Plan recurring maintenance by week, month, quarter and year, so nothing waits until it breaks.
A maintenance schedule is a calendar: it answers what is due this week and who is doing it. A checklist then guides how each task is done.
Frequencies should come from the manufacturer’s instructions, your insurer and any code requirements, not from guesswork.
16 items. Fill it in on screen or print a copy.
| Field | What to write |
|---|---|
| Asset or area | What is maintained |
| Task | What to do |
| Frequency | Weekly, monthly, quarterly, yearly |
| Owner | Person or vendor |
| Due date | Next due |
| Done date and initials | Completion record |
| Notes | Issues found and follow-up |
A small office building lists 38 recurring tasks. Filters are monthly by the in-house technician, the fire alarm test is yearly by a licensed vendor, and roof checks are quarterly. Each Monday the facility manager reviews what is due and sends it to the owners.
Fire codes and equipment warranties often require maintenance at set intervals with records kept, and a schedule shows that it was done on time. Planned work also avoids emergency call-out rates and downtime when a system fails unexpectedly.
| Building | Cedar Plaza office, 3 floors, Charlotte NC |
|---|---|
| Weekly | Mon walkthrough by tech Brian |
| Monthly | HVAC filters, MERV 13, 18 units |
| Quarterly | Generator load test, vendor PowerCo |
| Yearly | Fire alarm inspection, licensed vendor, due Aug |
| Run to failure | Office desk lamps, not scheduled |
| Review | Schedule reviewed Jan 15 by facility manager Grace |
The generator load test is quarterly, not monthly, because it is done by a vendor and costs money each time. Desk lamps are listed as run to failure so nobody wastes time inspecting them.
The schedule says when; the checklist says how.
The manufacturer’s and code requirements first.
Yes, with contract dates.
Either works; software helps with reminders.
Start with the manufacturer’s recommendation, then adjust for how hard the equipment works and what failures you have seen. Add any frequency set by code, such as yearly fire system inspections. Review the schedule once a year and move tasks that never find problems to a longer interval.
Preventive maintenance is planned in advance on a schedule to stop failures, like changing filters or servicing a compressor. Corrective maintenance is the repair done after something breaks. A good schedule shifts more work into the preventive column, which is cheaper and easier to plan.
More for the same job
EZTime tasks can repeat on a schedule, ask for a photo when they are done and warn a manager when one is overdue. A 14-day trial needs no credit card.