01
Asset Register
List every machine and asset once with location, make, warranty, criticality and AMC details. Every other sheet picks assets from this one list, so you name them only once.
Preventive Maintenance Schedule Template Free Excel for Indian Factories & Facilities
List every asset once, set how often each task runs, and enter the last-done date. The sheet works out the next due date and flags what is overdue, in red, amber and green. Includes an India statutory inspection reference for fire, lifts, boilers and more.
- Enter a task's frequency and last-done date, get the next due date automatically
- Overdue in red, due-soon in amber, on-track in green, refreshed every time you open the file
- Built-in India statutory reference: fire extinguishers, lifts, boilers, weighing scales, lifting tackle
No spam. Instant download link to your
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Petpooja presents
Preventive Maintenance Schedule
For Indian Factories & Facilities Teams
6
Sheets · Excel template
Auto due-dates
What's Inside
Six connected sheets that run your maintenance
02
PM Schedule (Auto Due-Dates)
Pick an asset, write the task, choose a frequency and enter the last-done date. Next Due, Days to Due and a colour-coded Status calculate themselves, and refresh each time you open the file.
03
Maintenance Log
Record every completed job with downtime and cost. It builds a running history you can show an auditor, and totals your maintenance spend automatically.
04
India Statutory Reference
A ready reference of legally required periodic checks: fire extinguishers, lifts, boilers and pressure vessels, weighing scales, lifting tackle and electrical installations, with the Act or rule behind each.
05
Live Dashboard
One screen showing how many tasks are overdue, due soon and scheduled, how many assets are critical, and your logged maintenance spend and downtime. It all rolls up automatically.
06
Connected + Instructions
The sheets are linked, so you fill each asset once and it flows everywhere. A plain-language guide explains the colour codes and the due-date logic. Type only in the cream cells; formulas stay locked.
Why This Matters
The breakdown you did not see coming was schedulable
A compressor seizes mid-shift. A lift stalls with people inside. The boiler certificate lapsed two months ago and now the inspector has stopped the plant. None of these were bad luck. Each one had a due date that nobody was tracking.
Most Indian SMEs run maintenance from memory and a WhatsApp group. It works until a machine everyone forgot about fails, or a statutory inspection quietly expires. Reactive repairs cost more than planned service, and a missed legal inspection can mean a penalty or a sealed machine.
Preventive maintenance is simply deciding, in advance, what gets serviced and when, then never letting a due date slip. The hard part was always the tracking: dozens of assets, each with its own cycle, spread across a factory or several outlets. A notebook cannot flag what is overdue today.
This planner does the tracking for you. Enter each task's frequency and the date it was last done, and the sheet returns the next due date and a status, red for overdue, amber for due within seven days, green for on track. Open it any morning and you see exactly what needs attention, no scrolling through a diary.
It also keeps the legal side visible. Fire extinguishers, lifts, boilers and pressure vessels, weighing scales and lifting tackle all carry statutory inspection intervals in India, and several are set by state rules. The built-in reference lists them so the inspection that matters most is never the one you forget.
Sample Preview
What the schedule shows on a Monday morning
A few rows from the PM Schedule, with dates read against today:
Fire extinguishers, annual refill: last done 20-Jun-2025,
next due 20-Jun-2026. Status: OVERDUE (red) do it now
Weighing scale, Legal Metrology stamping: last done
20-Jul-2025, next due 20-Jul-2026. Status: DUE SOON (amber) within 7 days
DG set, monthly load test: last done 20-Jun-2026, next due
20-Jul-2026. Status: DUE SOON (amber)
Lift, statutory inspection: last done 28-Aug-2025, next due
28-Aug-2026. Status: SCHEDULED (green) on track
Boiler, IBR inspection: last done 30-Sep-2025, next due
30-Sep-2026. Status: SCHEDULED (green)
The Dashboard turns these into counts: how many tasks are overdue, due soon and
scheduled, plus your logged spend and downtime, all updated automatically.
Key Stats
The legal deadlines behind your machines
12 months
A boiler certificate is valid for a maximum of 12 months, so a boiler or pressure vessel needs statutory inspection every year to keep running legally.
Source: Indian Boilers Act 1923; Indian Boiler Regulations 1950Every month
Fire extinguishers need a documented visual inspection every month, with a hydrostatic test on the schedule set for their type and a recharge right after any use.
Source: IS 2190:2010 (maintenance practice); state Fire & Life Safety Acts adopting NBC 2016 Part 4OSH Code 2020
India's Occupational Safety, Health and Working Conditions Code came into force on 21 November 2025, replacing the Factories Act 1948 as the framework for lifting-tackle and pressure-plant examinations.
