# Set up a preventive maintenance schedule for my fleet

A PM program by vehicle class with service intervals, inspection checklists, parts planning, and downtime scheduling.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Advanced
- Tags: Summarize, Plan, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/set-up-a-preventive-maintenance-schedule-for-my-fleet

## Prompt

```text
Help me build a preventive maintenance program for my fleet.

**Fleet list:** [PASTE OR SUMMARIZE - unit type (tractor, straight truck, van, trailer, reefer unit), make and model year, current mileage or engine hours]
**Duty cycle:** [long haul highway / regional / urban stop-and-go / off-road / idle-heavy]
**Manufacturer recommendations I have:** [SERVICE INTERVALS FROM OEM MANUALS - or "not gathered yet"]
**Where maintenance happens:** [own shop / outside vendors / dealer / mobile service]
**Current pain points:** [roadside breakdowns, out-of-service violations, tire failures, reefer failures, long shop downtime]
**Regulatory inspections required:** [e.g. "annual DOT inspection", local roadworthiness tests]
**Data available:** [telematics fault codes, work order history, cost per unit]
**Maximum share of fleet that can be down at once:** [e.g. "10%" or "2 tractors"]

Build:
1. PM tiers (e.g. A, B, C services) by vehicle class with intervals in miles, hours, or days - whichever comes first - and what each includes.
2. A pre-trip and post-trip inspection focus list tied to my most common breakdowns and roadside violations.
3. A schedule that staggers services so no more than my stated share of units is down at once.
4. Rules for handling driver-reported defects: who reviews, how fast, when a unit cannot be dispatched.
5. Parts and tire stock to keep on hand.
6. KPIs: PM compliance rate, roadside breakdowns per million miles, maintenance cost per mile, average days out of service.

Return tables for the PM tiers and the schedule, plus a one-page policy summary for drivers and dispatchers.

Use OEM intervals where I have them; where I don't, mark suggested intervals [CONFIRM WITH OEM]. Do not invent part numbers or specs.
```

## What to fill in

- SERVICE INTERVALS FROM OEM MANUALS - or "not gathered yet"
- own shop / outside vendors / dealer / mobile service
- e.g. "annual DOT inspection", local roadworthiness tests
- telematics fault codes, work order history, cost per unit
- e.g. "10%" or "2 tractors"
- CONFIRM WITH OEM

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.