PPM Schedule
A planned preventative maintenance schedule built as a compliance register. Every statutory task with its frequency, its provider, its next due date and the certificate that proves it was done: the document you hand an insurer, an auditor or an incoming landlord.
- Eighteen statutory tasks checked off, including the ones people forget entirely
- A certificate reference against every completed line
- Next-due countdown per task, calculated
- Statutory overdue reported separately from the headline rate
PPM Schedule
A compliance register, not a planner
| # | Statutory task often left off | On sched | N/A | Provider |
|---|---|---|---|---|
| 1 | Fixed wire electrical installation condition report | |||
| 2 | Fire damper drop testing | |||
| 3 | Pressure system written scheme examination |
The document you will get. Download for the full, editable file.
Who this PPM schedule is for
A PPM schedule is written by one party and read by four, and three of those four are looking for something to be missing.
The FM provider or managing agent
You are proving delivery. The certificate reference column is what turns a completed visit into evidence, and it is the first column a client audit samples.
The landlord or asset owner
You carry the liability whoever does the work. What you need from this is the applicable-task list and the statutory overdue line, not the headline percentage.
The insurer or auditor
You are checking for gaps rather than reading the whole thing. Section 5 exists for you: the statutory tasks that should be on a schedule and the honest answer about whether they are.
An incoming provider or purchaser
You are inheriting this. Missed and rescheduled visits, and any certificates outstanding, tell you what you are actually taking on before the handover completes.
Which section matters the most in your sector
Statutory obligations vary by jurisdiction and building type, which is why the task list is framed generically with the specifics left to you. What does not vary is that somebody eventually asks to see the certificates. If you run one of these, the sector page goes further than the template does.
- Commercial real estate
The property register tab. Across a portfolio the useful view is one row per property with its compliance rate and contract expiry, not a stack of separate schedules.
Portfolio maintenance software - FM service providers
The certificate reference column. When you are the provider, an invoice is a claim and a certificate is proof, and only one of them survives a client audit.
FM service provider software - Healthcare
Water hygiene and ventilation lines. These carry the shortest intervals and the least tolerance, and they are the ones that get sampled first.
Healthcare maintenance software - Retail and malls
Fire door and damper lines. Multi-let and trading environments accumulate alterations, and the damper drop test is the line that goes untested for years.
Retail maintenance software - Education
Applicable versus not applicable. Campus estates hold buildings of very different ages, so the same schedule template needs honest not-applicable marking per building.
Campus maintenance software - Religious organizations
Lightning protection and fabric-driven lines. Older and taller structures carry obligations that a modern office schedule simply does not include.
Facilities software for religious organizations
What a PPM schedule should contain
A PPM schedule is a planned preventative maintenance register listing every recurring maintenance task for a property, with its frequency, provider, last and next due dates and the certificate that evidences it. It records which tasks are statutory, whether each is compliant, due or overdue, and which obligations do not apply.
