Facility Maintenance Checklist: Steps to Ensure Optimal Operations and Efficiency

Table of Content

Facility and maintenance leaders continually face expanding to-do lists, making it increasingly challenging to track tasks and their timings. A facility maintenance checklist acts as a guide for teams, specifying inspection frequencies for various areas within facilities management. Adhering to checklists leads to extended lifespans for assets and equipment, resulting in fewer reactive maintenance demands on the team.

Facility Maintenance The provided building maintenance checklist incorporates items routinely monitored


by countless facility managers. It’s advisable to include applicable items from this list into your own checklist. Moreover, utilizing a checklist aids in conducting a facility condition assessment.

 facilities management checklist involves

Facility Maintenance Checklist: Steps to Ensure Optimal Operations and Efficiency

  • Roof
  • Parking lots and garages
  • Windows
  • Doors
  • Seasonal preparations
  • Electricity
  • Plumbing
  • HVAC
  • Equipment
  • Total energy usage
  • Elevators
  • Security systems
  • Fire equipment
  • ADA accessibility
  • Safety requirements
  • Roof

Inspect your facility’s roofs biannually to prevent weather-induced damage or other environmental impacts. During these checks, ensure your team follows these steps:


  • Clear any debris from the roof or gutters.
  • Examine the flat sections for punctures, cracks, and blisters.
  • Inspect sloped areas for warped edges, damaged shingles, metal degradation, curling, and shingle granule loss.
  • Confirm the proper functioning of drains and vents, ensuring they’re free from blockages.
  • Evaluate chimneys and vents.
  • Survey facility ceilings for cracks, water stains, and leaks.
  • Verify the presence of all shingles or tabs and address any missing ones.
  • Monitor metal surfaces for signs of corrosion.
  • Check exterior wall surfaces for deterioration.
  • Assess interior walls for cracks, water stains, and leaks.
  • 2. Parking lots and garages

    1. Parking lots and garages About 20% of vehicle accidents occur in parking lots. Surprisingly, maintaining your lots and garages properly can contribute to reducing these incidents. When conducting inspections on your parking lots, consider including the following checklist items:


    • Ensure entrances and exits are clearly labeled, unobstructed, and comply with ADA regulations.
    • Test gate functionality for safe and proper operation.
    • Verify the gate closure safety shut-off in case of emergencies.
    • Check functionality and adequacy of evening lighting.
    • In colder weather, clear snow and ice as required.
    • Remove debris from pavements, curbs, and signs.
    • Maintain well-marked shopping basket corrals.
    • Ensure tire deflation devices are well-maintained and clearly marked.
    • Avoid obstructing sight lines with foliage, signs, or other objects.
    • Keep fire and traffic lanes free from vehicles and obstructions.
    • Ensure adequate lighting across the parking lot, including walkways and perimeters.
    • Inspect for potholes or cracked pavement on both the lot and sidewalks.
    • Maintain visible and clear parking lot striping, pedestrian crosswalks, traffic directives, and curb warnings.
    • Ensure stability and structural soundness of guardrails, fences, and handrails.
    • Establish protocols for handling accidents or vehicle damage.
    • Employ offsite surveillance to monitor cameras.
    • Test emergency panic alarms to ensure proper functioning.

    3. Windows

    1.  While window replacements aren’t a frequent requirement, conducting an annual inspection to verify their proper functioning is crucial. Incorporating window cleaning into your maintenance plan is also essential. Consider the following steps:


    • Clear window sills of grime and debris.
    • Inspect interior and exterior finishes for signs like peeling or water stains, indicating potential leaks that might require resealing or replacement.
    • Verify the functionality of all locks and knobs.
    • Apply a non-oily lubricant to sliding or sticking windows.
    • Replace damaged windows or those that do not properly open or close.

