Maintenance plan template: Maximum effectiveness and time savings in one document

Let us help you to create an efficient and stress-free maintenance process. Our article will teach you why it is important to have a maintenance plan template and checklist and how to benefit from them.

Keep a full overview: Download free maintenance plan templates, servicing protocols and checklists below! Get access to an extensive selection of Excel and Word templates to cover all vital maintenance topics.

⚡Click to download the maintenance plan Excel template here!⚡

List of contents

Maintenance plan template: its origins and definition

Unfortunately, company managers, facility managers and owners often have to find out through experience, that neglected building maintenance leads to a quick deterioration of their property.

Machines, building infrastructure and technical equipment represent long-term investments, typically associated with considerable purchase costs.

Regular preventive servicing and timely repairs protect your employees, your investments and create a safe and welcoming environment for everybody visiting your building.

A solid maintenance plan helps you to coordinate regular maintenance and servicing of technical systems, devices, or even whole buildings.

Key findings

A maintenance plan is a single document, which shows all the work orders the maintenance team has to complete in a certain time period. It lists the staff responsible for each task and the date of completion.

The maintenance plan template is used by companies and professionals in the field of technology and facility management.

Such a plan serves as a work order, schedule, and checklist for all the main players involved, such as facility management teams, building technicians, electrical engineers and janitors.

Maintenance and service plans are important tools for timely and efficient maintenance completion. They are usually provided in the form of a calendar, PDF or Excel spreadsheet.
Have a look at our diverse selection of maintenance plan templates for Word and Excel at the end of the article!

In addition to these templates, digital solutions such as facility management software or
asset management software
 are particularly attractive instrument for professionals in the field.

More on the topic

9 advantages of maintenance plan templates

Templates for maintenance plans offer a number of advantages. 

We have listed the 9 most important ones for you.

1. Time saving

By using a ready-made maintenance plan template, you can save valuable time by not having to create a new plan from scratch on every occasion. You can simply use the existing template and customize it.

2. Structured organising

A maintenance plan template helps you to organize all important information in a structured way. You can clearly display relevant data such as status, responsibilities, maintenance lists and deadlines.

3. Consistency and standardization

A template ensures that maintenance plans are standardized and uniform. This ensures that maintenance is carried out to high standards each and every time.

4. Overview and tracking

With a maintenance plan template, you can keep track of upcoming maintenance workloads. You can track which tasks have already been completed and which still have to be done.

5. Compliance with laws and regulations

By using a maintenance plan template, you can ensure that you comply with all legal and official regulations regarding regular maintenance. You can integrate important aspects such as steps towards compliance and fulfilment of operator responsibility into the template.

6. Effective use of resources

By having a detailed maintenance plan in advance, you can use resources such as manpower, materials, and equipment more efficiently. This increases productivity and minimizes unnecessary downtime.

7. Extended service life of systems

Maintenance plans are part of an operational maintenance and servicing strategy. Maintenance and preventive servicing allow potential problems to be identified beforehand and resolved in a timely manner.

8. Cost savings

On-time maintenance and servicing can prevent expensive repairs and equipment downtime. A good maintenance plan template helps to keep track of expenditures and save costs in the long term.

9. Workplace safety

Regular inspections and maintenance measures minimize the risk of accidents or damage and thus create a safer working environment for everyone involved.

An effective maintenance plan: the key components

A professional maintenance plan contains precise information about upcoming maintenance tasks. This information includes:

  • Identification of systems, objects, or machines which have to be checked.
  • Names of the professionals / companies responsible for maintenance.
  • Date of maintenance and time interval for recurring maintenance.
  • Type and purpose of the measures, such as inspections, monthly maintenance or replacement of defective parts.
  • List of required spare parts, materials, and tools.
  • Defining the priority level, whether it is a preventive measure, an urgent repair or a critical condition requiring immediate attention.

To ensure that your maintenance plan contains all the important information, we offer you three maintenance plan templates, free of charge.

Our free maintenance plan templates

Our basic maintenance plan template is available for a compact calendar view of all measures:

⚡Download basic maintenance plan Excel template here!

For a detailed insight into the maintenance plans of each device, we recommend using templates with separate calendars for every system and maintenance report:

⚡Download the system-specific maintenance plan Excel template here!

⚡Download maintenance report Excel here!

Continue reading to receive our maintenance checklists and maintenance protocols!

Free downloads: checklist and maintenance protocol Excel templates

Our comprehensive checklists and detailed maintenance protocols guide technicians through every step of the process. They ensure comprehensive control of all types of buildings and their specific equipment.

Download our free maintenance logs and checklists using the links below.

Digital tools for optimal maintenance plan organization

As a rule, the complexity of maintenance management increases together with the growth of the company size. In such cases, a digital maintenance planner offers considerable advantages compared to a maintenance planner in Excel table format.

Tailored software enables the customization of templates, marking attachments and planning tasks automatically. Practice shows, that a maintenance planner in the form of an Excel sheet can become confusing over time.

With Wowflow, you can add multiple data sheets, checklists, and images into one overview without compromising clarity of information.

Even if you have good checklists and templates, you still have to fill out the documents, carry them, bring them to the office and then scan them.

This process may be acceptable for a few inspections per year, but it becomes increasingly complex as the amount of responsibilities increases.

Wowflow digitizes your inspection forms: Eliminate the hassle of paperwork in just three simple steps.

Follow these three simple steps to optimize servicing management:

1. Create a maintenance checklist

a.  Customise to suit your needs.

b. Define different checklists for different measures.

2. Create a maintenance task with a predefined checklist:

a. Your maintenance team has all the information in the mobile app.

b. Your team uses the checklist to carry out the maintenance task.

c. And best of all: any additional images or comments are automatically saved in the maintenance task.

3. Generate automated maintenance reports in PDF format:

a. Once the task is complete, you can create professional PDF reports at the touch of a button.

b. Do you need a signature as a form of proof? We can take care of it.

c. Save your reports in Wowflow with advanced filters, or upload them to your ERP / CAFM tool.

No more mountains of files. Structure your workflows with Wowflow.

Conclusion: Maximize efficiency and time savings with a structured, customizable maintenance plan template

Maintenance plan templates can be used to standardize and optimize the entire maintenance process, from planning to documentation.

All details relevant to maintenance, such as equipment data, responsible personnel, maintenance intervals and servicing checklists, can be recorded within the template.

At the same time, companies can adapt the template to their specific requirements. Different machine parks or building types can have their own  individual checklists and protocols.

The templates ensure transparency and process stability in day-to-day maintenance operations. However, creating and updating them manually can be time-consuming. This is where digital tools such as the Wowflow maintenance planning software  come into play to offer great added value.


To create a maintenance plan, you must first identify the objects/machines to be maintained, define the maintenance intervals and assign responsible personnel.

You can fill in our professional templates, create your own maintenance plans, or use an industry-specific digital solution such as Wowflow.

A maintenance plan includes important information about machines in the company, such as name, location, time of purchase and use lifecycle. Details about the last and next maintenance are also included, alongside with the maintenance time intervals and contact details of the responsible service person or company.

Detailed information about the maintenance work to be done and a list of inspection points based on the design and functions of the equipment is particularly relevant.

A maintenance protocol template is a file, documenting the maintenance work that has actually been carried out. It contains the data about all completed maintenance work, which is used to fully document the past maintenance work.

Wowflow ensures a high level of transparency. Your information can be retrieved at any time for quality control or compliance check purposes. Discover all the benefits with our free demo here!

A maintenance plan defines the content and timing of future maintenance work. The maintenance protocol or log documents in detail the servicing measures that have already been carried out.