A ready-to-use planned preventive maintenance schedule for commercial buildings. 180+ pre-loaded tasks, annual grid view, and a contractor log. Download free, adopt in 30 minutes.
Reactive maintenance costs 3–5× more than planned maintenance. Every emergency call-out is a preventive task that didn't happen. A PPM schedule is the first step from reactive to planned — you decide when things get checked, not the equipment.
This template gives you the structure: what to check, how often, and who to send. Adapt the 180+ pre-loaded tasks to your building, assign contractors, and use the annual grid to make sure nothing slips.
Master schedule grid — assets on rows, months on columns, frequencies pre-populated. Colour-coded by priority.
Pre-loaded with common PPM tasks across building systems. Copy tasks into your schedule, adjust frequencies as needed.
Track contractor visits, attendance records, and certificate submissions in one place.
Industry benchmarks for annual maintenance spend by building type and age.
Three ready-to-use H&S templates for multi-site service companies.
180+ asset types with recommended inspection intervals and regulation refs.
At minimum: HVAC filter changes, emergency lighting tests, fire extinguisher checks, water hygiene (Legionella risk management), and electrical installation inspections. Frequency varies by equipment type, age, and regulatory requirement.
Task frequencies are cross-referenced against ACOPs and guidance for common regulatory regimes — CIBSE guides, SFG20, and BS EN standards where applicable. It is a starting point; always verify against your specific equipment manufacturer recommendations and any site-specific risk assessments.
PPM (Planned Preventive Maintenance) schedules servicing before failures occur. Reactive maintenance responds after a failure. PPM costs more upfront but consistently delivers 3–5× lower total maintenance costs and significantly less unplanned downtime over a 5-year horizon.
Yes — the Excel template is fully editable. Add rows for your specific assets, adjust frequencies based on manufacturer recommendations or contract requirements, and hide columns for equipment types you do not have.
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