Maintenance · Free Template
Instrument Spare Parts List and Reorder Check Template
Keep track of instrument spares: what is in stock, where it is used, the minimum level and when to reorder. The sheet flags items at or below minimum stock and totals the stock value.
Excel (.xlsx)Printable PDFFilled exampleFree, no sign up
Download
- How to Use sheet with steps
- Template sheet, blank and ready
- Example sheet, filled in
- 166 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 spare parts list and reorder check looks.
Store / locationInstrument store, rack C
CurrencyINR
Last stock check20 Oct 2026
Checked byStore keeper
Spares
| No | Item | Part number | Used on (tags) | On hand | Minimum | Reorder qty | Critical? | Status | Unit price | Stock value | Lead time (weeks) | Remarks |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Pressure transmitter, 0 to 16 bar, HART | PT 16B H | PT 1101 A/B/C, PT 2101 | 2 | 1 | 2 | Yes | OK | 65,000 | 130,000 | 6 | |
| 2 | Positioner, digital, HART | POS DVC | FV 3101, TV 2101 | 1 | 1 | 1 | Yes | REORDER | 120,000 | 120,000 | 10 | |
| 3 | pH electrode | PH E01 | AT 5101 | 3 | 2 | 4 | No | OK | 18,000 | 54,000 | 3 | |
| 4 | Solenoid valve 24 V DC, Ex | SOV 24 | XV 4101, XV 1101 | 0 | 1 | 2 | Yes | REORDER | 42,000 | 0 | 8 |
Items to reorder:2 · Critical items to reorder:2 · Total stock value:304,000
Advertisement
About the Instrument Spare Parts List and Reorder Check
Running out of a critical spare turns a one hour repair into a week of downtime. A simple list with minimum stock and reorder flags, linked to the tags each spare serves, keeps the right parts on the shelf without tying up money in excess stock.
How to fill in this template
- List each spare with part number and the tags it serves.
- Set a minimum stock from criticality, failure history and lead time.
- Update quantities at each issue and stock check.
- Items at or below minimum show REORDER; critical items need priority.
- Review minimum levels yearly.
What the formulas do
- Status REORDER when on hand ≤ minimum.
- Stock value = on hand × unit price.
- Totals at the bottom.
Related tools
Advertisement
Frequently Asked Questions
How do I set minimum stock?
Consider how critical the instrument is, how often it fails and the supplier lead time. Critical items with long lead times need at least one on the shelf.
Why list the tags each spare serves?
It shows which spares are shared, avoiding duplicates, and which instruments have no spare.
What is a critical spare?
A part whose absence would stop production or leave a safety function unavailable.
You May Also Like
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 ArticleMore Maintenance Templates
Instrument Preventive Maintenance ScheduleMaintenance · Excel + PDFInstrument Breakdown Maintenance ReportMaintenance · Excel + PDFHART Transmitter Configuration RecordMaintenance · Excel + PDFESD Valve Full Stroke Test ReportMaintenance · Excel + PDFEx Equipment Inspection ChecklistMaintenance · Excel + PDFSIF Proof Test RecordMaintenance · Excel + PDFPressure Relief Valve Bench Test RecordMaintenance · Excel + PDFSafety Bypass and Override RegisterMaintenance · Excel + PDFCompressed Air Leak Survey RecordMaintenance · Excel + PDFEarthing Resistance Test RecordMaintenance · Excel + PDFInstrument Failure Root Cause AnalysisMaintenance · Excel + PDFInstrument Maintenance LogMaintenance · Excel + PDF
All Templates and Downloads
Pressure Transmitter Calibration ReportCalibration · Excel + PDFTemperature Transmitter Calibration ReportCalibration · Excel + PDFPressure Gauge Calibration ReportCalibration · Excel + PDFPressure Switch Calibration ReportCalibration · Excel + PDFControl Valve Calibration Report (Positioner Stroke Check)Calibration · Excel + PDFCalibration CertificateCalibration · Excel + PDFCalibration Master List and Due Date TrackerCalibration · Excel + PDFInstrument Loop Check SheetCommissioning · Excel + PDFInstrument Installation ChecklistCommissioning · Excel + PDFFactory Acceptance Test (FAT) Checklist: Control Panel and DCS / PLCCommissioning · Excel + PDFSite Acceptance Test (SAT) ChecklistCommissioning · Excel + PDFCommissioning Punch ListCommissioning · Excel + PDFInstrument IndexEngineering Documents · Excel + PDFI/O List with Spare CalculationEngineering Documents · Excel + PDFInstrument Cable ScheduleEngineering Documents · Excel + PDFJunction Box Termination ScheduleEngineering Documents · Excel + PDFInstrument Material Take Off (MTO)Engineering Documents · Excel + PDFPressure Transmitter Data SheetEngineering Documents · Excel + PDFControl Valve Data SheetEngineering Documents · Excel + PDFAlarm and Trip Set Point ListEngineering Documents · Excel + PDFCause and Effect MatrixEngineering Documents · Excel + PDFManagement of Change (MOC) FormEngineering Documents · Excel + PDFFlow Meter / Transmitter Data SheetEngineering Documents · Excel + PDFLevel Transmitter Data SheetEngineering Documents · Excel + PDFTemperature Element and Transmitter Data SheetEngineering Documents · Excel + PDFDifferential Pressure Transmitter Data SheetEngineering Documents · Excel + PDFPressure Gauge Data SheetEngineering Documents · Excel + PDFOn Off (Shutdown) Valve Data SheetEngineering Documents · Excel + PDFFixed Gas Detector Data SheetEngineering Documents · Excel + PDFGas Detector Calibration RecordCalibration · Excel + PDFInstrumentation System Handover CertificateCommissioning · Excel + PDFDP Transmitter Calibration ReportCalibration · Excel + PDFDP Level Transmitter Calibration ReportCalibration · Excel + PDFFlowmeter Verification RecordCalibration · Excel + PDFRTD and Thermocouple Sensor Calibration ReportCalibration · Excel + PDFpH Analyser Calibration RecordCalibration · Excel + PDFWeighing System Calibration RecordCalibration · Excel + PDFThermowell Data SheetEngineering Documents · Excel + PDFLiquid Analyser Data Sheet (pH, Conductivity, ORP, DO)Engineering Documents · Excel + PDFSolenoid Valve Data SheetEngineering Documents · Excel + PDFInstrument Junction Box Data SheetEngineering Documents · Excel + PDFInstrument Cable Insulation Resistance Test RecordCommissioning · Excel + PDFCable Continuity and Loop Resistance Test RecordCommissioning · Excel + PDFInstrument Air Header and Take Off ScheduleEngineering Documents · Excel + PDF24 V DC Power Supply Load ListEngineering Documents · Excel + PDFInstrument Tubing Pressure Test RecordCommissioning · Excel + PDFInstrument Commissioning Progress TrackerCommissioning · Excel + PDFVendor Document RegisterEngineering Documents · Excel + PDF