A. Fields specific to a PPM schedule
| Field | What goes in it | Why it earns its place |
|---|---|---|
| Property, client and contract | Who owns it, who manages it, who delivers it, and until when | A PPM schedule is usually read by somebody outside the organization that wrote it, so the parties and the contract reference belong at the top rather than assumed. |
| Maintenance standard followed | An industry task schedule, manufacturer instruction, or a named in-house standard | This is what a frequency is defensible against. A quarterly interval with no standard behind it is a preference, and a preference is hard to defend after an incident. |
| One row per task per asset | Asset, ID, task, code, frequency and whether it is statutory | Per asset rather than per task type, because the certificate is issued per asset. Six fire extinguisher locations are six lines, not one. |
| The statutory flag | A yes or no on every line | It is what lets the summary separate statutory overdue from everything else, which is the single most important reporting distinction on the document. |
| Provider per line | Who actually carries out that task | Different lines often sit with different contractors, and the gaps appear where nobody is named rather than where the named party fails. |
| Last done, next due and days | Real dates, with the countdown calculating itself | Days remaining is what turns a schedule into something actionable. A next-due date with no countdown is read once a year, usually too late. |
| Certificate reference | The document number that proves the task was completed | The line that separates a claim from evidence. A statutory task marked compliant with no certificate against it is not compliant, whatever the status column says. |
| Status per line | Compliant, due, overdue or not applicable, spelled exactly | Spelling matters because the summary counts these. Not applicable is a legitimate status and a far more useful answer than a blank. |
| The eighteen statutory lines | Each ticked either on our schedule or not applicable | The most valuable section in the document, because it is a list of things that get forgotten entirely rather than done badly. A blank row means nobody decided. |
| Certificates and records | Where they are held, who has access, retention, and how the client is reported to | Certificates that exist but cannot be produced within a day are functionally missing. Where and who is as important as whether. |
| Missed and rescheduled visits | Planned date, actual date, reason, compliance impact and the action | This is the section that gets left blank and the one an incoming provider reads first. A missed statutory visit with a reason and a booked retest is a managed risk. |
| Client acceptance | Signed by the party who carries the liability | A schedule the landlord has never accepted is the provider's opinion of what should happen rather than an agreed scope of what will. |
Two rules make this document worth more than a task list, and both are about not flattering yourself. The first is that statutory overdue is reported on its own line, never folded into the headline rate. A portfolio at ninety four percent sounds healthy and tells you nothing if the six percent contains a lapsed gas safety certificate, because statutory obligations are not averageable: one lapsed line is a failure whatever the other sixty three are doing. The second is that a certificate reference is required before a statutory line can be called compliant. Providers do the work far more often than they file the paperwork, and the gap between those two is invisible until somebody asks for the certificate, which is usually during a claim or a sale. Requiring the reference at the point of marking the line closes a gap that a status column on its own will always leave open.
B. What it looks like filled in
Six lines from one property's register, mid-year. The compliance rate reads well and two of these rows are the reason it should not be reported on its own.
| Task | Stat. | Next due | Cert ref | Status |
|---|---|---|---|---|
| Fire alarm quarterly inspection | Y | 01 Jan | CERT-8841 | Compliant |
| Emergency lighting duration test | Y | 14 Feb | CERT-8902 | Compliant |
| Gas appliance safety inspection | Y | 02 Nov, passed | none | Overdue |
| Fire damper drop test | Y | 12 Nov, passed | none | Overdue |
| Lightning protection test | N/A | n/a | n/a | Not applicable |
| Portable appliance testing | Y | 30 Apr | CERT-8760 | Compliant |
Three of the five applicable lines here are compliant, so sixty percent, and the headline number is the least useful thing on the page. Both overdue rows are statutory, which is why they are reported on their own line rather than averaged in: a lapsed gas safety inspection is not two thirds compliant, it is a single unambiguous failure that an insurer will treat differently from every other row here. The damper line is the more interesting of the two, because it is the one people are surprised to find. It appears on the eighteen-line statutory list precisely because a drop test needs access panels that were often never installed, so the task quietly never gets scheduled at all rather than being scheduled and missed. Note also the not-applicable row. Marking it explicitly is what stops it being read as an omission during an audit.
Excel for the register with its next-due countdown, compliance position and property register tab across multiple sites. Word and PDF for the version that goes to a client, an insurer or an incoming landlord. Free, and yours to rebrand.
How do you build a PPM schedule?
Build the register first, then check it against the statutory list, then report. The order matters, because the statutory check is what finds the tasks that were never on the schedule at all. Six steps.
Record the property, the parties and the standard
Property and address, client or landlord, managing agent, the schedule period, the service provider and contract reference with its expiry, and the maintenance standard the frequencies are based on. That standard is what makes an interval defensible rather than a preference.
Build the register, one row per task per asset
Asset and ID, the task, its code and frequency, whether it is statutory, and the provider who carries it out. Per asset rather than per task type, because certificates are issued per asset and the audit samples per certificate.
Put real dates in, and let the countdown run
Last done and next due as actual dates so the days column counts down against today. Then a status of compliant, due, overdue or not applicable, spelled exactly that way so the summary counts it.
Attach a certificate reference to every completed statutory line
The document number that proves the task happened. A statutory line without one is not compliant however the status reads, because the status is an assertion and the certificate is the evidence somebody will ask to see.
