Build the manual as you install
Serials, data sheets and test results are easy to capture on the day and slow to chase afterwards. Leaving the manual to the last week is what delays handover.
Free form template · Hand over & support
O&M manual template: contents checklist for installers
A contents checklist for the operation and maintenance manual you hand over with an installed system, so nothing the client's operator or maintainer needs is left out.
Free 7-day trial · no credit card required
- 7
- Sections
- 28
- Fields
- 9
- Field types
integrioForm
Template
O&M manual template
Project and site *
Version *
Format *
DigitalPrintedBoth
Service contract in place *
YesNo
Checked and issued by *
Date issued *
30/09/2026
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What should an O&M manual include?
An O&M manual should include a description of each installed system; an as-installed schedule of every product with make, model, serial and location; as-installed drawings; test and commissioning records; operating, isolation and emergency procedures; a maintenance schedule; spares; warranties with expiry dates; and contacts for the installer, suppliers and service.
Last updated . Facts checked on 30 September 2026.
Who uses it
Project managers and engineers compiling the O&M manual for a client, and whoever checks it before it is issued.
When
Started during installation as records come in, checked before practical completion, and issued at handover.
In Integrio
Build it once in the Form Builder (Office User), attach it to projects, and your team fills it in on iOS or Android, offline if needed.
Free template · integrio.app/forms/o-and-m-manual-template/O&M manual template: contents checklist for installers
A contents checklist for the operation and maintenance manual you hand over with an installed system, so nothing the client's operator or maintainer needs is left out.
| Project | Site | Completed by | Date |
The template
What's in the o&m manual template?
7 sections and 28 fields. Copy them into any format, print this page, or set the form up in Integrio.
1.Manual details
- 1.1Text
Project and siteRequired
- 1.2Choose any
Systems coveredRequired
- Solar PV
- Battery storage
- EV charging
- BMS and controls
- Fire and security
- IT and network
- Electrical
- Heating and cooling
- 1.3Text
VersionRequired
e.g. Draft 1, Issue for handover, Rev A.
- 1.4Text
Issued toRequired
Client, facilities manager or operator.
- 1.5Choose one
FormatRequired
- Digital
- Printed
- Both
- 1.1
2.System description
- 2.1Notes
Description of each systemRequired
What it does, how it's arranged, and how it connects to the rest of the building.
- 2.2Notes
Where the plant and equipment areRequired
Plant rooms, roofs, car park bays, isolators.
- 2.3File upload
As-installed drawings and schematicsRequired
- 2.1
3.As-installed product schedule
Every product actually fitted, not the design schedule.
- 3.1File upload
Product scheduleRequired
Export from your product records, or attach a spreadsheet.
- 3.2Checklist grid
Schedule completenessRequired
Check Complete Partial N/A Make and model for every product ○ ○ ○ Serial number for every serialised product ○ ○ ○ Location of every product ○ ○ ○ Firmware or configuration recorded ○ ○ ○ Supplier for every product ○ ○ ○ Manufacturer data sheets and manuals attached ○ ○ ○ - 3.3Notes
What's missing
↳ Shown when any row is Partial
- 3.4Notes
Recommended spares and consumables
- 3.1
4.Test and commissioning records
- 4.1Checklist grid
Records includedRequired
Check Included To follow N/A Electrical installation certificates ○ ○ ○ Commissioning record for each product ○ ○ ○ Witnessed test records ○ ○ ○ Grid connection or network operator correspondence ○ ○ ○ Scheme or compliance certificates ○ ○ ○ Closed snag list ○ ○ ○ - 4.2Notes
Records to follow, and when
↳ Shown when any record is To follow
- 4.1
5.Operation and maintenance
- 5.1Checklist grid
Procedures includedRequired
Check Included N/A Normal operation ○ ○ Start-up and shutdown ○ ○ Safe isolation ○ ○ Emergency procedures ○ ○ Fault finding ○ ○ Hazards and residual risks ○ ○ - 5.2File upload
Maintenance scheduleRequired
Task, frequency and who does it, from the manufacturers' requirements.
- 5.3Yes / No
Service contract in placeRequired
- Yes
- No
- 5.4Text
Service contract details
Provider, scope, start date, visit frequency.
↳ Shown when Service contract in place is Yes
- 5.1
6.Warranties and contacts
- 6.1File upload
Warranty scheduleRequired
Each warranty with product, start date, expiry and how to claim.
- 6.2Yes / No
Manufacturer warranties registeredRequired
- Yes
- No
- 6.3Text
Installer contact for faults and serviceRequired
- 6.4Notes
Supplier and manufacturer contacts
- 6.1
7.Statutory information and issue
Separate duties that often draw on the same records.
- 7.1Yes / No
Project has a principal designer or principal contractor under CDM
- Yes
- No
- 7.2Text
Information for the health and safety file sent to
↳ Shown when the project has a principal designer or principal contractor
- 7.3Choose one
Regulation 38 fire safety information applies
- Yes
- No
- Not sure: ask the main contractor
- 7.4Text
Fire safety information supplied via
↳ Shown when Regulation 38 applies is Yes
- 7.5Signature
Checked and issued byRequired
- 7.6Date
Date issuedRequired
- 7.1
O&M manual template from Integrio, free to use and adapt. Run it on phones, offline, with photos and signatures: integrio.app · Free 7-day trial, no credit card required.
From the field
How do you get the most from a o&m manual template?
Schedule what was fitted, not what was designed
Substituted products and moved equipment are common. The manual is only useful if it matches what's on the wall, the roof and the car park.
Write maintenance as tasks and frequencies
“Maintain as per manufacturer” helps nobody. List each task, how often, and what's needed, so the client can price and book it.
Put expiry dates on every warranty
A warranty schedule without start and expiry dates is a list of claims nobody can make. Record the dates and who to call.
Is this O&M manual template free?
+
Yes. Use the checklist on paper, in a spreadsheet, or set it up in Integrio, where it sits on the project next to the product records and test forms it draws on.
Is the O&M manual the same as the CDM health and safety file?
+
No. Under CDM 2015 the principal designer prepares a health and safety file holding information likely to be needed to keep people safe during later construction work, and it is passed to the client at the end of the project. An O&M manual is usually a contract deliverable about operating and maintaining the systems. Some of your records may feed both.
Source: CDM 2015, regulation 12
What is regulation 38 fire safety information?
+
Where the work erects or extends a building covered by the Regulatory Reform (Fire Safety) Order 2005, or is a relevant change of use, and Part B applies, the person carrying out the work must give fire safety information to the responsible person no later than completion or occupation. On most projects that goes through the main contractor, so ask how they want your information.
Does Integrio write the O&M manual?
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No. Integrio holds the records the manual is built from: products installed at each site and space with their serials and data points, completed testing forms, snags, sign-off, and warranty and maintenance tracking in the helpdesk. You write and issue the manual.
How do I use this template in Integrio?
+
Build the checklist in the Integrio Form Builder, which is on the Office User plan (£65 per user per month). Engineers capture serials and test forms on the mobile app on the Field Service User plan (£15 per user per month), offline if needed, and warranty expiry and maintenance visits are tracked in the helpdesk afterwards.
Go deeper
Related guides and templates.
Stop retyping paper forms