PPM schedule template. A printable planned preventive maintenance schedule — what is attended, when it is next due, who does it and what evidence comes back.
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 task: asset reference, task, and the regime it comes from
- Where the frequency comes from — statutory requirement, manufacturer's recommendation, insurer or your own judgement
- Who carries it out: in-house, contractor, or specialist, with the contract reference
- Next due as a date, last completed as a date, and the evidence reference that proves it
- Access requirements, isolations, permits and anything that has to be arranged in advance
- A variance column, so a visit moved or missed is visible rather than silently rescheduled
Why this record matters
Frequencies are not on this sheet and that is the point of it. Where a task's frequency comes from matters more than what it is: a statutory examination, a manufacturer's recommendation and a habit inherited from the last FM are three very different obligations, and a schedule that lists them all as a number in a column makes them look identical.
So the sheet asks for the source alongside the date. That single column is what lets somebody new to an estate tell which visits can be stretched when the budget is cut and which absolutely cannot — a question every facilities manager is eventually asked and few can answer from their schedule.
Next due as a date rather than an interval is the same discipline the rest of this library follows. A date can be checked by anybody; an interval has to be applied, and the application is where the errors live.
The variance column is the honest part. Visits get moved for access, for weather, for budget and because a contractor did not turn up, and a schedule that is quietly rewritten each time shows a perfect record and tells you nothing. A moved visit with a reason against it is management information.
Use it with
- Asset register templateA 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.
- 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.
- 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.
- Contractor approval checklistA printable checklist for approving a contractor onto an estate — insurance, accreditation, competence for the actual work, and what they have to produce before anybody sets foot on site.
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© 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.