Building Maintenance Checklist Template - Free Editable PDF

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Building maintenance checklist template

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Use this template with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.

Customize this template or build your own
Fill out templates via mobile app
Assign and track corrective actions
Get reports and analyse your data

Prices start from ░░░ per month

Book a demo

Learn more

Our building maintenance checklist template provides a comprehensive framework for systematically inspecting and maintaining all critical building components. This digital tool helps you transform reactive maintenance into a proactive strategy, potentially reducing your maintenance costs by up to 40% compared to emergency repairs according to a recent industry.

With customizable sections covering HVAC, electrical systems, plumbing, structural elements, and safety equipment, you can easily prioritize maintenance tasks based on your facility’s specific needs. For instance, when facing unexpected HVAC issues during peak season, this template enables you to quickly identify the root cause and address it before it escalates into a costly system failure.

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Preview of the template

Audit

Roofing

Inspect roofing at least twice a year and after any severe storm.

Has a roofing file for each building been created?

Has warranty information been reviewed?

Roof drains clear of debris?

Examined the sheet metal, copings, and previously repaired sections? (walk the perimeter to examine)

Any wrinkles or tearing on roof-to-wall connections and flashings (at curbs and penetrations, etc.) ?

Any corrosion on metal roofs? May be caused by condensate from copper coils in rooftop HVAC units.

All traffic off of the roof to avoid membrane damage?

Green roof: Are plants healthy? Weed and trim as needed.

Green roof: Is there proper irrigation for the survival of vegetation and protection of roof membrane against leaks and ponding?

Is there a plan for a moisture survey every 5 years to detect wet insulation or leaks?

Rooftop solar array: Are panels dislodged by a buildup of ice or snow?

Rooftop solar array: Are the racks and areas around penetrations in good condition?

Rooftop solar array: Are ballasted systems mounted on a pad to protect the roof membrane from possible damage?

HVAC

Inspect at least twice a year, with seasonal start-up and run inspections.

Do screws, latches, gaskets, or missing screws need replacements?

Recharged P-traps or U-bend water traps for condensate drain pans?

Has a qualified mechanical contractor provide seasonal PM of chillers and boilers services?

For cooling towers, screens and access panels disassembled for inspection?

Inspected the cooling tower fill, support structure, sump, and spray nozzles.

Fill valve, gear box, drive coupling, fan blades, and motor bearings;

Clean starter and cabinet

Inspect wiring; check motor starter contacts for wear and proper operation; megger test the motor and log readings

Check the condition of the sump heater and contactor, and note observations

Has bearing lubrication for pump been completed at least annually? Inspect couplings and check for leaks. Investigate unusual noises

Has cleaning or replacing air filters of air handling unit been completed at least once a month (some may only need to be changed every 3-6 months)?

Has coil cleaner been applied and wiped off the condenser coil? If you need to remove panels to access the coil, use a licensed contractor.

Have the settings been periodically inspect for energy efficiency, particularly the compressor, refrigerant charge and thermal expansion valve (if applicable)?

Does the superheat temperature fall between 10-20 degrees F (in a direct pressure system)? Look up the evaporating temperature per the manufacturer that corresponds with the measured suction line pressure, then measure the actual suction line temperature – the difference between these two numbers is the superheat temperature

Have an economizer? Dampers can malfunction if they become corroded or jammed with debris. Keep tabs on all moving parts, including the actuator and linkages, as well as seals. Properly calibrate sensors at least once a year.

Plumbing and Restrooms

Inspect at least annually; investigate any leaks or unusual noises

Domestic water booster and circulation pump systems require bearing lubrication at least annually; Have the couplings been inspected for any leaks?

Domestic water heaters and boilers should be fire-tested periodically; Haves flue-gas analysis been conducted to adjust the flue draft and combustion air input to optimize efficiency?

Remote drinking water chillers need condenser fan motor bearings lubricated annually.

Check all contacts for wear and pitting, and run system control tests.

Pump down the system and remove the refrigerant according to manufacturer instructions.

Drain and replace oil in the compressor oil reservoir, including filters, strainers, and traps.

Sump and sewage ejection pumps are replaced on an as-needed basis but should be checked for function. Are exposed pumps lubricated annually?

Fixtures, particularly those in public restrooms, often withstand heavy use and abuse. Follow the manufacturer’s recommendations on how often to replace internal workings such as flappers, cartridges and diaphragms. Are there any leaks?

Lighting

Inspect at regular intervals, with group relamping when lamps begin to fail

Are luminaires that have transformers, control gear, or accessories, such as spread lenses, glare baffles, or color filters routinely checked?

Check exterior lights to make sure cables aren't torn; all screws and hardware should be in place and working, and gaskets can be replaced to provide a better watertight seal.

Replace any burned-out lamps and consider group relamping. To create your relamping schedule, calculate lamp life and how often lamps are used.

Does each lamp have the same color temperature?

Re-aim adjustable lighting as necessary

Dust lamps and clean lens surfaces to enhance lighting performance.

Because lighting elements can contain mercury or lead, it’s imperative to safely store used bulbs until they can be removed by a certified vendor. Is there documentation to verify waste went to a recycling facility and not the dump?

Long-Term Items

Electrical systems should be inspected by a licensed electrician every 3 to 5 years; PM typically includes checking switchgear, panel boards, and connections in addition to cleaning and re-torquing electrical connections. Overcurrent devices should be cleaned and lubricated as required; fusible switch units should be checked to make sure all fuses within the unit are from the same manufacturer and of the same class and rating. Note that arcing failures occur where connections have been loosened as a result of thermal cycling.

Surfaces in parking garages should be cleaned at least twice a year, with coating replacement every 10 years. Power washing is a cheap, easy way to protect the structure and delay rehabilitation projects. Pavements should be crack-filled and seal-coated on a regular basis. Mill and overlay pavements should be done every 20 years.

Completion

Name and signature:

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Frequently asked questions

What are common issues with building maintenance?

Building maintenance often faces issues like aging infrastructure, budget constraints, and energy inefficiency. Over time, structural problems can emerge, and outdated systems may fail. Regular inspections and preventive maintenance are crucial to identify issues early. Implementing energy-efficient solutions and prioritizing repairs can help manage costs and extend the building’s lifespan while maintaining safety.

How can teams ensure effective building maintenance?

Effective building maintenance involves creating a structured plan that includes regular inspections, timely repairs, and upgrades. Prioritizing tasks based on urgency and impact ensures resources are used efficiently. Also, training staff to recognize early signs of wear and implementing modern technologies can enhance maintenance processes, ensuring the building remains safe and functional.

What role does preventive maintenance play in building management?

Preventive maintenance is essential for minimizing unexpected repairs and extending asset lifespan. By routinely inspecting and servicing building systems, teams can detect issues before they escalate. This proactive approach not only reduces downtime but also lowers long-term costs by preventing major repairs and ensuring the building’s safety and operational efficiency.

How can poor building maintenance impact operations?

Poor building maintenance can lead to safety hazards, increased costs, and operational inefficiencies. Without regular upkeep, buildings may experience frequent breakdowns and costly repairs. Implementing comprehensive maintenance plans and investing in modern systems can mitigate these risks, while ensuring smooth operations and preserving the building’s value and functionality.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.