Equipment & Maintenance
Monthly
Maintenance Schedule Template (Free Excel Template)
A maintenance schedule template that puts every recurring inspection and service due date on one list. Enter the interval in months and the date it was last done, and the sheet works out the next due date, the days left, and whether it is overdue.
Excel (.xlsx) · 4 sheets · Updated 2026-10-21
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Who is this maintenance schedule template for?
- Facility and maintenance managers tracking many inspections with different intervals
- Office or operations staff who took over equipment and need the full picture first
- Small businesses that want a free inspection schedule template instead of a CMMS
When to use it
Use it when you have too many inspections and services to remember which comes next. It is a list of due dates, not an inspection record. Open it once a month to see what needs to be booked.
What's included
The template includes the following. Delete anything you do not need.
- Header for department, created date, and the as-of date (uses today's date)
- Columns for number, asset, inspection or task, interval in months, start date, and last done
- Next due date calculated from the last-done date (or the start date if never done)
- Days left and an automatic status: Overdue, Schedule now (30 days or less), Coming up (90 days or less), OK
- Days left turns red at 30 days or less
- Owner and notes columns, rules for overdue items, and a sign-off block
Preview the Excel file
This is the actual file. Use the tabs below to switch between the 4 sheets. How to mark each result is explained on the "Instructions" sheet.
| A | |
|---|---|
| 1 | Maintenance and Inspection Schedule (Auto-Calculated Due Dates) |
| 2 | |
| 3 | ■ Source |
| 4 | Worker Library https://worker-library.com/templates/maintenance-schedule-template/ |
| 5 | Request a template or an extra item: https://worker-library.com/contact/ |
| 6 | |
| 7 | ■ Sheets in this workbook |
| 8 | "Entry Sheet" … The sheet you fill in on a computer. Landscape layout. |
| 9 | "Sample (Filled In)" … A filled-in example. Use it as a guide to how each column is written. |
| 10 | "Print (Letter)" … For printing and filling in by hand. Taller rows, and the column headings repeat at the top of every page. Set up for US Letter. |
| 11 | |
| 12 | ■ How to use |
| 13 | 1. Fill in the asset, the inspection or task, the interval in months (6 for six months, 12 for a year, 24 for two years), and the start date. |
| 14 | 2. Enter the last-done date. The next due date calculates from it. If it is blank, the start date is used. |
| 15 | 3. Days left and status fill in by themselves. |
| 16 | 4. Open the sheet once a month and book anything marked Schedule now or Overdue. Update the last-done date only after the work is finished. |
| 17 | |
| 18 | ■ What to do when something is overdue (read before you fill it in) |
| 19 | Anything showing "Overdue" is not used or lent out until the inspection is done. Take it out of service first, then arrange the inspection. |
| 20 | "Schedule now" (30 days or less left) means contact the vendor or the person responsible that same week. Do not just watch the days count down. |
| 21 | If you find something was used past its due date, look back at what was done during that time and write it in the notes. |
| 22 | Change the last-done date only after the work is finished, not when you book it. |
| 23 | Do not leave the owner blank. A due date that is nobody's job will be missed. |
| 24 | |
| 25 | ■ Adapting it to your site |
| 26 | • Track other due dates on the same list, such as permit renewals, certification expirations, or service contract renewals. |
| 27 | • To add rows, copy a filled row down so the formulas come with it. |
| 28 | • Turn on the autofilter to see only one owner's items, or sort by days left. |
| 29 | • Change the 30 and 90 day thresholds in the status formula to fit how long your vendors need to schedule. |
| 30 | |
| 31 | ■ Things to watch |
| 32 | • This is a general scheduling template, not an official form, and the calculated dates are a guide only. |
| 33 | • Rules count intervals in different ways (from the inspection date, from a report date, by calendar month). Check the rule or contract for each item. |
| 34 | • Some items have intervals set by a rule. For example, portable fire extinguishers are visually inspected monthly and get an annual maintenance check (29 CFR 1910.157(e)(2) and (e)(3)). Check the current rule for each item you list. |
| 35 | • The sheet only warns you. Someone still has to act on an Overdue line. |
| 36 | |
| 37 | ■ About this template |
| 38 | A free inspection template from Worker Library. |
| 39 | You may copy, edit, and print it for use in your own organization. Add or delete items as you need. |
| 40 | Please do not redistribute or sell the template itself. |
| 41 | |
| 42 | ■ Important notice |
| 43 | This template organizes common inspection items for reference. It is not an official form issued by OSHA or any other authority, and using it does not by itself show compliance. |
| 44 | Which inspections are required, how often, and how long records must be kept depend on the equipment, industry, size of the operation, and location (federal, state, and local rules can all apply). |
| 45 | Check the regulations and standards that apply to you, the manufacturer's instructions, and a qualified or competent person. |
| 46 | Worker Library accepts no liability for any loss arising from the use of this template. |
| 47 | Regulations change. Check the source page above for the latest version. |
| 48 | |
| 49 | ■ Updated |
| 50 | 2026-10-21 (reviewed every 3 months) |
| 51 | |
| 52 | ■ About Worker Library |
| 53 | Worker Library publishes free Excel inspection checklists, logs, and forms for maintenance, safety, and quality teams. |
| 54 | All templates: https://worker-library.com/templates/ |
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Maintenance and Inspection Schedule (Auto-Calculated Due Dates) | |||||
| 2 | Department | Created | As of | |||
| 3 | ||||||
| 4 | No. | Asset (building, equipment, vehicle) | Inspection or task | Interval (months) | Start date | Last done |