    4. Doors

    Doors, being a substantial long-term investment for facilities, necessitate yearly inspections. Follow these steps:


    • Clean door tracks by eliminating grime and debris.
    • Examine interior and exterior finishes for signs of peeling or water stains, potentially indicating leaks that might require resealing or replacement.
    • Confirm the proper functionality of gate closure safety shut-offs in emergency situations.
    • Verify the effectiveness of all locks and knobs.
    • Apply a non-oily lubricant to sliding or sticking doors.
    • Address any damaged embedded windows in doors through repairs or replace

5. Seasonal building preparations

  1. In regions with varying temperatures, conducting a biannual seasonal inspection is crucial. When temperatures decline, consider the following steps:


  • Inspect exposed and outdoor pipes for indications of freezing. Facility Maintenance
  • Seal and insulate cracks and openings surrounding exposed pipes. Facility Maintenance
  • Maintain interior temperatures above 55 degrees Fahrenheit, advising tenants to do the same. Facility Maintenance
  • Identify excess moisture around plumbing, addressing mold or mildew formation promptly. Facility Maintenance
  • Assess heating systems for any cracks or inefficiencies. Facility Maintenance
  • Ensure the calibration and proper functioning of thermostats on HVAC systems. Facility Maintenance
  • Monitor snow accumulation and devise a plan for its safe removal if it poses potential hazards.  Facility Maintenance
  • De-ice sidewalks and walkways to prevent slips and falls. Facility Maintenance
  • Replace and clean wet floor mats in entryways and indoor walkways to minimize slippery surfaces. Facility Maintenance
  • Monitor heating expenses and bolster attic insulation if needed. Facility Maintenance
  • Remove accumulated snow from rooftops to prevent excessive buildup. Facility Maintenance

Server Maintenance Checklist - ProjectManager

As temperatures rise during springtime, consider performing the following tasks:

Procedure: Facility Maintenance

  • Clean windows thoroughly.
  • Conduct a deep cleaning of the floors.
  • Sanitize restroom facilities.
  • Tend to exterior greenery (clear debris, sow grass seeds in needed areas, trim shrubs and bushes, etc.).
  • Inspect the roof for any damage caused by high winds, heavy snow, ice dams, or aging of the building.
  • Survey the property for standing water, gutter and roof leaks, foundation cracks, ceiling water spots, and areas in the landscape that require regrading.
  • Check for cracks surrounding doors and windows, damaged paint, siding or masonry, and sagging gutters.
  • Apply perimeter spraying to deter ants, roaches, and other insects.
  • Perform testing on the thermostat, electrical wires, connectors, unit airflow, run capacitor, and operating efficiency of your HVAC system.
  • Inspect the air ducts, condensation drain pan, blower motor and wheel, compressor, and refrigerant pressure in your HVAC unit.

Interior facilities management checklist

6. Electricity

During facility inspections and routine maintenance of electrical systems, it’s crucial to verify proper installation of wiring, ensuring secure, supported, and protected wiring. Checking the tightness of fittings and identifying any signs of corrosion are essential. Engaging a professional for this part of the inspection is advisable to guarantee comprehensive evaluation and safety. Electrical surges, if frequent, can potentially damage the electrical components within your facilities, emphasizing the significance of a thorough inspection and maintenance regimen. Facility Maintenance


7. Plumbing

Identifying and resolving plumbing problems can be challenging and, regrettably, not always straightforward. Including the following tasks in your facilities management checklist can aid in proactively preventing future issues and potential water damage.

Procedure Facility Maintenance

Inspect for indications of active leaks, such as water stains, dampness, or accumulations, as well as the presence of mold or mildew. Examine all visible pipes for signs of corrosion. Verify water pressure falls within the range of 40-80psi. Ensure the water heater maintains the correct temperature and is leak-free. Test all drains to ensure they are free from obstructions. Implement backflow prevention mechanisms and conduct backflow tests to avert reverse water flow or contamination within the system. Validate the proper functioning of safety and shutoff valves.

8. HVAC units

An HVAC unit typically functions for 10-15 years, and due to its substantial cost, it’s vital to extend its lifespan through regular inspections and maintenance. Reviewing the following semi-annually can significantly contribute to this effort.

