Facility Maintenance in 2018: Complete Checklist August 1, 2018 – Posted in: Blog

Preventive maintenance is an essential part of running a business efficiently and economically. You’ll want to stay on top of any issues that may crop up to avoid having to pay for emergency repairs and replacements. That’s not even counting the money you lose during any unplanned downtime. Doing routine inspections, tests, and servicing will not only keep your expenses within your budget, but it can also even save you money in the long run. Now, a good commercial building maintenance program should have a complete checklist for each of the major building systems such as the lighting, HVAC, and plumbing. Of course, no two facilities are completely alike. Your “facility” could be a plant, a commercial office, or even a rental property. That being said, there are some quality building maintenance steps that can be applied to most situations. To you ensure that everything in your building is in good working order, we’ve constructed a total facility maintenance checklist that you can use.


One of the most important parts of property maintenance is ensuring your roof is in good condition which will extend its life and prolong the time between replacements.

  • Check the roof at least twice a year as well as after any severe storm.
  • Remove any debris in roof drains.
  • Examine roof-to-wall connections for tearing and wrinkling.
  • With bituminous roofs, make sure there are no splits in the stripping plies.
  • With metal roofs, look for signs of corrosion.
  • Check for clogging in drains and downspouts by flushing them with water.
  • Make sure that gutters remain adequately anchored.
  • Remove any growing plant life on the roof.
  • Remove any standing water on the roof after rain.

Facility Maintenance Supplies

While your preventive maintenance needs will differ depending on the facility, there are some common items that will need to be included in any facility maintenance supplies list:

  • Personal protection equipment such as hard hats, eye protection, and ear protection.
  • Cleaning supplies such as cleaning equipment, janitorial supplies, recycling equipment, cleaning products, and toiletries.
  • Equipment for keeping air clean in building from harmful particles, dust and mold.
  • Damage restoration equipment in case of water or fire damage.
  • Tools and equipment such as a power drill, a wet-dry vac, and a power washer.

Building Maintenance (Exterior)

  • Inspect the condition of the paint and walls. Check for signs of peeling or chipping paint. Repaint as needed.
  • Check for grit or grime stuck to the facade of the building. Power wash with water as needed.
  • Look for broken windows and doors. Check the condition of the window and door frames.
  • Perform full-scale window cleaning at least 4 times a year, particularly during seasonal changes.
  • Inspect the stormwater drains.
  • Check if there are any plants growing on the building or its foundation.
  • Check pavements for cracks. Fill any cracks found and apply a seal coat.
  • Check for broken glass and debris on the grounds.
  • Inspect the condition of the sidewalk, driveway, and parking area. These surfaces should be cleaned a minimum of two times a year. Power washing is an inexpensive way of ensuring the structure’s longevity. The coating should be replaced every 10 years.
  • Inspect the dumpsters. The area surrounding it should be clean. No trash or garbage should be overflowing onto the ground.
  • Any fencing should be well-maintained and weather-resistant.
  • Caulk and seal any openings to ensure that water does not get in the cracks and mold build up.
  • Make sure that all pipes are insulated before winter starts. Any outdoor spigots and garden hoses should be disconnected during this time as well.

Lawn Maintenance

  • Keep weeds to a minimum.
  • Control the number of insects in the lawn. You can use homemade natural chemicals or other insects such as ladybugs which can eliminate bugs and worms.
  • Cover the soil with an inch-thick layer of mulch.
  • Remove all leaves from the grass.
  • Fertilize as needed.
  • Perform seasonal pruning on shrubs and trees. Make sure that these plants do not conduct moisture to your roof or siding.
  • Make sure that no branches are about to fall.
  • Make sure the sprinkler is working properly.
  • Mow the lawn every week.
  • Remove any dead plants.
  • Seed the lawn during fall and winter.
  • Dethatch your lawn as needed.
  • Water the lawn thoroughly.

Building Maintenance (Interior)

  • Check the condition of the walls, floors, and ceilings. Look for signs of deterioration such as peeling/chipping paint or loose wallpaper. Check for signs of moisture or mold.
  • Clean the flooring regularly to increase their lifespan. Flooring should be replaced every 15 to 30 years. Carpets should be replaced every five years, possibly earlier if there are too many stains.
  • Look for signs of leaks.
  • Make sure all windows have locks and are easily opened. Lubricate the hinge and locking mechanisms frequently.
  • Ensure that the faucets, toilets, and showers are in good condition and operating properly.
  • Ensure all garbage and recycling containers have properly fitting lids.
  • Ensure all doors are functional and weather tight; no obstructions should be blocking any of the exits.
  • Check the condition of door locks.
  • Inspect the condition of the stairs. Make sure all handrails are securely attached.
  • Inspect storage areas for any accumulation of trash.
  • Look for signs of insect infestation. (Check)
  • Check for any hazards (i.e. electrical, structural, mechanical) such as trip hazards.


