Template

Preventive Maintenance Work Order & Checklist

Interactive work order template to standardize preventive maintenance tasks, capture technician notes and parts used, trigger spare-parts reorder conditions, schedule recurring PMs, and create an auditable record to reduce emergency repairs and spare-parts guesswork.

Interactive Tool

Preventive Maintenance Work Order & Checklist

Use this work order to plan, execute, and record routine preventive maintenance (PM). Complete required fields, check the tasks you perform, record parts and time, and sign off verification. Use the spare-parts triggers to flag reorders and the schedule fields to keep recurring PMs on track. For dates, use YYYY-MM-DD format. Photos or supporting documents can be linked using the Photo / Attachment URL field.

Weekly / Monthly PM calendar sample:
Example: Weekly filter check every Monday; Monthly lubrication first business day; Quarterly belt inspection on first of quarter.

Unique identifier (system-generated or local).
Enter the asset tag, equipment code, or serial number.
Where the asset is located (building, kitchen station, BOH/FOH, line, etc.).
Short description (manufacturer/model or function).
How critical is this asset to operations? Use to prioritize PM frequency.
How often should this PM repeat?
Last PM completion date (YYYY-MM-DD).
Planned next PM date (YYYY-MM-DD).
Person performing the PM.
Optional internal ID or badge number.
Check each task that was completed during this PM.
Describe any additional actions taken not listed above.
Enter hours spent on this PM (decimal allowed).
List parts consumed. Use part number - description - qty - unit cost.
If yes, fill the reorder trigger details below.
Describe reorder trigger (e.g., remaining qty <= 2, lead time > 14 days, critical part). Include preferred vendor or SKU if known.
Document lockout procedures, isolations, PPE used, and hazard controls employed. Include LOTO step reference if applicable.
Confirm that LOTO was applied when required.
Select PPE used during the PM.
Describe any issues discovered, severity, and recommended corrective actions.
List any follow-up work, repairs, or parts that should be scheduled. Include recommended priority.
Priority for follow-up actions.
Enter estimated or actual cost in local currency.
Link to photos, invoices, or external documents (preferred if file upload not available).
Name of the person verifying PM completion (supervisor or QA).
Date of verification (YYYY-MM-DD).
Notes on how asset failure would impact operations and suggested mitigation until repair.
Free-form log entry: observations, measurement values, torque specs, serials, etc.
Confirm that all planned PM tasks were completed.
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