Free preventive maintenance checklist

Turn recurring maintenance into a schedule your team can actually follow. This preventive maintenance checklist defines the asset, task, frequency, acceptance criteria, responsible role, and next due date in one portable sheet.

PM task

One observable action per row.

Frequency

Daily, weekly, monthly, quarterly, annual, or meter-based interval.

Acceptance criteria

What a pass looks like and when to create corrective work.

Assigned role

The job role accountable for completion.

Last completed

The evidence date for the previous cycle.

Next due

The next scheduled date used to manage compliance.

Start with critical assets

Build the checklist first for equipment whose failure affects safety, production, customers, or a large repair bill.

Write pass-or-fail criteria

Replace vague instructions like 'check belt' with a measurable inspection and a clear corrective-work trigger.

Schedule from the last completion

Keep last-completed and next-due dates together. Review overdue work weekly and adjust intervals when evidence supports it.

What should a preventive maintenance checklist include?

Include the asset, location, task, frequency, procedure or acceptance criteria, assigned role, last completion, next due date, status, and notes.

How do I choose a preventive maintenance frequency?

Start with the manufacturer recommendation, regulatory requirement, asset criticality, operating hours, and failure history. Adjust only when your records show the interval is too short or too long.

Is the checklist compatible with Excel and Google Sheets?

Yes. It downloads as CSV and opens in Excel, Google Sheets, Apple Numbers, and most spreadsheet tools.