As the weather cools during fall and winter, ensure that your heating systems are prepared to maintain comfortable warmth within your facilities:

Procedure Clean or replace filters as necessary. Inspect the burner assembly. Examine the heat exchanger and other heating components. Check for any signs of carbon monoxide or gas leaks within the heating elements. Inspect electrical connections for any signs of wear or damage. Apply lubrication to motor bearings and all movable parts. Inspect belts for any signs of damage or wear and tear. Ensure drains are clear from any blockages. Verify gas pressure levels. Test and calibrate thermostats. Inspect and evaluate the heat pump. Inspect ductwork and vents for any issues. Conduct a thorough cleaning and assessment of the flue system. Check the attachment of the flue system to the furnace to ensure proper functioning.

9. Equipment

All equipment requires different inspections and maintenance tasks. Make sure you add each equipment item to your facilities management checklist. You can refer to the manual for instructions on how frequently to perform inspections and what to clean, replace, or take a look at during the inspection.

10. Total energy utilization

“Managing energy usage across several facilities is crucial for cost control. Monitoring monthly energy bills for discrepancies is a solid initial step. However, simply conducting inspections might not suffice to reduce costs. Consider various methods during inspections to cut down on energy consumption, such as implementing motion sensor lights, switching to LED bulbs, investing in building automation for HVAC and lighting, upgrading outdated equipment, and exploring additional energy-saving measures.”

11. Elevators

“Regular maintenance and inspections of elevators are crucial to enhance safety and minimize breakdowns. Include the following steps in your routine checks: Facility Maintenance

Procedure Confirm smooth opening and closing of elevator doors, free from any obstructions. Inspect the ceiling, handrails, and walls for any signs of damage. Replace any burnt-out lights, including those in the control panel. Ensure the emergency phone swiftly connects to emergency services. Replace burnt-out lights on each floor. Examine door panels and clearances. Test the smoke detector and fire alarm system. Check oil levels and lubricate all systems adequately. Inspect electrical wiring for fraying or defects. Verify sufficient headroom for technicians. Remove any obstacles hindering access to equipment. Ensure easy accessibility to the emergency exit hatch. Test and inspect brakes to ensure optimal condition. Check cables for wear and tear. Inspect the hoist way for signs of rodents or vandalism. Ensure proper accessibility to the area. Examine the pit to guarantee adequate clearance. Check the car frame for any indications of damage.”

Facilities management checklist for safety protocols

12. Security systems

“Security systems play a vital role in preventing theft and break-ins, potentially saving your organization substantial costs. If a security system isn’t installed, consider acquiring one. For existing systems, ensure regular maintenance and inspections by performing the following:

Procedure Test the functionality of the control panel. Thoroughly inspect all cameras. Regularly check the locks on doors and windows for added security, even though they might not be directly part of the security system.”

13. Fire equipment

“Fire safety is a top priority, making proper care for fire extinguishers a crucial part of your facilities management checklist. Facility Maintenance

OSHA mandates yearly checks for fire extinguishers and carbon monoxide detectors to confirm their operational status. Facility Maintenance

Ensure your extinguisher remains activated, except during inspections or maintenance. Additionally, perform bi-annual checks on the weight and pressure of refillable extinguisher containers. Any decrease in content, weight, or pressure indicates non-compliance and requires attention from your maintenance team.” Facility Maintenance

14. ADA accessibility

Certainly, here’s a rephrased version:

“Regularly verifying compliance with Americans with Disabilities Act (ADA) regulations is crucial for many organizations. Conducting semi-annual facility checks helps ensure continued adherence to these standards, as non-compliance may lead to potential fines. Review the latest ADA standards to stay updated.

15. Safety requirements

“Remaining current with safety regulations is crucial. Conduct quarterly assessments to ensure your department adheres to new requirements. If any areas of your facilities or procedures fall short of compliance, submit maintenance tickets to address these issues.

For additional recommendations, access our preventive maintenance checklist templates.”

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Keeping track of maintenance items in an Excel spreadsheet or on a piece of paper is a great start to optimizing your facilities management.

But facilities management software can help you even more! You’ll be able to assign many tasks to your team on a recurring basis for full inspection management and oversight.



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