A preventive maintenance report answers three questions for whoever pays for the function: did the scheduled work get done, what did it find, and what did it cost against what it saved. Everything in it comes from the work order history, and a report that cannot be traced back to work orders is a story. This page lists what a monthly report contains, where each figure comes from, and how to write one that a plant manager reads in five minutes and acts on.
Compliance with the schedule
How many preventive work orders were due in the month, how many were completed on time, how many late, and how many are still open. That is schedule compliance, and it is the first figure because a programme that is not done is not a programme. List the overdue tasks by asset, oldest first, with the reason where one was given. The maintenance log worksheet on this site has the due and done columns this comes from.
What the tasks found
The corrective work orders raised from preventive inspections: how many, on which assets, and how many have been done. This is the evidence that inspections are looking rather than ticking, and a month with many inspections and no findings is either a very healthy plant or a checklist being signed without being read. Name the assets where the same finding recurs, because those are the candidates for a changed task or a design fix.
The reactive share and what it cost
Reactive work orders in the month against total work orders, as a share, with the trend over the last six months. Hours spent on reactive against planned. This site's worked example is 240 work orders with 35% reactive, 84 breakdowns at 3.4 hours against 1.1 planned, $9,273.60 of avoidable hours at a $48 loaded rate; the preventive programme's 66 hours cost $3,168. Those two figures side by side, from your own records, are the report's argument.
Writing it so it is read
One page. The three figures above at the top, each with its trend. The overdue list and the recurring findings beneath. One paragraph on what will change next month: an interval shortened, a spare added, a task dropped. A CMMS produces the figures from its reporting screen; a team on the worksheets sums the log. Either way the report is written from records, and the records are the reason it can be trusted.
Questions people ask about preventive maintenance report
How often should a preventive maintenance report be produced?
Monthly for the site, weekly for the supervisor's own overdue list. Quarterly is too slow to change a schedule from.
What if schedule compliance is low?
Say so, with the reason: too many tasks for the hours, or tasks deferred for production. Low compliance is information; hiding it is how the backlog grows.
Should the report include cost?
Yes, as hours times a loaded rate, split planned against reactive. Cost without the split hides the one thing the programme exists to move.