Your HVAC system needs to always be in tip-top shape to ensure energy efficiency and indoor air quality.

  • Always clean the air intake when necessary.
  • All air filters must be cleaned or changed once a month, though there are some that are good for up to 6 months.
  • Check for excessive noise or vibration when the blower motors are running.
  • Check if condensate drain pans are draining properly. If not, they may be damaged or clogged.
  • Make sure that the motors and ductwork are clean.
  • Check the flexible duct connectors for cracks and leaks.
  • Check for screws, latches, and gaskets that are in need of repair or replacement.
  • Check the pumps. Lubricate the bearings at least once a year. Make sure that there are no leaks or unusual noises.
  • Inspect the condition of all electrical hardware as well as connections.
  • Make sure that the safety controls and equipment are working properly.
  • Make sure that all guards and access panels remain secure.
  • Check the operation of the interior and exterior unit.
  • Clean damper operators.
  • Make sure that the mineral buildup inside the water heater is kept at a minimum to ensure efficiency. Drain the boiler to remove any sediment that has accumulated.
  • Clean or replace the boiler’s oil filter once a month.
  • Make sure that the thermostat is calibrated correctly.


Lower light quality can result in a less productive environment. Failure to maintain light fixtures could also mean little to no energy savings.

  • Inspect all light fixtures at regular intervals. Replace any burned out bulbs. Make sure that the globes, refractors, and reflectors are clean.
  • Check if gaskets are properly seated and providing a watertight seal.
  • Check any the transformers, control gear, and/or accessories (i.e. spread lenses, color filters, glare baffles) of luminaires.
  • Inspect the cables of exterior lights as well as screws and other hardware.
  • Maintain lighting performance by dusting lamps and lens surfaces.
  • Make sure that any used bulbs that contain mercury or lead are safely stored prior to removal by a certified recycling facility.
  • Re-aim adjustable lighting if needed.
  • Make sure all lighting is properly installed and functioning.


Take note that you will need a licensed electrician to perform a proper inspection of your electrical systems every 3 to 5 years.

  • Check if automatic and manual switches are operating properly.
  • Inspect electrical connections and boxes. Make sure that there are no signs of deterioration or overheating.
  • Test outlets if properly operating.
  • Make sure GFCI outlets are functioning properly.
  • Make sure that batteries in flashlights, smoke and carbon monoxide detectors and test instruments are still working properly. Change batteries if necessary.
  • Check the condition of cover plates for cracks and proper tightness.
  • Make sure that all exhaust fans are clean and functioning properly.
  • Clean and lubricate overcurrent devices as needed.
  • Check all fusible switch units to make sure that all fuses within came from the same manufacturer and are of the same class and rating.
  • Clean and re-torque electrical connections.
  • Make sure electrical panel is accessible.
  • Check to wire periodically and remove any fire hazards.
  • Replace fuses as needed. Make sure to include extra fuses in the facility maintenance supplies.
  • Make sure meters are clean and well-lit.


Don’t underestimate what water can do to a building. Even a small drip here and there can result in expensive water damage that could cost thousands of dollars in repair.

  • Inspect all plumbing for any leaks or unusual noises at least once a year.
  • Bearing lubrication should be applied once a year on domestic water booster and circulation pump systems.
  • Periodically fire-test water heaters and boilers.
  • Lubricate the condenser fan motor bearings of drinking water chillers. Make sure that the oil in the compressor oil reservoir is drained and replaced.
  • Check the function of sump and sewage ejection pumps. Replace as needed. Lubricate exposed pumps at least once a year.
  • Make sure adequate hot and cold running water are available in all sinks/tubs.
  • Check the drains’ connection to sanitary sewer.
  • Install backflow devices when necessary such as with handheld showerheads.
  • Make sure that the low water shut-off is functioning properly.
  • Make sure sink traps and building trap are clean to prevent slow drainage.


  • Check all first aid kits. Restock if necessary.
  • Make sure all safety signs and equipment labels are properly placed and in good condition.
  • Check respirators and keep them clean.
  • Make sure that all smoke and carbon monoxide detectors are working properly.
  • Test the fire alarm system.
  • Check the condition of fire escapes. Repair as needed.
  • Make sure that fire extinguishers are present where required. Check them every six months. Replace if needed.
  • Make sure fire escapes and stairs are free of obstructions.
  • Make sure that chemicals are disposed of according to the manufacturer’s instructions.
  • Ensure that all chemical products and supplies are in sealed, clearly labeled, containers and stored properly.