# Monthly preventative maintenance log **Version 1.0 · Date 2026-08-22 · Type: Instrument** --- ## 1. What this is A one-page monthly log for a preventative maintenance round. The brand requires the round and requires it to be recorded. This form records it, and does a second job the brand requirement does not cover: it shows which rooms are falling out of the rotation while there is still time to catch them. No property touches every room every month. The monthly round is a slice — some rooms, plus the plant, plus the public areas. A log that shows only this month's slice cannot answer the question that matters: which room has nobody entered since last spring. That room is the reason to keep the log. ## 2. The rotation, and the count it rests on Fix the cycle length before the first sheet. Total keys divided by cycle months is the monthly round. Anything under it that month is debt. Write that arithmetic on the sheet, not in someone's head. Cycle length is a decision. Figures circulate in the trade; any figure you did not measure here is an outside convention, and it stays a convention until this property's own work-order history, plant age and complaint volume are checked against it. The same discipline applies to the room count itself. A count taken off a status report rather than the authoritative room list is wrong quietly and in one direction, and every number built on it is wrong together — which is why the head of this sheet names the list and its date. ## 3. Sheet head — the reconciliation ``` Month ______________ Room list source _______________________________ Room list dated ______________ Total keys on that list (N) ______ Cycle length ______ months Monthly round (N / cycle) ______ Overdue carried in (box E from last month's sheet) D ______ copied by ____________ date ____________ (before the round begins) At month end every key on that list lands in exactly one box: A completed this round ______ B not done, months since < cycle ______ C not done, months since >= cycle ______ A + B + C = ______ equals N? Y / N Overdue continuity: D carried in ______ + rooms that reached cycle age this month ______ - overdue rooms completed this round ______ = E overdue at month end ______ E must equal box C, and must equal the number of lines left open in section 4. Three routes to one number. Agree? Y / N Round completed by ____________ Date ____________ ``` **Months since** is measured at the first of the month, before any work. A room done this round keeps its old age on this sheet; the date in the round table becomes next month's *last done*. **Done** means every item on the room-type item list was checked and any failure carries a work order number. A failure does not stop the age clock — the defect is tracked on the work order. A room nobody could enter is not done, whatever the reason. ## 4. Overdue list — opened before the round Every room at or over cycle age at the first of the month, taken from the room list, entered before anyone starts work. Its line count is box D. Lines close only when the room is done; unclosed lines carry to next month. **Prepared by ____________ Date ____________ Line count (= D) ______** | Room | Last done (mo/yr) | Months since | Why not done | Scheduled for | Closed this round (date) | |---|---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | ## 5. Guest room rotation One line per room **attempted**, done or not. Only lines marked *done* count in box A. Outcome codes: **done** · **sold** · **occupied** · **out of order** · **no access**. Exceptions only in the last column — item, work order number, and status: *open*, *under plan*, or *unresolved*. Unresolved is an honest answer and stays until it is not. Do not spend round money restoring an asset already scheduled for replacement; record the check and the plan reference instead. | Room | Type | Last done (mo/yr) | Months since | Attempted (date) | Outcome | All list items checked (initials) | Exceptions — item / WO no. / status | |---|---|---|---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | The item list sits beside this sheet, one list per room type, written once by the property. The initial means every item on that list was checked. A blank initial means nobody looked. It never means fine. ## 6. Plant, public areas, and statutory records Monthly, regardless of the room rotation. | Item | Location | Checked (date) | Result | Reading / setting | Statutory record seen — where held | WO no. | Initials | |---|---|---|---|---|---|---|---| | Heating / hot water | | | | | | | | | Air handling | | | | | | | | | Vertical transport | | | | | | | | | Life safety panel | | | | | | | | | Emergency lighting | | | | | | | | | Laundry equipment | | | | | | | | | Kitchen equipment | | | | | | | | | Pool / spa plant | | | | | | | | | Roof / drainage | | | | | | | | | Corridors, lobby, back of house | | | | | | | | Several of these carry their own inspection and testing regimes, with their own retained records and their own inspecting authorities. Those authorities will not accept this sheet. The column here records only that the required record was seen and where it is held. It never replaces it. ## 7. Why the sheet cannot be back-filled quietly The sheet closes against a total the person filling it does not control. Every key on the named room list must sit in A, B or C, and the three must sum to N. A room quietly dropped from the rotation does not vanish — it fails the sum, or it appears in C. Until a sheet reconciles to the whole list, a missing room costs nothing; here it costs the reconciliation. The same number is then reached three ways: box C, the continuity line D + reached − cleared, and the count of open lines in section 4. Two of those come from the pre-round list, one from the work. They are computed by different people at different times and must land on the same figure. And D is copied from last month's E, signed and dated before the round. To hide a room you must break a sheet already filed, then break every sheet after it, while the sum keeps failing on the page in front of you. ## 8. Before first use - What is the cycle length, and what measured data here supports it? - Which list is the authoritative room list, who owns it, and how often is it re-dated? - Where does *last done* live between sheets, and who copies it forward? - What is on the item list for each room type? - Who is told when the sheet does not reconcile, and what happens then? ## 9. What this instrument does not do It does not schedule anyone, does not price anything, and does not tell you whether your cycle length is right — it only makes the cycle you chose visible against the work you did. It cannot see a room missing from the room list itself; the reconciliation is only as good as that list and its date. It will not stop a busy month from producing a long overdue list. It will only stop that list from disappearing. Carrying *last done* forward accurately every month is real work, and it is the work most likely to be skipped. If a system here already computes room age reliably against the room list, use the system and keep this sheet for the round itself. The sheet publishes blank. Every property's filled sheets are its own.