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | (22 more blank rows) | |||||
| 10 | Entered by | Reviewed by (manager) | ||||
| 11 | ||||||
| 12 | ||||||
| 13 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 14 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 15 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 16 | Worker Library https://worker-library.com/templates/maintenance-schedule-template/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 11 columns. The downloaded file contains everything.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Maintenance and Inspection Schedule (Auto-Calculated Due Dates) [SAMPLE] | |||||
| 2 | Department | Facilities, Plant 2 | Created | 08/01/2026 | As of | |
| 3 | ||||||
| 4 | No. | Asset (building, equipment, vehicle) | Inspection or task | Interval (months) | Start date | Last done |
| 5 | 1 | Building A | Fire alarm system inspection (contractor) | 12 | 04/10/2024 | 04/12/2026 |
| 6 | 2 | Building A | HVAC preventive maintenance | 6 | 02/15/2024 | 02/20/2026 |
| 7 | 3 | Building A | Water storage tank cleaning | 12 | 05/10/2024 | 05/18/2026 |
| 8 | 4 | Box truck #12 | Annual vehicle inspection | 12 | 09/20/2024 | 09/20/2025 |
| 9 | 5 | Forklift FL-02 | Annual planned maintenance | 12 | 10/01/2025 | 10/15/2025 |
| 10 | 6 | Forklift FL-02 | Monthly inspection | 1 | 07/01/2026 | 07/05/2026 |
| 11 | 7 | Plant 2 extinguishers | Fire extinguisher monthly visual inspection | 1 | 01/05/2026 | 07/30/2026 |
| 12 | ||||||
| 13 | ||||||
| 14 | ||||||
| 15 | ||||||
| 16 | (15 more blank rows) | |||||
| 17 | Entered by | Reviewed by (manager) | ||||
| 18 | ||||||
| 19 | ||||||
| 20 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 21 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 22 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 23 | Worker Library https://worker-library.com/templates/maintenance-schedule-template/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 11 columns. The downloaded file contains everything.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | Maintenance and Inspection Schedule (Auto-Calculated Due Dates) | |||||
| 2 | Department | Created | As of | |||
| 3 | ||||||
| 4 | No. | Asset (building, equipment, vehicle) | Inspection or task | Interval (months) | Start date | Last done |
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | (22 more blank rows) | |||||
| 10 | Entered by | Reviewed by (manager) | ||||
| 11 | ||||||
| 12 | ||||||
| 13 | Notice: This is a general-purpose inspection record. It is not an official government form and does not by itself show compliance with OSHA or any other regulation or standard. | |||||
| 14 | Which inspections you need, how often, and how long to keep records depend on your equipment, industry, and location. Check the regulations that apply to you, the manufacturer's instructions, and a qualified person. | |||||
| 15 | Worker Library accepts no liability for any loss arising from the use of this template. Regulations change; check the source page for the latest version. | |||||
| 16 | Worker Library https://worker-library.com/templates/maintenance-schedule-template/ Updated 2026-10-21 | |||||
This preview shows the first 6 of 11 columns. The downloaded file contains everything.
File details
| Format | Excel (.xlsx) |
|---|---|
| Works with | Microsoft Excel 2016 or later, Excel for Microsoft 365, Google Sheets, LibreOffice Calc |
| Paper | Print areas set for US Letter |
| Sheets | Instructions / Entry Sheet / Sample (Filled In) / Print (Letter) |
| Macros | None |
| File size | About 20 KB |
| Updated | 2026-10-21 |
How to use the maintenance schedule template
- Fill in the asset, the inspection or task, the interval in months (6 for six months, 12 for a year, 24 for two years), and the start date.
- Enter the last-done date. The next due date calculates from it. If it is blank, the start date is used.
- Days left and status fill in by themselves.
- Open the sheet once a month and book anything marked Schedule now or Overdue. Update the last-done date only after the work is finished.
Adapting it to your site
- Track other due dates on the same list, such as permit renewals, certification expirations, or service contract renewals.
- To add rows, copy a filled row down so the formulas come with it.
- Turn on the autofilter to see only one owner's items, or sort by days left.
- Change the 30 and 90 day thresholds in the status formula to fit how long your vendors need to schedule.
Before you use it
Please read
- This is a general scheduling template, not an official form, and the calculated dates are a guide only.
- Rules count intervals in different ways (from the inspection date, from a report date, by calendar month). Check the rule or contract for each item.
- Some items have intervals set by a rule. For example, portable fire extinguishers are visually inspected monthly and get an annual maintenance check (29 CFR 1910.157(e)(2) and (e)(3)). Check the current rule for each item you list.
- The sheet only warns you. Someone still has to act on an Overdue line.
- This template is provided as-is for reference. Worker Library is not liable for any loss arising from its use. Regulations change, so check the update date on this page.
Maintenance Schedule Template FAQ
How do I make a maintenance schedule in Excel?
List each asset and task on its own row, give it an interval in months and a last-done date, and calculate the next due date with EDATE. This template already has those formulas, plus days left and a status that changes as the due date gets closer.
Should I use the start date or the last-done date?
The last-done date, when there is one. The sheet uses it first. Fill in only the start date for items that have never been done.
What if the interval is given as "at least every 2 months"?
Enter the shorter number. That gives you time to book the work before it is due.
Does this work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. EDATE and TODAY work there too. Check the red highlight after converting.
When does Excel stop being enough?
Once a list passes a few dozen items or several people edit it, many teams move to a CMMS or a shared tool. Until then, one sheet reviewed monthly works.