Free Preventive Maintenance Schedule Template in Excel (2026)

Many teams start their preventive maintenance tracking in Excel. It’s familiar, flexible, and easy to set up. In this guide, we’ll show you exactly how to build a structured preventive maintenance schedule from scratch and when it might make sense to upgrade to dedicated maintenance software. We’ll also explain when Excel works well, and when growing teams typically move to simple digital maintenance management system. maintenance software.

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A preventive maintenance schedule helps reduce unexpected breakdowns and extend equipment life. While specialised maintenance systems exist, Excel remains a common starting point. Here’s how to build one properly.

Follow these step-by-step instructions:

Step 1: Set Up Your Excel Worksheet

1. Open a new Excel workbook.
2. Rename the first sheet to something clear like “Preventive Maintenance Schedule.”
3. Create the key column headers you’ll need, such as:
   • Asset/Equipment
   • Maintenance Task
   • Frequency
   • Last Maintenance Date
   • Next Maintenance Date
   • Status (optional)

This sets the foundation for a structured and easy-to-read schedule.

Step 2: List All Assets and Their Maintenance Tasks

Populate your sheet by listing every asset or piece of equipment that requires preventive maintenance.

In the Asset/Equipment column, enter each item.
In the Maintenance Task column, describe what needs to be done—for example, "Replace air filter" or "Lubricate bearings."

Step 3: Define Maintenance Frequency

In the Frequency column, choose how often each task should occur. This might be:

• Daily
• Weekly
• Monthly
• Quarterly
• Annually
• Based on usage hours or cycles (you can still track this manually in Excel)

Being consistent here will make your future calculations easier.

Step 4: Enter the Last Maintenance Dates

Record the last time each task was completed in the Last Maintenance Date column.
This forms the basis for calculating the next due date, so keep it accurate.

Step 5: Calculate the Next Maintenance Date Automatically

Excel can calculate your next due date using formulas.

For example, if a task is monthly, use:

For weekly tasks, you might use:

This saves time and eliminates manual errors as your list grows.

Step 6: Highlight Due and Overdue Tasks

Use Conditional Formatting to make your schedule visual and actionable.

For example:

• Highlight tasks due within the next 7 days (e.g., yellow).
• Highlight overdue tasks (e.g., red).
• Highlight tasks completed today or this week (e.g., green).

This instantly shows what needs attention.

Step 7: Add Useful Extra Columns (Optional but Recommended)

Depending on your operation, you may want to include:

• Assigned To / Technician
• Priority
• Parts Required
• Cost
• Notes
• Completion Date

These additions help you track more than just dates and turn a simple sheet into a lightweight maintenance tracker.

Step 8: Keep the Schedule Updated

Save your file and update it regularly as tasks are completed.

An Excel-based schedule only works if it stays current—so set a reminder or build it into your team’s routine.

Step 9: Print or Share With Your Team

You can share the spreadsheet digitally or print it for noticeboards, maintenance rooms, or weekly team meetings.
Use filters to show only tasks due this week, or only tasks for specific equipment.

When Excel Stops Being Enough

Excel works well when:

• You have fewer than 20–30 assets
• One person manages the sheet
• Maintenance schedules are simple

But Excel starts to break down when:

• Assets increase
• Multiple technicians update the file
• Reminders are missed
• Compliance tracking becomes important

That’s usually the point where businesses look at a CMMS (Computerised Maintenance Management System).

A CMMS gives you:

• Automatic preventive maintenance scheduling
• Work orders and mobile access
• Asset history and centralised records
• Real-time dashboards
• Better compliance and accountability

Excel vs Maintenance Software: What’s the Difference?

Ready to Move Beyond Spreadsheets?

If your preventive maintenance schedule is growing harder to manage, it may be time to switch to a system built specifically for maintenance teams.

FaultFixers helps you:

• Automate recurring schedules
• Track work orders
• Assign technicians
• Maintain full asset history

👉 Start your free trial