Free preventive maintenance schedule
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Free preventive maintenance schedule PDF. Plan weekly, monthly, quarterly and annual PM tasks across all equipment and assets. Download instantly.
Commercial Director
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See the first part of the preventive maintenance schedule below. Download the full version above.
What is a preventive maintenance schedule?
A preventive maintenance (PM) schedule is a planning document that maps all routine maintenance tasks across a calendar year. It organises tasks by asset or system, assigns a frequency (daily, weekly, monthly, quarterly, annual), and indicates which month each task should be completed. The schedule ensures that maintenance work is planned ahead, distributed evenly across the year, and nothing falls through the cracks. It is the foundation of any effective maintenance program.
A documented PM schedule is not just good practice, it is a regulatory expectation. Under the WHS Act 2011, a PCBU must ensure that plant is maintained so it remains without risks to health and safety. The WHS Regulations 2011, Chapter 5, specifically require persons with management or control of plant to establish and follow a maintenance schedule. Without a written schedule, maintenance defaults to reactive mode where tasks are only performed after equipment fails. Reactive maintenance typically costs three to five times more than preventive maintenance, introduces unplanned downtime that disrupts operations, and creates safety risks when critical systems such as fire protection, emergency lighting or pressure vessels miss their mandated inspection intervals. Insurance assessors and WHS auditors expect to see a documented schedule with completion records. A gap in the schedule creates a gap in your compliance evidence that is difficult to explain during an incident investigation.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this preventive maintenance schedule
- Reduced breakdowns: - planned maintenance catches issues before they cause failures, keeping equipment running and avoiding costly emergency repairs.
- Lower costs: - preventive maintenance typically costs 3-5 times less than emergency repairs, reducing your total maintenance spend.
- Extended asset life: - regular service intervals keep equipment running longer, delaying capital replacement.
- Improved safety: - scheduled inspections identify hazards before incidents occur, protecting your team and meeting duty of care obligations.
- Better resource planning: - know in advance what labour, parts and tools are needed each month, reducing last minute scrambles and overtime.
- Compliance: - a documented PM schedule demonstrates due diligence for WHS and insurance requirements, providing audit-ready records.
Benefits of digitising forms in MapTrack
When you move your schedule / plans 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.
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What to include in a preventive maintenance schedule
This preventive maintenance schedule covers 12 key areas:
- Schedule details: - site or facility name, department, schedule year, prepared by, approved by.
- HVAC and mechanical: - heating, ventilation, air conditioning and mechanical system maintenance tasks grouped by frequency.
- Electrical: - switchboard inspections, RCD testing, emergency lighting, test and tag, electrical system checks.
- Plumbing: - pipework inspections, backflow prevention, hot water systems, drainage and water quality checks.
- Fire safety: - fire extinguisher inspections, alarm testing, sprinkler checks, emergency evacuation equipment.
- Equipment and plant: - generators, compressors, forklifts, fleet vehicles and other operational equipment.
- Grounds and exterior: - roof inspections, guttering, car park, fencing, landscaping, external lighting.
- Frequency for each task: - daily, weekly, monthly, quarterly or annual.
- 12-month calendar grid: - tick when completed each month.
- Assigned technician or contractor: - who is responsible for each task.
- Notes: - additional or site-specific tasks.
- Sign-off: - prepared by and approved by with dates.
How to use this preventive maintenance schedule
- List all assets and systems requiring maintenance across your site or facility, including HVAC, electrical, plumbing, fire safety, equipment and grounds.: Walk through the entire site or facility and create a comprehensive asset register. Include HVAC units, switchboards, plumbing systems, fire safety equipment, generators, compressors, fleet vehicles, forklifts and any other equipment or infrastructure that requires routine maintenance.
- Identify manufacturer-recommended service intervals for each asset. Check manuals, data plates and supplier documentation for recommended frequencies.: For each asset, locate the manufacturer service manual, data plate or supplier documentation and record the recommended service intervals. Note specific tasks required at each interval (e.g. filter change at 250 hours, oil change at 500 hours, major service at 1,000 hours or annually). This forms the foundation of your PM schedule.
- Add regulatory and compliance requirements, including fire safety testing, electrical inspections, calibration, and any industry-specific obligations.: Layer in any legislated or standards-based inspection requirements such as annual fire extinguisher inspection, six-monthly RCD testing, annual test and tag, pressure vessel inspections per AS 3788, crane certifications per AS 1418 and any industry-specific audit requirements. These compliance tasks are non-negotiable and must be scheduled first.
- Group tasks by system and assign frequencies (daily, weekly, monthly, quarterly, annual). Use the template categories as a starting point.: Organise all maintenance tasks by system category (HVAC, electrical, plumbing, fire safety, equipment, grounds) and assign the correct frequency to each task. Use the template categories as a starting framework and customise for your specific site. This grouping helps allocate resources and identify which months have the highest workload.
- Map tasks across the 12-month calendar, distributing workload evenly to avoid overloading any single month.: Plot each task onto the 12-month calendar grid. Stagger quarterly and annual tasks so they do not all fall in the same month. Consider seasonal factors such as scheduling HVAC servicing before summer and heating checks before winter. Distribute workload to maintain a manageable level each month for your team.
- Review, approve and distribute to your maintenance team. Assign responsible technicians or contractors for each task group.: Have the maintenance manager or facility manager review and approve the completed schedule. Assign specific technicians, trade contractors or service providers to each task group. Distribute the schedule to all responsible parties and set up automated reminders in your maintenance management system.
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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Back to download formHow often should you complete this schedule / plan?
Review and update the preventive maintenance schedule at least annually, or whenever new equipment is added, assets are decommissioned, or regulatory requirements change. Monthly reviews help verify that scheduled tasks are being completed on time.
In MapTrack, you can set up automated PM schedules that generate work orders automatically, track completion rates and send reminders when tasks are overdue. Schedule by date, meter reading or condition, across your entire asset register.
The schedule should be reviewed at least annually and updated whenever new equipment is added or manufacturer service bulletins are issued. For organisations managing hundreds of assets, a digital maintenance management system like MapTrack automates schedule creation, work order generation and compliance tracking, eliminating manual spreadsheet-based schedules.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Act 2011, Section 19 - Primary Duty of Care (duty to maintain plant and structures)
- WHS Regulations 2011, Chapter 5 - Plant and Structures (requirement for maintenance schedules)
- AS 1851:2012 - Routine Service of Fire Protection Systems and Equipment
- AS/NZS 3760:2010 - In-service Safety Inspection and Testing of Electrical Equipment
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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