Work the eighteen statutory lines and decide every one
Tick either on our schedule or not applicable for each. This is the section that finds obligations nobody scheduled at all rather than ones done late, and a blank row means the decision has not been made.
Report the position, keeping statutory overdue separate
Compliance rate against the tasks that apply to this property, and statutory overdue as its own figure alongside it. Then log any missed or rescheduled visits with a reason and a booked retest, and get the client to accept the schedule.
A compliance register versus a workload planner
These two documents both list maintenance tasks against dates and they are built for different readers asking different questions. Running one where you needed the other is the common mistake.
| Aspect | This PPM schedule | A preventive maintenance schedule |
|---|---|---|
| The question it answers | Is this property compliant, and can you prove it | Can this team deliver the year |
| Who reads it | Clients, landlords, insurers, auditors | The planner and the people doing the work |
| What a row carries | Provider, statutory flag, next due, certificate | Estimated hours, spread across twelve months |
| The number it produces | Compliance rate, and statutory overdue separately | Hours per month, and where the peaks are |
| What it cannot tell you | Whether August is overloaded | Whether a certificate was ever issued |
| Where evidence lives | A certificate reference on every line | Nowhere, and it is not trying to |
The difference is evidence versus capacity, and most teams need both documents rather than a compromise between them. A PPM schedule can be perfectly compliant and completely undeliverable: every certificate present, every interval correct, and a workload that lands three quarters of the year in two months. It will not tell you that, because it is not counting hours. Equally, a preventive maintenance schedule can be beautifully leveled and quietly non-compliant, because nothing in it asks whether the fire damper test produced a certificate or whether it happened at all. The practical split is who you are answering to. If the question comes from inside the team, about whether the year is achievable, use the workload schedule. If it comes from outside, from a client, an insurer or somebody buying the building, they are asking this document's question and they will want the certificate references.
When the template starts to feel limiting
A register in a spreadsheet does the compliance job well for one property and one year. It strains in four familiar places.
Next due dates that nobody chases
Every line carries a countdown, in a file somebody opens when they remember. The statutory lines with annual intervals are the ones that lapse, because a year is long enough for the file to be forgotten.
The certificate lives somewhere else
The register holds a reference; the actual certificate is in an email, a portal or a folder. Only a person connects them, and the connection is tested precisely when nobody has time.
You cannot see the portfolio without assembling it
One file per property means the portfolio position is a manual roll-up. The property with the lapsed line is invisible until somebody opens that particular file.
Applicability has to be re-decided every year
The eighteen statutory lines need a judgment per building, and that judgment lives nowhere except this year's file. Next year somebody makes it again, differently.
What running this in Facilio looks like
The template is the paper version of this register. The lines are the same ones; the difference is that a certificate attaches to the task that produced it, and a lapsing statutory date raises itself.
Ops Performance Intelligence
Statutory dates raise themselves
Each task carries its interval and statutory flag against the asset, so a line approaching its due date surfaces while there is still time to book it, rather than being found overdue at the next audit.
Work Completion Validator
Compliant has to be evidenced
A statutory task cannot close as compliant without the certificate attached, which closes the gap between the work being done and the paperwork existing to prove it.
Audit Report Intelligence
The portfolio position is a read, not a roll-up
Compliance and statutory overdue across every property come from the records, so the question an insurer asks is answered in a moment instead of by opening one file per building.
Contractor Work Tracker
Provider performance is visible per line
Who is responsible for which task, what they delivered and which certificates they still owe sits against the contract, so gaps show up against a provider rather than against the building.
Hallucination-free by design. Atom AI answers from the records in your tenant rather than generating plausible text, so an empty field reads as empty rather than filled in for you.
Frequently asked questions
What is a PPM schedule?
PPM stands for planned preventative maintenance, and a PPM schedule is the register of every recurring maintenance task for a property: what the task is, how often it happens, who carries it out, when it was last done, when it is next due and the certificate that proves it was completed.
The word planned is the point. A schedule assembled after the visits have happened is a record rather than a schedule, and it will not answer the question a client or an insurer is actually asking.
