Free Preventive Maintenance Schedule Template (Excel)
What Is a Preventive Maintenance Schedule (and Why Excel Works)
A preventive maintenance schedule lists every recurring maintenance task on your equipment - what it is, how often it needs doing, and when it's next due - so nothing gets missed until it breaks. Facilities and maintenance teams keep this in Excel because it's fast to set up and doesn't require CMMS software licensing for a handful of assets.
The gap in most free versions is the math: a bare spreadsheet lists the schedule, but you still have to calculate next-due dates by hand and remember to check which items have slipped past due. This template does that calculation automatically.
Free Preventive Maintenance Schedule Template: What's Inside
Three tabs. Schedule lists each equipment/task pair with its frequency in days and the date it was last done - up to 120 rows. Checklist is a simpler one-off task tracker with assignment, frequency, and a Completed dropdown - up to 80 rows. Dashboard rolls up overdue counts, due-soon counts, and checklist completion percentage across both tabs.
Next Due and Days Until Due calculate on the Schedule tab automatically, and rows highlight red when overdue or amber when due within a week - no manual date math and no separate formula to write.
Setting Frequencies, Priorities, and Due Dates
Frequency is entered in days, so quarterly is 90, monthly is 30, weekly is 7 - the same Next Due formula works for any schedule without special cases. Next Due is simply the last-done date plus that frequency; Days Until Due is Next Due minus today's date, recalculating every time the file opens.
Because it's a live calculation rather than a static date you typed in once, the schedule stays accurate as long as you update the Last Done column each time maintenance actually happens.
Automated Overdue Flags and Maintenance Dashboard
Conditional formatting flags any row with negative Days Until Due in red (overdue) and anything due within 7 days in amber, so a long equipment list turns into a visual priority order without scrolling through every row's date.
The Dashboard tab totals overdue tasks and tasks due within 7 days across the whole Schedule, plus how many Checklist items are marked complete - a single-screen read on where maintenance stands instead of checking each sheet separately.
How to use it
- List each piece of equipment on the Schedule sheet with its task, frequency in days, and the date it was last done.
- Next Due and Days Until Due calculate automatically - negative days mean the task is overdue.
- Use the Checklist sheet to track one-off task completion separately.
- Check the Dashboard sheet for overdue counts and completion rates across both sheets.
Download the free Free Preventive Maintenance Schedule Template (Excel)
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Inventory Tracker — Small Business
This schedule tells you when maintenance is due - it doesn't track whether you have the parts on hand to do it. The paid Inventory Tracker ($14) manages up to 200 SKUs with live stock value, reorder alerts based on your supplier's lead time, and a dashboard, so spare parts don't become the reason a job slips past due.
See the full versionFrequently asked questions
Does Days Until Due update automatically?
Yes. It recalculates every time you open the file, based on today's date and the Next Due value - it isn't a static number you have to refresh by hand.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The Next Due, Days Until Due, and dashboard formulas keep working.
How many pieces of equipment can I track?
The Schedule sheet holds up to 120 rows and the Checklist sheet up to 80. Both are standard tables, so you can insert more rows and copy the formulas down as needed.
Does this manage spare-parts inventory too?
No. It tracks scheduling and completion, not parts stock or full work orders. Pair it with an inventory tracker if you also need to manage spare parts.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.