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Free preventive maintenance procedure template (PDF-ready). Run scheduled PM on an asset with time or condition triggers, task steps and sign-off.

Jarrod Milford

Jarrod Milford

Commercial Director

Updated 22 June 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Key takeaways

  • A PM procedure sets the safe, repeatable method for performing a scheduled service before an asset fails.
  • It separates time-based triggers from condition-based triggers so the right work fires for the right reason.
  • Readings captured against each task build the trend data that improves future intervals.
  • Acceptance criteria and a sign-off confirm the asset is verified fit to return to service.
  • A dated, signed PM record is clear evidence of a controlled regime for ISO 55001 and WHS.

Updated 22 June 2026

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, alerts and audit trails

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FreePDFUpdated June 2026

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What is a preventive maintenance procedure template?

A preventive maintenance procedure template sets out exactly how to perform a scheduled preventive maintenance service on a single asset before it fails, rather than waiting for a breakdown. It names the asset and its identifier, the trigger that brought the service due, the safe isolation steps, the ordered list of PM tasks such as inspect, clean, lubricate, adjust, test and replace, the consumables and tools needed, and the readings to capture against each task. It finishes with acceptance criteria and a technician and supervisor sign-off so the service is verified as complete, not just attempted.

The value of a written PM procedure is that scheduled work is done the same way every time, by any qualified person, with no reliance on the memory of one experienced fitter. It separates time-based triggers such as monthly or every 250 hours from condition-based triggers such as a vibration or oil-analysis reading crossing a limit, so the right work fires for the right reason. Each completed service feeds the asset history that planned maintenance and reliability decisions depend on, and a dated, signed PM record is clear evidence of a controlled maintenance regime under ISO 55001 and the plant duties in the Work Health and Safety Regulation.

Learn more about maintenance and work orders in MapTrack.

Benefits of using this preventive maintenance procedure template

  • Consistent execution: a fixed task order means the same PM service is delivered the same way by any qualified technician, every cycle.
  • Fewer breakdowns: catching wear, looseness and contamination on a schedule heads off the unplanned failures that stop production.
  • Right trigger, right work: separating time-based and condition-based triggers stops over-servicing healthy assets and under-servicing stressed ones.
  • Captured readings: recording measurements against each task builds the trend data that turns calendar PM into smarter condition-based PM.
  • Verified completion: acceptance criteria and a sign-off confirm the service was finished and the asset is fit to return to service.
  • Audit evidence: a dated, signed PM record demonstrates a controlled, planned maintenance regime for ISO 55001 and WHS plant reviews.

Benefits of digitising forms in MapTrack

When you move your service procedures 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 service procedures.

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What to include in a preventive maintenance procedure template

This preventive maintenance procedure template covers 9 key areas:

  • Asset name, ID or serial number, and the site or location it sits on
  • PM service level or code, and the schedule reference it was generated from
  • Trigger type: time-based interval, runtime hours, or a condition-based limit
  • Safety, isolation, lockout and permit requirements to confirm before starting
  • Tools, instruments and consumables or parts needed to complete the service
  • Ordered PM task list: inspect, clean, lubricate, adjust, test and replace steps
  • Readings and measurements to capture against each task, with expected ranges
  • Acceptance criteria, defects raised as follow-up work, and return-to-service note
  • Technician and supervisor sign-off with date, time taken and next service due

How to use this preventive maintenance procedure template

  1. Confirm the trigger and prepare: Check why the service is due, whether a calendar interval, a runtime hour reading, or a condition limit being crossed. Pull the parts, consumables and instruments listed for this PM level so the technician is not stood down partway through the service.
  2. Isolate and make the asset safe: Confirm and apply the isolation, lockout and permit requirements before any work starts, and verify stored energy is released. Record that the asset is safe to work on so the safety step is documented, not assumed, for every preventive service.
  3. Work the PM task list in order: Complete the inspect, clean, lubricate, adjust, test and replace tasks in the set sequence, ticking each one as it is done. Capture the readings called for and note anything outside the expected range so it can be acted on before it becomes a failure.
  4. Check against acceptance criteria: Compare the captured readings and the asset condition against the acceptance criteria for this service. Raise any defect found that falls outside the PM scope as a separate corrective work order rather than trying to fix it informally during the service.
  5. Sign off and schedule the next service: Have the technician and supervisor sign that the service is complete and the asset is fit to return to service. File the record against the asset history and set the next service due date or hour reading so the cycle continues without a gap.