What should be included in a PPM schedule?
The property, the client and the contract with its expiry, and the maintenance standard the frequencies are based on. Then a register with one row per task per asset, carrying the frequency, a statutory flag, the provider, last done and next due dates, a countdown, a certificate reference and a status.
Then the parts most schedules leave out: a check against the statutory tasks that should be present, where the certificates are held and who can access them, a log of missed or rescheduled visits, and acceptance by the party that carries the liability.
What is the difference between PPM and preventive maintenance?
In practice they describe the same activity. PPM, planned preventative maintenance, is the term used more often in property and facilities management, particularly around compliance and contracted service delivery. Preventive maintenance is the term used more often in plant, manufacturing and asset management.
The documents tend to differ more than the words. A PPM schedule is usually built as a compliance register for an external reader, while a preventive maintenance schedule is usually built as a workload plan for the team doing the work.
Which maintenance tasks are statutory?
That depends entirely on your jurisdiction, the building and its systems, which is why this template lists the eighteen tasks that are commonly statutory somewhere rather than asserting the law for everyone: gas appliance safety, fixed wire testing, portable appliances, emergency lighting, fire alarms, extinguishers, fire doors, fire dampers, sprinklers, risers, lifts, pressure systems, water hygiene, asbestos, lightning protection, air conditioning, local exhaust ventilation and standby generators.
Work the list line by line and mark each either on our schedule or not applicable, with your own obligations register as the authority. The value is not the list itself, it is that it surfaces tasks nobody had considered at all.
Why report statutory overdue separately from the compliance rate?
Because statutory obligations do not average. A property at ninety four percent compliance sounds healthy right up until somebody notices the missing six percent contains a lapsed gas safety certificate, at which point the percentage is worse than useless because it actively concealed the thing that mattered.
Keeping statutory overdue on its own line means the headline can be read quickly without hiding anything. It is the single most important reporting decision on the document.
Does a task count as compliant without a certificate?
No. A statutory line marked compliant with no certificate reference against it is an assertion that the work happened, and an assertion is not what an auditor, an insurer or a purchaser is asking for.
The work genuinely being done and the paperwork genuinely existing are different states, and the gap between them is invisible until somebody asks. Requiring the reference before the line can read compliant is what closes it.
How is this different from a facilities maintenance schedule?
A PPM schedule covers planned maintenance tasks on plant and building systems for a property, built around compliance and certificates. A facilities maintenance schedule covers the whole facilities remit across a portfolio, including soft services such as cleaning, waste, security and catering, with cost per unit of area and contract expiry.
They sit at different levels. The facilities schedule is the portfolio and provider view; this is the task and certificate view for a property inside it.
Can I edit and rebrand this template?
Yes. It is free to use, edit, rename and put your own logo on, internally or for clients. No attribution required.
The Word version is the one to edit if you want to adapt the statutory list to your own jurisdiction or add task codes matching your contract. The Excel version is the one to use if you want the days countdown, the compliance position and the property register tab, which puts one row per property with its compliance rate, statutory overdue and contract expiry side by side.
In one paragraph
A PPM schedule is a compliance register rather than a workload planner, and treating it as the latter is what makes it useless to the people who actually read it. Record the property, the parties and the maintenance standard your frequencies rest on, then build the register one row per task per asset, because certificates are issued per asset. Flag which lines are statutory, name the provider on each, and put real dates in so the countdown runs. Require a certificate reference before any statutory line may read compliant, since the status is an assertion and the certificate is the evidence. Then work the eighteen statutory lines and decide every one explicitly, because that section finds obligations nobody scheduled at all rather than ones done late. Report the compliance rate against the tasks that apply, and keep statutory overdue on its own line beside it.
The template is the floor, not the ceiling
Take the register; it will give a client, an insurer or an incoming landlord something defensible to read. When one file per property stops answering the portfolio question, a connected CMMS holds it as data: certificates attached to the tasks that produced them, statutory dates that raise themselves before they lapse, applicability decided once per building rather than re-argued annually, and compliance across every property answerable in a moment.
