Free preventive maintenance schedule
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A preventive maintenance schedule is a calendar-based planning document that maps all routine maintenance tasks across a year. It organises tasks by asset or system, assigns frequencies and indicates which month each task is due. This page explains what to include, how to create your own PM schedule, and offers a free PDF-ready template you can download and use straight away.
Last updated: 2026-03-26 · MapTrack
Commercial Director
How to use: Enter site and schedule details at the top, then tick each task in the month it is due or completed. Use Print, then Save as PDF in your browser to save a copy.
- ✓ PDF-ready - 12-month calendar grid (A4)
- ✓ Covers HVAC, electrical, plumbing, fire safety, equipment and grounds
- ✓ Free to use with or without MapTrack
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See the first part of the schedule below. Enter your email above to download the full preventive maintenance schedule (PDF-ready).
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.
Benefits of a 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 from paper or static PDFs to digital PM schedules 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).
Book a demo to see digital PM schedules and automated reminders in MapTrack.
What to include in a preventive maintenance schedule
Our free PM schedule template covers the following sections:
- 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 create a preventive maintenance schedule
- List all assets and systems requiring maintenance across your site or facility, including HVAC, electrical, plumbing, fire safety, equipment and grounds.
- Identify manufacturer-recommended service intervals for each asset. Check manuals, data plates and supplier documentation for recommended frequencies.
- Add regulatory and compliance requirements, including fire safety testing, electrical inspections, calibration, and any industry-specific obligations.
- Group tasks by system and assign frequencies (daily, weekly, monthly, quarterly, annual). Use the template categories as a starting point.
- Map tasks across the 12-month calendar, distributing workload evenly to avoid overloading any single month.
- Review, approve and distribute to your maintenance team. Assign responsible technicians or contractors for each task group.
In MapTrack, you can set up automated PM schedules that generate work orders automatically, send reminders to your team and track completion rates. No paper, no missed tasks. Book a demo to see how.
Get the free template
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Back to download formReview and update frequency
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.
Frequently asked questions
- What is a preventive maintenance schedule?
- A preventive maintenance schedule is a calendar-based plan that maps out all routine maintenance tasks for your equipment and assets across the year. It organises tasks by frequency (daily, weekly, monthly, quarterly, annual) and assigns them to specific time periods, ensuring nothing is missed and workload is distributed evenly.
- How do I decide what tasks to include in a PM schedule?
- Start with manufacturer-recommended maintenance intervals for each asset. Add regulatory requirements (fire safety, electrical testing, calibration). Include any tasks based on your own experience with the equipment. Group tasks by system (HVAC, electrical, plumbing, equipment) and frequency. Our template provides a starting framework you can customise for your facility or fleet.
- What is the difference between preventive and reactive maintenance?
- Preventive maintenance is planned, scheduled work performed before equipment fails, aimed at avoiding breakdowns. Reactive maintenance is unplanned work performed after equipment has already failed or broken down. A good PM schedule reduces reactive maintenance, lowering costs, improving uptime and extending asset life.
- Is the template free to use without MapTrack?
- Yes. Download and use the preventive maintenance schedule for free. Open the file and use your browser's Print, then Save as PDF. No MapTrack account required. If you later want automated scheduling with reminders, work order generation and completion tracking, we would be happy to show you MapTrack.
Need automated preventive maintenance scheduling?
Set up PM schedules in MapTrack that automatically generate work orders, send reminders to your team, track completion rates and flag overdue tasks. Schedule by date, meter reading or condition, across your entire asset register.
Preventive maintenance · Maintenance · Scheduling · Resources