Preventive Maintenance Schedule Template
A clean, ready-to-use PM schedule for Excel or Google Sheets — pre-filled with common equipment and tasks so you can start in minutes. Free, no signup.
How to use this preventive maintenance schedule
- List your equipment. Add every asset you maintain and where it lives. Group by area if it helps.
- Add the recurring tasks. For each asset, write the specific PM task and how often it's due — weekly, monthly, quarterly, annually, or by runtime hours.
- Track dates and owners. Fill in the interval in days and the last completed date, and the next due date calculates itself. Assign an owner, then sort by “Next Due” to see what's coming up.
What's in the PM schedule
One row per recurring task, with these columns: Asset, Location, PM Task, Frequency, Interval Days, Last Completed, Next Due, Owner, Status, and Procedure / Notes. Next Due is the last completed date plus the interval. Status reads On Track, Due Soon, or Overdue, so the PMs that need attention this week stand out without any manual checking.
Where a spreadsheet starts to break down
A schedule like this works well at first. The friction shows up later: it can't remind anyone, someone has to remember to type in the completed date every time, and there's no record of what was actually found or replaced on each PM. That's usually the point teams move to software that recalculates due dates, sends reminders, and logs completion automatically. We wrote up the full math on that trade-off in CMMS vs. spreadsheet: the real cost of “free” tracking.
Frequently asked questions
What should a preventive maintenance schedule include?
At minimum: the equipment or asset, its location, the specific maintenance task, how often it's due (frequency), the last completed date, the next due date, and who's responsible. This template includes all of those columns plus a notes field.
How do I open this template in Excel or Google Sheets?
Download the Excel workbook and open it directly in Excel. In Google Sheets, use File → Import → Upload. The formatting, sample schedule, filters, and formulas are already set up for you.
Does the template calculate the next due date?
Yes. Enter the interval in days and the date the PM was last completed, and the Next Due column fills in. The Status column then marks each PM as On Track, Due Soon (within 7 days), or Overdue, and the summary at the top counts the due-soon and overdue ones.
How often should preventive maintenance be done?
It depends on the asset and how hard it runs. Common intervals are weekly checks (fluids, visual inspection), monthly tasks (lubrication, filters), and quarterly or annual overhauls. Start from the OEM manual's recommended intervals and adjust based on runtime and failure history.
Skip the manual due-date math
RunTight turns this schedule into automatic PM reminders, mobile work orders, and a timestamped maintenance history for review — Free plan available, no per-user fees.
Use this schedule free