Maintenance Checklist: A Guide to Creating your Annual Checklist

How to Create a Building Maintenance Checklist

Key systems and components that require regular maintenance.

These may include HVAC systems, electrical systems, plumbing, roofing, and structural elements.

Spring: This is a good time to check the building’s exterior for any damage caused by winter weather. Check the roof, clean the gutters, and inspect windows and doors for any leaks that might have developed.

Summer: Focus on the HVAC system to ensure it’s ready for the hot weather. Check the cooling system and replace air filters.

Fall: Prepare for the colder months. Check the heating system and ensure that all windows and doors are properly sealed.

Winter: Regularly check for ice dams and icicles, as they can cause damage to the roof and gutters. Also, ensure that the heating system is working properly.

Facility Maintenance Checklist by Industry

Facility maintenance changes in each industry, where different demands and expectations need to be met. Facility management per industry could look something like this:

1. HVAC Equipment Maintenance

A typical HVAC inspection at a facility can involve units from air conditioner, ventilation, heat pumps, or furnaces. Inspections can include:

Inspect correct airflow from HVAC unit

Clean drains

Replace air filter (Biannually, Tenant Responsibility)

Clean coils

Inspect refrigerant levels

Visually inspect wires

Check thermostat

2. Fire Equipment Maintenance

Facility maintenance for fire protection equipment can involve fire extinguishers, fire alarms, exit signs, smoke detectors and any firefighting equipment. Inspections can include:

Check expiry date on fire extinguishers

Ensure fire extinguishers are in the correct location

Check smoke alarm batteries

Ensure exit signs are clearly displayed

Ensure exit doors are not obstructed

Ensure sprinkler systems are working properly – includes annual checks by town and fire safety/fire protection contractor

3. Sewer/ Septic System

Sewer maintenance is city responsibility-include checking lines to the main

Define the capacity of the septic tank

Pump as advised by septic company

Septic inspections to ensure that leaching fields (if any) are in good working order, and distribution boxes are sound.

HVAC Equipment Maintenance

Clean & Inspect HVAC Ducts: HVAC systems are crucial for maintaining a comfortable environment within the building. Regular cleaning and inspection can help ensure optimal performance, improve air quality, and prevent costly repairs or replacements.

Replace Air Filters in HVAC Units: Air filters play a key role in maintaining the efficiency of HVAC systems and improving indoor air quality. They should be replaced regularly, typically every 1-3 months, depending on the type of filter and the building’s specific needs.

Replace Batteries in Smoke Alarms: Smoke alarms are essential for safety. Their batteries should be replaced at least once a year to ensure they’re always operational. It’s also a good practice to test smoke alarms monthly.

Replace Water Filters: If the building has a water filtration system, the filters should be replaced according to the manufacturer’s recommendations. This helps ensure clean, safe drinking water and prolongs the life of the filtration system.

Service Fire Alarm: Regular servicing of the fire alarm system is crucial for safety. This includes testing the system, inspecting all components, and ensuring the system is compliant with local fire codes.

Replace Light Globes: Regularly replacing light globes ensures optimal lighting conditions, which can enhance productivity and safety. It’s also an opportunity to switch to more energy-efficient lighting options, if not already in use.

Upload Data to Service Provider: If the building uses smart systems or IoT devices, regular data uploads can help service providers monitor system performance, identify potential issues, and provide proactive maintenance.

Inspect Electrical Systems: Regular inspections can identify potential electrical issues that could pose a safety risk or disrupt operations. This includes checking for damaged wires, testing circuit breakers, and ensuring all outlets are functioning properly.

Plumbing Inspections: Regularly inspect plumbing systems to identify leaks or other issues early. This includes checking pipes, testing faucets and toilets, and inspecting any appliances connected to the water supply.

Building Exterior and Grounds Maintenance: Regularly inspect the building’s exterior and grounds. This includes maintaining landscaping, cleaning exterior windows and surfaces, inspecting roofing, and ensuring walkways and parking lots are in good condition.

**Duties for a commercial HVAC building or business will include repairs, maintenance and client management. Some tasks that a facility manager can include; fire safety management, air conditioning maintenance, plumbing, energy or water services and health and safety within the built environment.

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