Source: Ministry of Labour & Employment, OSH Code 2020 (in force 21-Nov-2025); state rules transitioning
Common Mistakes
7 Maintenance Mistakes Indian Businesses Make
01
Running machines to failure
Waiting for a breakdown feels cheaper until it happens mid-production. An unplanned failure usually costs far more than the planned service that would have prevented it, in parts, downtime and lost output. A simple maintenance checklist habit prevents most of them.
02
No single list of assets
If nobody has written down every machine, some assets never get serviced because they are simply forgotten. The register is the foundation; you cannot schedule what you have not listed.
03
Missing statutory inspection dates
Fire, lift, boiler, weighing-scale and lifting-tackle inspections are legal obligations with deadlines. A lapsed certificate can mean a penalty or a machine sealed by an inspector, halting work.
04
No way to see what is overdue today
A diary or a group chat cannot tell you, at a glance, which of forty tasks is overdue this morning. Without a single status view, the urgent items hide among the routine ones.
05
Not recording cost and downtime
If you never log what each repair cost and how long the machine was down, this idle time stays invisible and you cannot spot the asset that is quietly draining money and should be replaced or put under an AMC.
06
Relying on one person's memory
When the maintenance schedule lives only in the head of one supervisor, it walks out of the door the day they take leave or resign. A shared sheet survives staff changes.
07
Not assigning an owner per task
A task with no name against it is everyone's job and therefore no one's. Every line should say who does it, so the due date has an owner, not just a date.
Comparison
Maintenance Tracking: Diary vs This Template
| Aspect | Diary / WhatsApp Group | With This Template |
|---|---|---|
| Next due date | Worked out by hand, often forgotten | Auto-calculated from frequency and last-done |
| Overdue visibility | Hidden until something breaks | Red / amber / green status, refreshed on open |
| Asset list | Scattered or incomplete | One register feeding every sheet |
| Statutory dates | Remembered, or missed | Built-in India reference for each item |
| Cost tracking | Not captured | Logged per job and totalled |
| Survives staff changes | Leaves with the person | Shared file the whole team uses |
| Whole-site view | One machine at a time | Dashboard counts across all assets |
Stop finding out after it breaks
Download the free Preventive Maintenance Schedule and see every due and overdue task in one view.
FAQ
Frequently asked questions
What is a preventive maintenance schedule?
It is a plan that says what maintenance each asset needs and how often, so service happens on
a fixed cycle instead of only after a breakdown. This template holds your asset list, each task's frequency,
the last-done date, and an automatically calculated next-due date with an overdue status.
How does the next-due date calculate automatically?
You choose a frequency (daily, weekly, fortnightly, monthly, quarterly, half-yearly or
annual) and enter the date the task was last done. The sheet adds the correct interval to get the next due
date, then compares it with today's date to show OVERDUE, DUE SOON or SCHEDULED. The status refreshes every
time you open the file, so it is always current.
Which maintenance is legally required in India?
Periodic inspection is mandatory for fire extinguishers, passenger lifts, boilers and pressure
vessels, commercial weighing and measuring instruments, lifting machines and tackle, and electrical
installations, among others. The template's statutory reference lists each with the Act or rule behind it.
Food businesses also have equipment-maintenance duties under the
FSSAI compliance checklist
(Schedule 4), verifiable on the
FSSAI portal.
Several intervals are set by state rules, so confirm your state's current requirement. Mark these tasks as
type "Statutory" in the planner.
How often must fire extinguishers and boilers be inspected?
Fire extinguishers need a documented visual inspection every month, with a hydrostatic test
on the schedule for their type, per IS 2190 (the BIS maintenance practice) and your state's fire safety law,
which adopts the National Building Code. A boiler certificate is valid for a maximum of 12 months under the
Indian Boilers Act 1923, so boilers and pressure vessels need statutory inspection every year. Always verify
the current requirement for your equipment and state.
Can I use this template for any industry?
Yes. The asset categories and sample data cover machines common to factories, offices,
hospitals, hotels, retail and facilities, generators, lifts, air conditioners, chillers, compressors,
electrical panels, weighing scales and more. It pairs well with a
facility management checklist
for offices or a
manufacturing quality control checklist
for plants. Add your own assets and tasks; the due-date logic and dashboard work the same for any equipment on
any cycle.
About Petpooja
Petpooja is India's leading SME business software suite, trusted by 1,50,000+ businesses across manufacturing, retail, healthcare, hospitality, and more. From task management and payroll to billing and procurement, Petpooja helps Indian businesses run better, every day.
Turn this schedule into automatic reminders
Petpooja Tasks sets each maintenance job on its cycle and reminds the right person on WhatsApp before it is due, with photo proof of completion and escalation when a task runs overdue. No sheet to check.
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