftermarket part number where approved, clear description and link to the maintenance BOM line</li>
    <li style="margin:4px 0;">Criticality rating: A/B/C with A being unit-down risk no substitute long lead, B workaround or short-lead substitute, C excluded by definition</li>
    <li style="margin:4px 0;">Minimum stock level: the lowest stock level permitted before downtime risk becomes unacceptable, set against consumption rate and lead time</li>
    <li style="margin:4px 0;">Current stock level: actual on-hand quantity at the latest stock count, refreshed against the inventory system on a defined cadence</li>
    <li style="margin:4px 0;">Reorder point: the level that triggers an automatic purchase order, set above minimum by consumption-rate multiplied by lead-time, plus safety buffer</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/critical-spares-list-template" style="color:#071D49;font-weight:600;text-decoration:none;">Critical Spares List Template</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.

The MapTrack critical spares list template has 11 columns and room for 18 entries.

Short attribution
MapTrack Critical Spares List Template, https://www.maptrack.com/templates/critical-spares-list-template
Reference list
MapTrack. (2026). Critical Spares List Template [Checklist template]. Retrieved from https://www.maptrack.com/templates/critical-spares-list-template

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/critical-spares-list-template.

Need to schedule and track maintenance digitally, by date or meter reading?

Register every critical spares in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.

Start free trialBook a demo

Maintenance and work orders · All templates · Pricing · Book a demo