Free preventive maintenance schedule program and template

A preventive maintenance schedule lists the routine jobs that keep equipment working, how often each repeats and when it is next due. This free builder works as a small maintenance schedule program for a shop: add your equipment and its recurring tasks, enter when each task was last done, and it works out the next due date and whether the task is overdue, due or upcoming. A calendar lists every date in the period you choose. Start from the editable sample, a fictional shop's preventive maintenance schedule template as of November 2, 2026, or from a blank page.

Make a preventive maintenance schedule

1. Give the schedule a title and, if you like, the business name. Set the As of date. Every status is worked out against this date, so a printed copy stays accurate for the day it describes.
2. Choose what counts as due: only the as-of date, or the as-of date plus the next 7, 14 or 30 days. Pick how far ahead the calendar runs, from 30 days to a year.
3. Add each item of equipment with its name and, if you use them, an asset tag and location.
4. Give each item up to eight tasks. Choose a frequency: weekly, every 2 weeks, monthly, quarterly, every 6 months, annually or every N days. Enter the date the task was last done and the person or contractor responsible.
5. Review the status table, calendar and schedule check, then print or download. A schedule holds up to 40 items.

The last done date cannot be after the as-of date, and a repeated asset tag is flagged on the later item. Use Start blank for your own schedule or Reset sample to see the example again.

How next due dates and status work

Next due is one interval after the last done date. Weekly adds 7 days, every 2 weeks adds 14, and every N days adds the number you enter, up to 730. Monthly, quarterly, every 6 months and annually add calendar months. When the target month is shorter, the date moves to that month's last day: a monthly task last done on January 31 is next due on February 28, then on March 31, because each repeat counts from the original date.

A next due date before the as-of date is Overdue. A date on the as-of date or inside the due window is Due. Anything later is Upcoming. A task with no last done date counts as due now.

In the sample, the drinks fridge's condenser coils were last vacuumed on July 28, 2026. The task is quarterly, so it was due on October 28 and shows as 5 days overdue on November 2. The monthly door seal check, last done on October 31, falls on November 30 and then December 31.

The calendar lists an overdue task once, at its missed date, at the top; later dates repeat from the last done date. When someone finishes a task, change its last done date and the schedule moves forward.

What to put on an equipment maintenance schedule

Start with the equipment your shop cannot trade without and the jobs that stop small faults growing: cleaning fridge coils and door seals, changing air filters, checking ladders, cleaning receipt printers and installing till updates. Take the tasks and intervals from the manufacturer's manual where you have it. Those instructions come first, ahead of any suggestion here.

Some equipment has inspection or servicing rules set by law, an insurer or a landlord, and these vary by country, state and type of equipment. This tool does not set or check them, and this page is not legal advice. In Great Britain, HSE explains the duties around maintenance of work equipment. In the United States, the rule on the control of hazardous energy (lockout/tagout) sets out how to keep machines safely switched off while they are serviced.

The schedule check lists tasks with no one responsible and tasks with no last done date. It never blocks printing.

This schedule connects two other free tools. The asset register builder keeps the full equipment list, with serial numbers, condition and purchase dates. When a scheduled check finds a fault, the maintenance work order generator writes up that one repair. A PM schedule covers the routine work that repeats.

Print the maintenance calendar or download it

Print / PDF opens the browser's print dialog, where you can choose a printer or save a PDF. The printout shows the totals, the task status table and the maintenance calendar grouped by month, with a box to tick beside each date. The preview stops at 400 dates; choose a shorter period if frequent tasks reach that limit.

The CSV has one row per task, with its status and every date it falls on in the chosen period. The text download holds the same details plus the calendar.

The draft stays in this browser tab when browser storage is available. Download a copy before closing the tab. Nothing is uploaded.

Frequently asked questions

Can I make a maintenance schedule without an account?

Yes. The builder runs in your browser and needs no sign-up. Print or download the schedule to keep it.

What is preventive maintenance?

It is routine work done on a schedule to keep equipment in good order and catch faults early, rather than waiting for a breakdown.

What is the difference between preventive and corrective maintenance?

Preventive maintenance is planned and repeats, such as a quarterly filter change. Corrective maintenance fixes a fault that has already appeared, which is the job a work order describes.

How often should equipment be serviced?

Follow the manufacturer's instructions and any rules that apply where you are. Then adjust from experience: if a task often finds a problem, shorten its interval.

Does the schedule remind me when a task is due?

No. It shows status against the as-of date you set. Change that date when you review the schedule, then print a fresh copy.