It sounds like you're building your maintenance documents from scratch, and unfortunately I don't have any templates from the last company where I had to do this. But I can share some ideas of how I built mine and you can decide how to create docs that fit your company's profile:
1. Start with building a full list of your equipment that needs to be PM'd. Once you have that, you can check with the manufacturer's website/specifications as to how often maintenance needs to be performed. For equipment where you cannot get a manufacturer's schedule, I had the maintenance manager determine how often PM's should be performed. Then I listed the equipment on a table with the frequency for PM's. Since it was mostly quarterly or once/twice per year, I finished the table with the months Jan-Dec so maintenance personnel could fill in the dates they performed the PM's.
2. I built specific forms for PM on each equipment. It detailed the work to be done during each PM, with maintenance checking off each item before signing off on the form and submitting to QA or the production manager for review. Auditors could review the schedule in my first doc above, then I could provide the specific PM form to back up and prove the work was done on that recorded date.
3. Then I created generic work order forms. These helped to document all of the as needed maintenance activities we performed, allowed maintenance to record their activities and submit for QA or production approval afterward. These got filed by month.
All records were kept in a maintenance binder for easy browsing during audits.
