Free maintenance report template
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Free maintenance report template (PDF). Summarise work orders, downtime, PM compliance, cost and top failures for the period. Download free.
Commercial Director
Key takeaways
- A maintenance report is a periodic summary of what the maintenance function delivered: work orders, downtime, PM compliance, cost and top failure modes.
- It reports results, where a plan sets the strategy and a schedule shows the forward calendar of work to come.
- Report PM compliance as completed-on-time over scheduled, and the reactive ratio, so management can see whether work is planned or firefighting.
- Always include the top failure modes and resulting actions, or the report describes the past without improving the future.
Updated 4 June 2026
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What is a maintenance report template?
A maintenance report template is a periodic summary that tells management how the maintenance function performed over a period such as a month, quarter or year. It pulls together the headline numbers: work orders raised and completed, planned versus reactive work, equipment downtime, preventive maintenance compliance, parts and labour cost, the top recurring failure modes and the actions arising. It is the document a maintenance manager presents at a review so leadership can see, on one or two pages, whether maintenance is in control and where attention is needed.
Maintenance managers, reliability engineers and operations leaders use the report to turn raw work order and cost data into decisions: whether to shift more work from reactive to planned, where downtime is concentrating, which assets are repeat offenders and whether the budget is on track. The report is distinct from a maintenance plan, which sets the strategy and approach, and from a maintenance schedule, which shows the forward calendar of work. In MapTrack, the figures in this report, completed work orders, downtime, PM compliance and cost, are produced from the live work order and asset data rather than re-keyed, so the period summary reflects what actually happened. ISO 55001 expects organisations to monitor and review asset management performance, and a regular maintenance report is the practical mechanism for that review.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this maintenance report template
- Performance at a glance: the headline numbers on one or two pages let leadership see whether maintenance is in control without reading raw logs.
- Planned versus reactive visibility: reporting PM compliance and the reactive ratio shows whether the team is working to plan or firefighting.
- Downtime focus: summarising downtime by asset reveals where availability is being lost and which plant deserves attention first.
- Cost accountability: parts and labour cost for the period lets the budget be tracked against actual spend rather than estimated after the fact.
- Failure insight: listing the top recurring failure modes points reliability effort at the assets and causes that actually drive the work.
- Action and follow-up: recording the actions arising turns the report into a decision record rather than a backward-looking statistic sheet.
- Trend over time: a consistent report format lets each period be compared to the last so improvement or drift is obvious.
Benefits of digitising forms in MapTrack
When you move your reports 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 reports.
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What to include in a maintenance report template
This maintenance report template covers 10 key areas:
- Report details: site or department, prepared by, the reporting period and the date issued.
- Work order summary: work orders raised, completed and outstanding, split into planned and reactive.
- PM compliance: planned tasks completed on time as a percentage of those scheduled for the period.
- Reactive ratio: reactive or breakdown work as a percentage of total work in the period.
- Equipment downtime: total downtime hours and the breakdown by asset or area.
- Cost summary: parts, labour and contractor cost for the period, against budget where available.
- Top failure modes: the recurring failures or repeat-offender assets driving the most work or downtime.
- Backlog: the size and age of outstanding work, and any safety-critical items overdue.
- Reliability measures: MTBF and MTTR where tracked, for critical assets.
- Actions and recommendations: the decisions arising and who owns each, with a due date.
How to use this maintenance report template
- Set the reporting period and pull the work order data for it.: Confirm the period the report covers, then extract the work orders raised, completed and outstanding from your maintenance records, split into planned and reactive. Getting clean, period-bounded data first is what makes every figure that follows consistent and comparable to prior periods.
- Calculate PM compliance and the reactive ratio for the period.: Work out preventive maintenance compliance as planned tasks completed on time divided by those scheduled, and the reactive ratio as breakdown work over total work. These two figures tell management at a glance whether the function is operating to plan or being pulled into firefighting.
- Summarise downtime and cost, broken down by asset or area.: Total the equipment downtime hours and the parts, labour and contractor cost for the period, then break each down by asset or area. Comparing the numbers against budget and against the previous period shows where availability and spend are concentrating.
- Identify the top failure modes and repeat-offender assets.: Rank the recurring failures and the assets generating the most work orders or downtime. Highlighting the small number of assets and causes that drive most of the workload is what directs reliability effort to where it will actually move the numbers.
- Record the backlog size, age and any overdue safety-critical work.: State how much outstanding work exists and how old it is, and flag any safety-critical or statutory tasks that are overdue. Backlog age is an early warning that capacity is not keeping up with demand, well before it shows in downtime figures.
- Write the actions arising and assign each an owner and a due date.: Translate the findings into specific actions, such as moving an asset onto condition monitoring or clearing the safety-critical backlog, and assign each an owner and due date. A report without owned actions describes the past without changing the next period.
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 maintenance report template as a PDF.Back to download formHow often should you complete this report?
Produce a maintenance report on a regular cycle, most commonly monthly for operational review and quarterly or annually for leadership and budget review. Keep the format consistent so each period can be compared to the last and trends are obvious. Review the report with the maintenance team and operations leadership, and carry the actions arising into the next period rather than letting them lapse. In MapTrack, the work order, downtime and cost figures are generated from live data, so a current report can be produced for any period without manually compiling spreadsheets.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 55001 - Asset Management Systems (monitoring, measurement and review of asset management performance)
- WHS Regulations 2011, Chapter 5 - Plant and Structures (records of inspection, testing and maintenance of plant)
- AS ISO 55001 - Asset management (Australian adoption of the asset management system standard)
Need to schedule and track maintenance digitally?
Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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