Short answer: this free PPM schedule template has one row for each recurring visit: the plant, the tasks, how often in months, the next due date, where the frequency comes from, who does it and the record to leave. The example rows are for a commercial office with gas boilers, a calorifier, a cold water tank and a booster set, with water frequencies from HSE's HSG274 Part 2.
Download the template (CSV, opens in Excel, Numbers or Google Sheets). No sign-up needed.
How to use it
- Keep one row per visit line: one task group at one frequency on one site. Field Suite makes one job for each row when it falls due, so tasks always done together at the same frequency, such as the three monthly temperature checks, share a row. Rows with the same customer and contract name belong to one contract.
- Write the customer name exactly as it is in Field Suite, and fill in the site postcode so each visit lands on the right site.
- Replace the example rows with the plant on your site. Every frequency needs a source: HSE guidance, the manufacturer's manual, the client's risk assessment, a written scheme of examination, or the contract.
- The two rows marked "replace 12 with the interval in the manual" are placeholders. Put in the manufacturer's interval for the unit in front of you.
- Write dates as day/month/year, and frequencies as a whole number of months from 1 to 60.
- Leave the annual price empty until you have priced the work, then put the contract's yearly price on its first row only. Pricing a PPM contract shows how.
Why each column is there, and where frequencies come from, is explained in PPM schedule for commercial plumbing and heating.
The template
The CSV also has columns for customer name, contract name, site postcode, who does it, contract start and end, and annual price. The example contract is "Office PPM 2027" for a made-up customer, running from 1 January to 31 December 2027.
| Plant or equipment | Visit | Frequency (months) | Next due | Tasks on the visit | Where the frequency comes from | Record to leave |
|---|---|---|---|---|---|---|
| Calorifier; hot and cold water services | Monthly water temperatures | 1 | 15/01/2027 | Calorifier flow as close to 60 °C as practicable, not below 60 °C, and return not below 50 °C; hot water return legs of principal loops at least 50 °C (55 °C in healthcare premises); cold water sentinel taps below 20 °C within two minutes of running | HSG274 Part 2 Table 2.1: monthly | Calorifier flow and return as read; temperature at each hot water return leg; temperature and time taken at each cold sentinel tap |
| Showers and spray taps | Shower head descaling | 3 | 15/03/2027 | Dismantle, clean and descale heads, inserts and hoses | HSG274 Part 2 Table 2.1: quarterly or as the rate of fouling indicates | Outlets done, condition, photos |
| Heating and booster pumps | Pump checks | 3 | 15/03/2027 | Leaks at seals, test run, inlet and outlet pressure, noise | Contract and manufacturers' instructions | Readings, pass or fail, faults with urgency |
| Expansion vessels on the water systems (booster set and hot water), not the closed heating circuit | Expansion vessel flush | 6 | 15/06/2027 | Where practical, flush through and purge to drain | HSG274 Part 2 Table 2.1: monthly to six-monthly as the risk assessment indicates (six-monthly here) | Vessels flushed and date |
| Calorifier | Calorifier inspection and clean | 12 | 15/06/2027 | Inspect internally (hatch or boroscope), drain and clean, or purge debris from the base | HSG274 Part 2 Table 2.1: annually or as the rate of fouling indicates | Condition found, debris, photos |
| Cold water storage tank | Cold water tank inspection | 12 | 15/06/2027 | Inspect the tank and carry out remedial work where necessary | HSG274 Part 2 Table 2.1: annually | Condition, remedial work needed |
| Thermostatic mixing valves | TMV service | 12 | 15/06/2027 | Inspect, clean, descale and disinfect strainers or filters | HSG274 Part 2 Table 2.1: annually or as the risk assessment defines | Valves serviced, outlet temperatures |
| Gas boilers | Boiler service | 12 | 15/06/2027 | Service to the manufacturer's instructions | Manufacturer's instructions (replace 12 with the interval in the manual); duty to maintain under the Gas Safety (Installation and Use) Regulations 1998, reg 35 | Service record and readings |
| Booster set | Booster set vessel and settings | 12 | 15/06/2027 | Vessel precharge as found and as left, pressure settings, low-water protection | Manufacturer's instructions (replace 12 with the interval in the manual) | Precharge, cut-in and cut-out pressures |
What is not in the template
- Weekly tasks. HSG274 Table 2.1 puts flushing of infrequently used outlets at weekly, or as the risk assessment indicates. The template counts in whole months, so weekly tasks need their own log, often kept by site staff where the risk assessment says so.