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

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How often should you complete this service procedure?

Run the procedure every time a preventive service falls due, whether the trigger is a calendar interval such as monthly or quarterly, a runtime threshold such as every 250 or 500 hours, or a condition-based limit such as a vibration or oil-analysis reading. The schedule that drives the trigger lives in the asset register or maintenance plan, and the procedure is the method for delivering each occurrence consistently.

Review the PM procedure itself at least annually, and sooner when failure data, an OEM bulletin or a near miss suggests the interval or the task list is wrong. If condition readings keep coming back well inside limits, the interval may be too tight and worth extending; if failures still slip through, the tasks or the trigger need tightening.

Frequently asked questions

ISO 55001 expects planned maintenance to be controlled and traceable, and the Work Health and Safety Regulation requires plant to be maintained so it stays safe to use. A written PM procedure delivers both: it fixes the safe method, records the tasks done and the readings taken, and captures a dated sign-off that the asset is fit to return to service. That signed, repeatable record is strong evidence of a controlled preventive regime during an audit or after an incident.

A time-based trigger fires on a fixed interval, such as every month or every 250 runtime hours, regardless of the asset condition. A condition-based trigger fires when a measured parameter, such as vibration, temperature or oil-analysis result, crosses a set limit. Time-based PM is simple and predictable but can over-service healthy assets, while condition-based PM targets work to actual wear. Most operations run a mix, using calendar PM for low-cost tasks and condition monitoring on critical assets.

A PM checklist is the tick-box list of points to inspect or actions to confirm during a service. A preventive maintenance procedure is the wider method around it: the trigger, the isolation and safety steps, the tools and parts, the ordered tasks, the readings and acceptance criteria, and the sign-off. The checklist is one part of the procedure. Use the checklist on the floor and keep the full procedure as the controlled instruction that defines how the service is done.

The procedure is best drafted by a maintenance planner or senior technician who knows the asset, then reviewed against the OEM manual and approved by the maintenance supervisor or reliability lead. Involving the people who do the work keeps the task order realistic and surfaces the practical isolation and access steps. Approval should confirm the safety steps, the parts list and the acceptance criteria are correct before the procedure is released for use.

Yes, it is completely free. Open it in your browser, then use Print and choose Save as PDF to keep a copy or print a pad for the workshop. You do not need a MapTrack account. If you want to move beyond paper, MapTrack schedules preventive maintenance against each asset, fires time-based and meter-based triggers, attaches the task steps and parts, and keeps the full asset history in one place. Start free or book a demo to see how.

Applicable regulatory standards

This template aligns with the following regulations and standards:

  • ISO 55001:2024 Asset management (planned maintenance and asset history records)
  • ISO 9001:2015 Clause 8.5.1 Control of production and service provision
  • Work Health and Safety Regulation 2017, plant maintenance and inspection duties (s213)
  • AS/NZS ISO 31000:2018 Risk management (condition-based maintenance triggers)

Related resources

More maintenance templates and guides:

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Run an industry blog, trade association site, or training resource? Drop a preview of this free preventive maintenance procedure template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

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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;">Preventive maintenance procedure 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;">Asset name, ID or serial number, and the site or location it sits on</li>
    <li style="margin:4px 0;">PM service level or code, and the schedule reference it was generated from</li>
    <li style="margin:4px 0;">Trigger type: time-based interval, runtime hours, or a condition-based limit</li>
    <li style="margin:4px 0;">Safety, isolation, lockout and permit requirements to confirm before starting</li>
    <li style="margin:4px 0;">Tools, instruments and consumables or parts needed to complete the service</li>
    <li style="margin:4px 0;">Ordered PM task list: inspect, clean, lubricate, adjust, test and replace steps</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/preventive-maintenance-procedure-template" style="color:#071D49;font-weight:600;text-decoration:none;">Preventive maintenance procedure template</a> by MapTrack</p>
</div>

Please keep the “by MapTrack” attribution link in the snippet.

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