Free pm compliance report template
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Free PM compliance report template. PM completion rates, on-time vs late, by site/team breakdown, action items per ISO 55001 and RCM framework.
Commercial Director
Updated 25 May 2026
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What is a pm compliance report template?
A PM compliance report template is a periodic management report that summarises preventive maintenance performance across a defined reporting period, typically a calendar month or a quarter, against the schedule that was planned at the start of the period. It is a different document from a work order. A work order authorises and records a single task. A PM compliance report rolls every preventive work order in the period into a single view that answers four questions: how many PMs were scheduled, how many were completed on time, how many were completed late, and how many slipped into the next period without being closed. The headline metric is PM compliance percentage, calculated as on-time completions divided by total scheduled, with the industry-accepted target sitting at 95 percent or better for a mature maintenance organisation.
The report sits above the work-order log and is read by maintenance managers, reliability engineers, asset managers and the executive team. It feeds the reliability programme, the asset management plan and the capital-versus-maintenance trade-off conversations with finance. The same data also informs the next period plan, because chronic late or missed PMs on the same asset class usually signal a resourcing gap, a parts-availability constraint or an over-aggressive interval that needs to be reset against actual operating conditions.
From a compliance angle, ISO 55001 sets the asset management system requirement for documented performance reporting against the maintenance plan, the Reliability-Centred Maintenance (RCM) framework provides the methodology for setting the intervals the report is measured against, and WHS Regulations 2011 Chapter 5 carries the PCBU duty to evidence that plant maintenance has been performed. The PM compliance report is the primary artefact reviewed by SafeWork investigators, insurance assessors and ISO 55001 surveillance auditors when they ask for evidence that the maintenance programme is actually running rather than just documented on paper.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this pm compliance report template
- Executive visibility: a single percentage figure tells the leadership team whether the maintenance programme is running on plan without reading every work order
- Late and missed PM root causes: top-reason analysis surfaces whether parts, labour, access or interval-setting is driving the slippage
- Asset class trending: breakdowns by site, team and asset class reveal where the programme is healthy and where it is failing
- Audit evidence: a stamped, signed period report satisfies ISO 55001, RCM and WHS Regulations Chapter 5 evidence expectations in a single document
- Resourcing decisions: chronic shortfall against a 95 percent target is the data that supports a hiring case or contractor uplift
- Interval recalibration: PMs that are routinely missed often signal an over-aggressive interval that needs RCM review, not a resourcing problem
- Continuous improvement loop: period-over-period trend data feeds the reliability programme and the next quarter operating plan
Benefits of digitising forms in MapTrack
When you digitise pm compliance report process documents in 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 pm compliance report process documents.
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What to include in a pm compliance report template
This pm compliance report template covers 12 key areas:
- Report header: report identifier, reporting period (month or quarter), site, business unit, prepared by and approved by, report date and distribution list
- Headline PM compliance percentage: on-time completions divided by total scheduled with the target compared (typically 95 percent) and the trend versus the previous period
- Total PMs scheduled in period: count of every preventive work order with a due date inside the reporting period, including carryover from prior periods
- Completed on time: count and percentage of PMs closed before or on the due date with the technician and supervisor sign-off
- Completed late: count and percentage of PMs closed after the due date with the average days late and the top reasons for the slippage
- Overdue not yet completed: count and percentage of PMs still open at period close with the ageing analysis (1-7 days, 8-30 days, over 30 days)
- Breakdown by site or business unit: PM compliance percentage per site, per asset class and per maintenance team so problem areas are visible
- Top reasons for late or missed PMs: categorised root causes such as parts on order, technician availability, access constraints, asset out of service or interval not realistic
- Action items raised: specific actions with owner and due date to address the top three reasons for slippage, linked to next-period commitments
- Trend versus previous period: PM compliance percentage for the current period, the previous period and the rolling six-month or twelve-month average
- Critical asset spotlight: any PM missed against a critical-criticality asset called out explicitly with explanation, recovery plan and risk acceptance
- Sign-off and distribution: prepared by (planner or reliability engineer), reviewed by (maintenance manager), approved by (asset manager or operations manager), distribution list and next report due date
How to use this pm compliance report template
