What Is in the Template?
The template follows the standard structure expected by UK principal contractors and building owners on commercial electrical projects.
Cover Page
Project name, site address, client, electrical contractor, project reference, and document date.
Section 1: Scope
Narrative overview of the project with a bullet list of electrical systems and services installed, plus guidance notes on how to complete it.
Section 2: System Description
Pre-written subsections for LV distribution, general lighting, lighting controls, small power, emergency lighting, fire alarm, and containment.
Section 3: Maintenance
Pre-built maintenance schedule tables for every major system, with recommended frequencies and task descriptions ready to adapt.
Section 4: Manufacturer Product Data Sheets
Index table for all datasheets organised by system, with a filename reference column ready to populate.
Section 5: Test & Commissioning Certificates
Certificate register table covering EIC, minor works, emergency lighting completion, and fire alarm commissioning.
Section 6: As-Built Drawings
Drawing register table with columns for drawing number, title, revision, and system.
Who Is This Template For?
How to Complete the Template
- 1
Collect your documents as you go
Do not wait until the end of the project. As you order equipment, save the datasheets. As you carry out commissioning, keep the records.
- 2
Use the checklist
Work through the accompanying checklist to confirm you have everything before you start assembling the manual.
- 3
Populate the cover and project information
Fill in project name, address, client, and contractor details. These appear throughout the document.
- 4
Write your system descriptions
Each major system you installed needs a short description — what it does, where it serves, how it is controlled.
- 5
Add your documents in the correct sections
Datasheets, certificates and warranties each go in their own section. Keep the structure consistent with the index.
- 6
Review and issue
Check the document against your client's requirements or specification before issuing.
Common Mistakes to Avoid
Leaving it too late
The template is most useful when you start using it at the beginning of a project, not two days before handover.
Missing certificates
The Electrical Installation Certificate (or EICR), fire alarm commissioning certificate, and emergency lighting record are the most commonly missing items.
Not updating after changes
If the installation changed during the project, update your system descriptions and drawings to reflect what was actually built.
Generic system descriptions
Operating and maintenance instructions should be specific to your installation — not copied word-for-word from a manufacturer's manual.
Poor quality scans
All documents should be clearly legible. Certificates photographed on a phone at an angle are not acceptable on a professional project.
Two ways to get your O&M manual done
If you would rather not spend time compiling and formatting the manual yourself, that is exactly what our O&M manual production service is for.
Doing the O&M manual yourself
- Download the free template
- Follow the section structure
- Gather your project documents
- Build the pack manually
Want Project-OM to produce it?
- Create an account
- Upload the project documents you already have
- We review, flag obvious gaps and produce the manual
See our pricing or see a sample finished manual.
Frequently asked questions
Is the template really free?
Yes. Enter your email address and we will send it directly to your inbox. No payment required.
What format is the O&M manual template in?
The template is a Microsoft Word (.docx) file. It is fully editable and compatible with Word 2016 onwards, Google Docs, and LibreOffice.
Can I use the template on multiple projects?
Yes. Once downloaded, the template is yours to use on as many projects as you need.
What is the difference between using the template and using Project-OM?
The template gives you the structure — you still need to write the system descriptions, organise all your documents, and format the final output yourself. Project-OM does all of that for you, producing a finished professional manual from the documents you upload.