- Statutory pressure system examinations. Under the Pressure Systems Safety Regulations 2000, the interval is set in the written scheme of examination by a competent person (regs 8 and 9). Add a row with that interval if your firm books them.
- The client's own standard. If the contract names a schedule library such as SFG20, ask the client to share the schedules from its subscription and copy only the frequencies you are given into your rows. This template does not reproduce SFG20 content, and Field Suite has no link with SFG20.
- Reactive work. Call-outs and repairs are priced and booked separately.
Worked example: reading one row
Take the expansion vessel row. It covers the vessels on the booster set and the hot water system, because HSG274 Part 2 deals with hot and cold water systems, not closed heating circuits. HSG274 Table 2.1 gives "monthly–six monthly, as indicated by the risk assessment". The client's Legionella risk assessment for this office says six-monthly, so the row says 6 months, first due 15 June 2027, and names both sources. If the next risk assessment review changes it to quarterly, change the number to 3, note the date of the review, and the plan follows.
Who does what
- The client (the employer, or whoever controls the premises) owns the risk assessment and agrees the schedule.
- Your firm fills in the template, carries out the visits and leaves the records in the last column.
- A water hygiene contractor or site staff may take some water tasks. Put their name in the "Who does it" column so nothing is done twice or missed.
What to record
The "Record to leave" column sets the minimum. HSE's L8 adds that records should be signed, verified or authenticated by those carrying out the tasks (para 73), and that records of any monitoring, inspection, test or check, with their dates, are kept for at least five years (para 72).
Importing it into Field Suite
- Go to Import and choose "Maintenance contracts". The column names in this template are ones the import recognises; you can correct any match before saving. The columns for plant, tasks, source, who does it and record to leave are for you and the client: the import does not read them, so keep the sheet with the contract.
- Customers are matched by name. A name Field Suite does not know becomes a new customer with no site, so add customers and sites first. A visit goes to the customer's site with the postcode in the row, or to its first site if the postcode is empty. A postcode that matches none of its sites leaves the visit without a site.
- Rows with the same customer and contract name become one contract, and each row becomes a visit line that repeats every so many months.
- You see each row checked before anything is saved, and an import can be undone within 30 days. A contract that has already made a job is kept when you undo.
- The price on a contract's first row becomes a yearly price. No invoices are raised for imported contracts until you set the billing date.
- Attach a form to each visit line afterwards. Field Suite then creates each job 21 days before it is due, by default, with the form ready on the engineer's phone. Rows due on the same date make separate jobs, so book them into one visit in the diary. Add your own questions, such as temperatures, in the form builder.
See planned maintenance software, pump maintenance software and subcontractor management, use the pump service checklist on the pump rows, check prices, or book a demo.
Field Suite is job management software. HSE guidance, the manufacturer's instructions and the site's own risk assessments decide what is maintained and how often.
Questions
Can I use the template for sites without Legionella risk?
Yes. Delete the water rows and keep the plant rows. The columns work for any recurring maintenance.
Why is the frequency in months and not "quarterly"?
A number sorts and calculates. Quarterly is 3, six-monthly is 6, yearly is 12. Field Suite's import needs a whole number from 1 to 60.
Is the template a complete Legionella plan?
No. It takes selected rows from HSG274 Table 2.1 as an example. The site's risk assessment and written scheme decide the full list.
Sources
- HSE, Legionnaires' disease: Technical guidance, HSG274 Part 2 (2024), Table 2.1. https://www.hse.gov.uk/pubns/priced/hsg274part2.pdf
- HSE, Legionnaires' disease: The control of legionella bacteria in water systems, L8 (fourth edition), paras 72 and 73. https://www.hse.gov.uk/pubns/priced/l8.pdf
- Gas Safety (Installation and Use) Regulations 1998, regulation 35. https://www.legislation.gov.uk/uksi/1998/2451/regulation/35
- Pressure Systems Safety Regulations 2000, regulations 8 and 9. https://www.legislation.gov.uk/uksi/2000/128/regulation/8 and https://www.legislation.gov.uk/uksi/2000/128/regulation/9
- SFG20, home page (what SFG20 is). https://www.sfg20.co.uk/
Last checked: 5 November 2026 against the sources above.
Field Suite is job management software for UK building services firms, not a consultancy. Your own risk assessments, contracts and advisers decide what applies to your work. Spotted a mistake? Email info@fieldsuiteapp.com and we correct it.