About this template
Machine Register & Preventive Maintenance 2026/2027 is a complete, editable document package for workshops, production companies, service organizations, and facility management that require a clear overview of machinery, maintenance plans, completed inspections, and deviations. You receive Word templates, searchable PDF versions, a separate user guide, an English working document, and an Excel workbook with six interconnected sheets.
Create a machine list with unique machine IDs, plan maintenance based on your own risk-assessed intervals, register completed service, and follow up on deviations. The product is an administrative tool and not a machine safety approval or a substitute for statutory inspections.
Version 1.0 with relevance for 2026/2027. The template package has been editorially checked against the Swedish Work Environment Authority's AFS 2023:11 and relevant EU information regarding the Machinery Regulation (EU) 2023/1230. It has not been reviewed by authorities, certified, or individually safety-assessed.
What's included in the package
| Document | Content | File format |
|---|---|---|
| Maintenance program & machine control | Responsibility, inventory, risk-based maintenance strategy, safe working methods, special checks, restart, and document control. | DOCX + PDF |
| Machine card & service log | Unique machine details, identification, completed checks, measured results, deviations, lockout, and verified restart. | DOCX + PDF |
| Detailed user guide | Practical review of every document and Excel sheet, application, common mistakes, safety, and archiving. | DOCX + PDF |
| Machine Maintenance – Working Sheets | Supplementary English working sheets for Swedish operations; not a complete translation of the entire Swedish package. | DOCX + PDF |
| Machine register & maintenance plan | Excel workbook with register, scheduling, service history, deviations, KPI overview, and instructions. | XLSX |
Total of nine final delivery files: four Word files, four A4 PDF files, and one Excel workbook. Swedish is the primary language, supplemented by an English working document.
Who are the machine maintenance templates for?
Workshops and manufacturing companies can consolidate production machines, service activities, and operational disruptions into one register. Maintenance technicians and production managers can plan, document, and follow up on work with traceability to technical manuals. Facility caretakers and service contractors can use the same work structure for relevant equipment but must determine for themselves which types of controls and regulations apply.
The machine register is not the same as an accounting asset register, and the package is not a full-scale CMMS with connected operational monitoring or automatic notifications.
The Excel tool – six practical worksheets
| Worksheet | Functions |
|---|---|
| Overview | Automatic summary of registered machines, planned inspection tasks, overdue items, upcoming checks within 30 days, open deviations, service interventions, and costs. |
| Machine Register | 120 rows for machine ID, description, location, manufacturer, serial number, responsibility, risk reference, operating status, manual, and inspection documents. |
| Maintenance Plan | 120 plan rows for machine ID, check type, instructions, responsibility, last performed, interval in days, and estimated next planned date. Separate manually determined operating status. |
| Service Journal | 120 rows with actual service date, work tasks, performer, hours, cost, results, and reference to protocol. |
| Deviations | 120 rows for faults, risk priority, lockout, responsibility, deadline, verification, and restart decision. |
| Instructions | Method of use, limitations, and official sources. |
Excel calculates calendar-based next check occasions when an actual completed date and your own approved interval are entered; for the first check without history, an initial due date can be set. Plan status can be displayed as overdue, within 30 days, planned, or date missing. The system does not send email reminders. Operating status and technical approval are never automatically determined by the spreadsheet.
How to work with the package – step by step
- Inventory: gather machine ID, model, serial number, location, user manual, and relevant inspection documents.
- Determine responsibility: specify the maintenance manager, authorized performers, and who is permitted to decide on shutdown and restart.
- Assess needs: base this on relevant risk assessments and manufacturer instructions. Distinguish between daily supervision, preventive service, extra checks, and prescribed inspections.
- Plan maintenance: create one row per machine and activity in Excel. Enter method, performer, document reference, actual check history, and risk-based interval.
- Perform safely: handle energy isolation, protection, and access according to the organization's safety procedures. Perform only tasks you are competent and authorized to carry out.
- Document the result: note the intervention and actual observations in the service protocol and service journal. Update the "last performed" date only when the work is actually completed.
- Manage defects: lockout suspected hazardous equipment, register deviations, and verify necessary measures before restart.
- Update: check open items, changes in the machine fleet, and new instructions. Archive previous versions and original certificates.
The Swedish Work Environment Authority's rules on maintenance and control
In AFS 2023:11, there is a requirement that employers ensure that work equipment is maintained during use. When a maintenance journal exists, it must be kept up to date (Chapter 2, Section 15). The same chapter regulates, among other things, checks for certain installations and relocations, regular checks for impacts that may cause risks, and extra checks after specific events. Relevant results must be documented in the specified cases. Read AFS 2023:11 at the Swedish Work Environment Authority.
Certain machines and devices may have more specific requirements for continuous supervision, record-keeping, inspection, inspection bodies, or permits. The EU Machinery Regulation (EU) 2023/1230 largely concerns product requirements and market access for machines, with provisions having different application dates. It should not be confused with the user's overall work environment responsibility for existing equipment. Read the Machinery Regulation on EUR-Lex.
The document template does not replace risk assessment, technical control, CE documentation, manufacturer service instructions, inspections by an authorized inspection body, or specialist support when needed.
Common mistakes and pitfalls
- Applying a general interval to all machine equipment without risk assessment.
- Entering planned service as if it were already completed.
- Lacking unique machine IDs, thereby mixing the history of different machines.
- Confusing your own service checklist with a formal inspection certificate.
- Marking “in operation” in Excel despite technical uncertainty or open safety-critical defects.
- Not performing extra checks after rebuilding, accidents, or other risk-relevant events.
- Not documenting restart decisions, original reports, and responsibilities.
Frequently Asked Questions
Is a machine register mandatory?
There is no general requirement for this specific Excel template. However, AFS 2023:11 sets requirements for safe maintenance and certain checks, including documentation in relevant cases. Other equipment types may have specific documentation and inspection requirements.
Can Excel plan upcoming service?
Yes. The next calendar date and plan status are calculated when the correct information is entered. The intervals must be determined by the business, and no automated technical safety assessment is performed.
Can I register machines that need service based on operating hours?
The machine's hour-meter reading can be noted in the protocols, but the calculation in Excel only supports calendar days. Maintenance based on operating hours requires separate planning or further customization.
Is it a complete CMMS system?
No. It is an offline-based register and document package, without automatic notifications, integrations, or mobile work order flows.
Does the service protocol suffice as an inspection certificate?
No. Equipment with requirements for special inspections or checks must be handled in the manner prescribed by current rules.
Is an English version included?
Yes, a supplementary English working document based on Swedish conditions. The main Swedish documents and the guide are not fully translated.
File format and digital delivery
One-time price 79 SEK. ZIP with four DOCX, four PDF, and one XLSX. Word and Excel can be edited in compatible software; the PDF files are searchable and can be printed. The product is entirely digital without physical shipping. Automatic download after purchase requires that the ZIP file is linked to the correct Shopify variant in Digital Products.
Official sources
- Swedish Work Environment Authority – AFS 2023:11, Work equipment and personal protective equipment
- EUR-Lex – Regulation (EU) 2023/1230 on machinery
Disclaimer: Editable document templates and administrative Excel tool. No on-site inspection, certification, guarantee of regulatory compliance, or individual technical/legal advice is included. Adapt the documents to the business's actual equipment, risks, and current regulations.
