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Building Preventive Maintenance Checklist Template

Use this building preventive maintenance checklist to check the roofing, lighting, HVAC, and plumbing of your building, in addition to gas safety records and regular fire safety risk assessments in order to keep your tenants safe.

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Inspect at least twice a year and after any severe storm
Has a roofing file for each building been created?
Has warranty information been reviewed?
Clear roof drains of debris
Walk the perimeter to examine sheet metal, copings, and previously repaired sections
Any wrinkles or tearing on roof-to-wall connections and flashings (at curbs and penetrations, etc.) ?
For single-ply roofs, re-caulk the top of face-mounted termination bars (if needed).
For bituminous roofs, check for splits in the stripping plies
Any corrosion on metal roofs? May be caused by condensate from copper coils in rooftop HVAC units.
Duct the condensating water to keep it from coming into contact with the membrane
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?
Inspect at least twice a year, with seasonal start-up and run inspections.
Do screws, latches, gaskets, or missing screws need replacements?
Recharge 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, disassemble screens and access panels for inspection
Inspect 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 log 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?
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.
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Efficient maintenance with Lumiform’s digital preventive maintenance checklists for your building

Preventive maintenance is important not just because it keeps equipment running smoothly, but also because it helps prevent major problems from happening. By carefully monitoring and recording each preventive maintenance check that’s performed, building engineers can identify potential issues early on. This makes it much easier to fix them before they become serious problems.

A preventive maintenance checklist should include information such as the type of machine component being checked, the date of the check, and a brief description of what was examined or done. It should also list any corrective actions that were taken as a result of the inspection or repair.

Make sure your organization has a proper system in place for tracking all preventive maintenance checks and repairs so you can keep your building in top shape by utilizing Lumiform’s building preventive maintenance checklist.

You can easily download our free preventive maintenance checklist template or use the Lumiform App to have access to a variety of features.

Users of Lumiform can enjoy features such as:

  • Simple interface
  • Unlimited queries, schedules, forms
  • Analytics
  • Text and photo comments
  • QR codes
  • Custom reports
  • Advanced user management
  • Please note that this checklist template is a hypothetical appuses-hero example and provides only standard information. The template does not aim to replace, among other things, workplace, health and safety advice, medical advice, diagnosis or treatment, or any other applicable law. You should seek your professional advice to determine whether the use of such a checklist is appropriate in your workplace or jurisdiction.
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