- 1. Define the reporting period and pull the source data: agree the reporting cadence (typically monthly with a quarterly executive roll-up), set the start and end dates explicitly, pull every preventive work order with a due date falling inside the period from the CMMS and include any carryover from prior periods that is still open at the period start
- 2. Validate the data set before any calculation: check that every PM in the period has a work order number, a due date, a current status and a closed date where applicable, flag any work order with missing data for the planner to correct so the headline number is defensible when the executive team challenges it on review day
- 3. Calculate the headline PM compliance percentage: divide on-time completions by total scheduled PMs in the period, multiply by 100 and round to one decimal place, compare against the target (typically 95 percent for a mature programme) and against the previous period number so the trend is visible at the top of the report
- 4. Break down by site, team and asset class: produce the same calculation per site, per maintenance team and per asset class so problem areas surface rather than being hidden inside an aggregate number, sort each breakdown by compliance percentage ascending so the lowest performers are at the top of the table
- 5. Categorise late and missed PMs by root cause: tag every late or missed PM against a standard root-cause taxonomy (parts on order, technician availability, access constraints, asset out of service, interval not realistic, planning error, operator refusal) and produce a top-three reasons list by count and by impact
- 6. Spotlight critical assets: filter the late or missed PMs to the critical-criticality assets from the asset register, call each one out explicitly in a dedicated section with the asset ID, the missed PM, the reason and the recovery plan agreed with operations
- 7. Raise action items against the top reasons: for each of the top three slippage reasons, agree a specific action with a named owner and a due date that the next period report will be measured against, link each action back to the maintenance plan or the resourcing model so the action lands somewhere accountable
- 8. Compare the period number to the trend: report current period, previous period and rolling six-month or twelve-month average together so a single bad month does not trigger an over-reaction and a slow erosion does not get lost in the monthly noise
- 9. Circulate, sign off and file: the planner prepares the report, the maintenance manager reviews it, the asset manager or operations manager signs off, the report is distributed to the agreed list (executive team, reliability, finance, site management) and filed against the maintenance programme record in MapTrack for audit purposes
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 pm compliance report template as a PDF.Back to download formHow often should you complete this process document?
A PM compliance report is produced on a fixed period cadence with two layers. The operational layer runs monthly, summarising the most recent calendar month and feeding the maintenance management cycle for the next period. The executive layer runs quarterly, aggregating the three preceding months and pairing the headline number with the rolling six-month and twelve-month trend for board or leadership review. Both layers use the same source data and the same calculation method so the numbers reconcile. Beyond the fixed cadence, an out-of-cycle report is produced on demand for ISO 55001 surveillance audits, insurance renewals, SafeWork inspections, customer audits and any incident investigation that asks whether the maintenance programme was running on plan in a defined window. MapTrack auto-generates the monthly and quarterly reports against the same source data so the planner is not rebuilding the report manually each period and so the audit trail is preserved against the maintenance programme record.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- ISO 55001 (Asset management systems)
- Reliability-Centred Maintenance (RCM) framework
- AS/NZS ISO 9001 (Quality management)
- WHS Regulations 2011 Chapter 5
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<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#0E7490;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">PM Compliance Report 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;">Report header: report identifier, reporting period (month or quarter), site, business unit, prepared by and approved by, report date and distribution list</li>
<li style="margin:4px 0;">Headline PM compliance percentage: on-time completions divided by total scheduled with the target compared (typically 95 percent) and the trend versus the previous period</li>
<li style="margin:4px 0;">Total PMs scheduled in period: count of every preventive work order with a due date inside the reporting period, including carryover from prior periods</li>
<li style="margin:4px 0;">Completed on time: count and percentage of PMs closed before or on the due date with the technician and supervisor sign-off</li>
<li style="margin:4px 0;">Completed late: count and percentage of PMs closed after the due date with the average days late and the top reasons for the slippage</li>
<li style="margin:4px 0;">Overdue not yet completed: count and percentage of PMs still open at period close with the ageing analysis (1-7 days, 8-30 days, over 30 days)</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/pm-compliance-report-template" style="color:#071D49;font-weight:600;text-decoration:none;">PM Compliance Report Template</a> by MapTrack</p>
</div>Please keep the “by MapTrack” attribution link in the snippet.
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