Checklist
Maintenance checklist
A free, editable Excel checklist template for structuring recurring inspections, tasks, and routine facilities work.
Templates
FM templates and tools
Free, editable templates to help structure routine facilities work — from maintenance checklists to PPM schedules and risk assessments. Use them as a starting point and adapt to your own sites and assets.
What you will find in this section
This section brings together practical FM templates that can be adapted for internal use. The aim is to give you simple starting points for routine tasks, planning, record-keeping, and operational control.
Templates can help standardise processes, improve consistency, and reduce the risk of important checks or recurring tasks being missed. In practice, most organisations will tailor these documents to suit their buildings, compliance requirements, service model, and internal reporting needs.
Start with the core templates
These are the main templates to begin with if you want practical resources that support common facilities management workflows.
How templates are commonly used
Templates are most useful when they support consistent operational habits rather than existing as one-off documents.
Recurring checks
Standardise regular inspections and routine checks across sites, assets, and service areas.
Maintenance planning
Organise preventive work, planned maintenance schedules, and recurring service activities.
Risk control
Document hazards, review operational risks, and support safer decision-making.
Audit readiness
Keep records clearer and easier to review for internal checks, audits, and compliance processes.
Team consistency
Help different staff, sites, and contractors follow the same core process.
Process improvement
Provide a clear starting point that can be refined as workflows become more structured and mature.
Templates work best when paired with clear processes
A template is most useful when it supports a defined workflow, review cycle, and accountability structure.
In many organisations, templates begin as simple manual documents and later become part of a wider FM software system. That might mean moving from spreadsheets and checklists to work order tracking, automated reminders, mobile updates, and centralised records.
Where to go next
Once you have reviewed the templates, the next step is usually to read the practical guides behind them or explore software that can support these workflows digitally.