Asset register template. A printable asset register — what you have, where it is, what state it is in, what it is worth to you if it fails and what maintenance regime it sits under.
This is the paper version. FacilityOptix does the same job on a phone, with the record filed against the building and the asset automatically.
What is on the sheet
- A row per asset: unique reference, description, make, model and serial number
- Where it is, to a room or a plant area rather than to a building
- Installed or first commissioned date, and expected remaining life
- Criticality — what actually happens if this fails, judged rather than inherited from a list
- Which maintenance regime it sits under, and whether any statutory requirement attaches to it
- Condition, last attended date and a notes column for the things that are only in somebody's head
Why this record matters
An asset register is the document every other facilities record depends on, and it is almost always the one nobody has finished. Without it a PPM schedule is a list of visits rather than a plan, a work order points at 'the boiler', and a compliance claim rests on somebody's memory of what is in the plant room.
Criticality is the field that turns a list into a tool. Every asset is maintained to some standard and no team has the budget to maintain them all to the same one, so the only honest way to allocate is to say what happens when each one fails. A lift in a building with no stairs is a different problem from a lift in a two-storey office with two.
Location to a room rather than a building is the detail that saves the most time on the ground. A register that says 'Block C' sends an engineer wandering; a register that says 'Block C, roof plant room 2, east wall' does not.
The notes column is there deliberately. Every estate has knowledge that exists only in one person's head — the valve that has to be closed in a particular order, the panel whose door catches, the unit that was never quite commissioned properly — and the handover when that person leaves is where it is lost.
Use it with
- PPM schedule templateA printable planned preventive maintenance schedule — what is attended, when it is next due, who does it and what evidence comes back.
- Statutory compliance checklistA printable checklist of the statutory obligations attaching to a building — what applies, who holds it, when it was last satisfied and where the evidence is.
- Building condition inspectionA printable building condition inspection — a structured walk of the fabric, the plant and the shared areas, recording what is deteriorating before it becomes a work order.
- Work order formA printable work order — what was reported, what was actually found, what was done, what it needs next and the sign-off that closes it.
Read more on this
© 2026 FacilityOptix. Free to print, copy and use in your business. Not for resale. Please keep this notice.
Contains public sector information licensed under the Open Government Licence v3.0. General guidance, not legal advice. Checked October 2026.