One piece of equipment may need several activities at different times. A filter check, motor service and inspection do not become the same task because they happen during one visit.
Establish the requirement before choosing a date
Start with the item, its use and the work needed. Gather instructions, earlier reports, assessments and appropriate advice. Clarify whether you are booking servicing, inspection, testing or further investigation before choosing the date.
HSE explains manufacturer information, competent people and safe preparation in work-equipment maintenance guidance. Its inspection guidance says inspection need and frequency follow risk assessment, taking account of conditions and manufacturer recommendations.
Some work has its own legal or technical timing requirement. Identify that before arranging a convenient general service appointment for everything.
Account for how the asset is used
Timing may depend on hours run, cycles completed or a particular condition. Agree how that trigger will be tracked instead of recording only a recurring calendar date.
Tell the contractor about dust, outdoor exposure, heavy use or recurring problems. Similar units can work in very different conditions; rarely used equipment need not inherit the same programme as something running continuously.
Keep these details for each activity:
- Which item is involved and what work is required.
- The instruction or assessment explaining when it is due.
- The last trustworthy record showing it was completed.
- The next date or operating trigger to act on.
- Who books the job and reviews the timing.
Make the schedule achievable
Allow time for parts, access, permits and shutdowns, including notices to occupants. Preparations need to finish before the task’s deadline, not start when the contractor arrives.
Several jobs can share a visit, but keep their own due dates and completion records. A contractor signing in does not prove that every scheduled task was done.
Review timing when evidence changes
Review the plan after equipment changes, different use, repeated faults or updated technical information. Previous inspections may justify a revised interval, but obtain the appropriate assessment and record the reason.
If a task is missed, keep its original date and explain what happened. Obtain advice on recovery and future dates rather than making it look on time. HSE says equipment needing an inspection should not be used unless that inspection is known to have taken place.
Common questions
Can every item be serviced annually?
An annual service is suitable only where it meets the requirement for the particular task. One yearly booking does not establish the needs of every item.
Can we extend an interval to reduce cost?
Cost alone is not enough reason. Ask a competent person to review the relevant requirements and evidence before changing the timetable.
What if the previous service date is unknown?
Mark the date as unknown and look for earlier evidence. Get the technical input needed to establish a starting point; do not invent a service date.
Related maintenance and guidance
Explore Planned Preventative Maintenance, Asset Maintenance and Statutory Maintenance. Read what a PPM schedule should include or discuss your maintenance requirement with the equipment details and the history available.
