Instrument Preventive Maintenance Schedule Template
Plan routine maintenance of field instruments. Enter each task with its frequency and last completion date; the sheet calculates the next due date and highlights overdue work.
Download
- How to Use sheet with steps
- Template sheet, blank and ready
- Example sheet, filled in
- 246 built in formulas
- A4 landscape print setup
- Works in Excel, Google Sheets and LibreOffice
Preview of the Filled Example
This is the Example sheet from the download, so you can see exactly how the completed instrument preventive maintenance schedule looks.
Preventive maintenance tasks
| Sr | Tag | Instrument type | PM task | Frequency (days) | Last done | Next due | Days left | Status | Done by | Work order | Remarks |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | PDT 3105 | DP transmitter (flow) | Drain and blow down impulse lines, check zero with equalising valve open | 30 | 18 Sep 2026 | 18 Oct 2026 | 5 | DUE SOON | Tech A | PM 1022 | |
| 2 | AT 5101 | pH analyser | Clean electrode, 2 point buffer calibration (pH 4 and 7) | 7 | 04 Oct 2026 | 11 Oct 2026 | −2 | OVERDUE | Tech B | PM 1030 | |
| 3 | FV 3101 | Control valve | Check air supply, leaks, packing, positioner diagnostics | 90 | 03 Sep 2026 | 02 Dec 2026 | 50 | OK | Tech A | PM 0988 | |
| 4 | LT 4102 | Radar level | Inspect antenna for build up, check echo curve | 180 | 18 Apr 2026 | 15 Oct 2026 | 2 | DUE SOON | Tech C | PM 0815 | |
| 5 | CP 03 | PLC panel | Clean filters, check fans, power supply voltages and earth connections | 90 | 14 Aug 2026 | 12 Nov 2026 | 30 | OK | Tech B | PM 0991 | |
| 6 | XV 4101 | Shutdown valve | Partial stroke test and record stroke time | 90 | 10 Jul 2026 | 08 Oct 2026 | −5 | OVERDUE | Tech A | PM 0950 | Full proof test at turnaround |
About the Instrument Preventive Maintenance Schedule
Preventive maintenance keeps instruments reliable between calibrations: impulse lines get blocked, analyser electrodes foul, valve packing leaks and panel fans fail. A simple schedule that shows what is due this week is often all a small maintenance team needs.
How to fill in this template
- Enter one row per instrument and task. An instrument can have several tasks with different frequencies.
- Set the frequency in days (7 weekly, 30 monthly, 90 quarterly, 365 yearly).
- After doing the work, update Last done, Done by and the work order number.
- Next due, days left and status update every time the workbook recalculates.
- Filter Status for OVERDUE and DUE SOON when planning the week.
What the formulas do
- Next due = last done + frequency (days).
- Days left = next due − today.
- Status OVERDUE below 0, DUE SOON within the warning period, otherwise OK.
Related tools
Frequently Asked Questions
What preventive maintenance do field instruments need?
Typically impulse line blow down, cleaning of sensors and analysers, checking for leaks and corrosion, panel filter and fan checks, and valve diagnostics.
How is PM different from calibration?
Calibration checks accuracy against a standard. PM keeps the instrument in good working condition so it stays accurate between calibrations.
How do I set the PM frequency?
Start from the manufacturer recommendation and service severity, then adjust from breakdown history.
Learn more on the blog
Instrumentation calibration and troubleshooting guide
A practical guide on instrumentationblog.in that explains the procedure behind this template and how engineers apply it on real plants.
Read Full Article