Preventive maintenance plan template (with example)
- A minimal preventive plan needs seven pieces of data per task: asset, task, frequency or meter, duration, assignee, material and checklist.
- Start with critical assets and with the tasks the manufacturer requires.
- When the sheet grows, a CMMS generates the work orders and warns you of what is due.
A preventive maintenance plan is a table that records, for each asset, which tasks are done, how often, how long they take, who does them and what material they need. You can start with this template in a spreadsheet and, when you have dozens of assets, move it to a CMMS so that the orders are generated on their own.
The template columns
| Column | What to write |
|---|---|
| Asset | Unique name and location (for example, “Circulation pump · Plant room”). |
| Task | Verb + object: “Check seals”, “Replace filter”, “Measure insulation”. |
| Frequency or meter | Monthly, quarterly, yearly… or every 500 h of use, every 10,000 cycles. |
| Estimated duration | Minutes or hours, to plan technicians’ workload. |
| Assignee | Person or role (mechanic, electrician, external supplier). |
| Material | Spare parts and consumables needed, with their quantity. |
| Checklist | Specific steps to verify and acceptable values. |
Illustrative example
The values in the table are for guidance: always adjust them to the manufacturer’s recommendations and your experience with the equipment.
| Asset | Task | Frequency | Duration | Material |
|---|---|---|---|---|
| Circulation pump | Check noise, vibration and seal leaks | Monthly | 30 min | — |
| Air compressor | Replace intake filter | Every 500 h of use | 45 min | Filter |
| Electrical panel | Thermography and re-tightening of terminals | Yearly | 2 h | — |
| Conveyor belt | Grease bearings and check belt tension | Quarterly | 1 h | Grease |
Generic checklist for a check
- Verify that the equipment is stopped and locked out (LOTO) before intervening.
- Visual inspection: leaks, corrosion, play, damaged wiring.
- Check for abnormal noise, temperature and vibration.
- Clean, lubricate and adjust according to the manual.
- Replace the planned wear parts.
- Test operation and note the readings.
- Record what was done, the time spent, the material used and any defect detected.
How to complete the plan without getting stuck
- Prioritise by criticality. Fill in first the equipment whose stoppage is most costly. How to classify criticality.
- Start from what the manufacturer requires and from the applicable regulations.
- Review with your breakdown history and adjust frequencies.
- Do not write it all at once: a small plan that is followed is better than a huge one that is ignored.
When to move it to a CMMS
The spreadsheet stops working when you need someone to warn you of what is due, several technicians to work at the same time or every intervention to stay in the equipment’s history. A CMMS schedules each task by calendar or by meter and generates the work order in advance. See the CMMS vs Excel comparison.
From template to automatic orders
In Mantenplan you define each task once, by date or by meter, and the work orders are generated on their own.
Create my first planFrequently asked questions
What should a preventive maintenance plan include?
For each asset: the tasks, their frequency (by calendar or by usage), the estimated duration, the assignee, the material needed and a checklist. It is also worth recording the date of the last execution.
How often should I review the plan?
At least once a year, and whenever the use of a piece of equipment changes or a breakdown repeats. The history data shows which frequencies should be shortened or lengthened.