How to Build a Reliable Facilities Maintenance Checklist
To create an effective facilities maintenance checklist, it must cover all critical areas of the property and ensure regular inspections and servicing.
Martin Hunsinger
3/17/20252 min read


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Why a Facilities Maintenance Checklist is Essential
Facility managers juggle a wide range of responsibilities, from keeping HVAC systems running to ensuring that plumbing, electrical, and structural components remain in top shape. Without a structured checklist, maintenance tasks can slip through the cracks, leading to costly repairs, safety risks, and compliance violations. A well-designed checklist ensures that nothing gets overlooked and helps optimize the efficiency of your maintenance team.
Key Components of a Reliable Facilities Maintenance Checklist
To create an effective facilities maintenance checklist, it must cover all critical areas of the property and ensure regular inspections and servicing. Below are the key components you should include:
1. HVAC Systems
Inspect and replace air filters (monthly/quarterly depending on use)
Clean ducts and vents to maintain air quality
Check refrigerant levels and inspect coils for buildup
Test thermostat functionality
Schedule seasonal HVAC servicing
2. Plumbing Systems
Inspect for leaks in pipes, faucets, and toilets
Flush water heaters and check for sediment buildup
Test water pressure and adjust if necessary
Inspect sump pumps and drains for proper function
Ensure all restrooms are stocked and operational
3. Electrical Systems
Test emergency lighting and exit signs
Inspect wiring for fraying, exposed connections, or overload risks
Check circuit breakers and panel integrity
Replace worn-out or flickering light bulbs
Test backup generators and UPS systems
4. Structural Integrity
Inspect roofs for leaks, loose shingles, or pooling water
Check exterior walls for cracks, mold, or structural damage
Ensure proper insulation and sealing of doors and windows
Inspect flooring for trip hazards, loose tiles, or worn-out carpets
Maintain parking lots by sealing cracks and repainting lines as needed
5. Fire Safety & Security Systems
Test fire alarms and smoke detectors
Inspect fire extinguishers and recharge or replace as needed
Check sprinkler systems for leaks or blockages
Test security cameras, alarms, and access control systems
Ensure emergency exits and escape routes remain unobstructed
6. General Housekeeping & Safety
Verify that janitorial services are maintaining cleanliness standards
Restock first aid kits and check expiration dates
Remove clutter and check for pest infestations
Enforce OSHA compliance on safety protocols and signage
Schedule routine deep cleaning for carpets, tile, and common areas
Creating a Schedule for Facility Maintenance
An effective checklist isn’t just about listing tasks—it’s about ensuring they’re completed on a structured timeline. Below is a recommended frequency for facility maintenance tasks:
Daily: Basic inspections, janitorial tasks, restocking supplies
Weekly: Checking HVAC filters, plumbing leaks, minor repairs
Monthly: Electrical testing, fire safety inspections, deep cleaning
Quarterly: Roof inspections, generator tests, HVAC servicing
Annually: Full building inspections, compliance checks, major system upgrades
Digital vs. Paper Checklists: What Works Best?
In today’s world, digital maintenance management systems (CMMS) offer a more reliable and efficient way to track maintenance tasks compared to traditional paper checklists. Digital solutions allow for:
Automated reminders and scheduling
Real-time updates on task completion
Easy tracking of past maintenance records
Cloud access for multiple team members
However, for small teams or simple facilities, a well-organized paper checklist can still be effective, as long as it is consistently updated and reviewed.
Final Thoughts
A solid facilities maintenance checklist is not just a tool—it’s a strategy to prevent expensive repairs, ensure safety, and keep operations running smoothly. By incorporating routine inspections and proactive maintenance, facility managers can extend the lifespan of building systems and reduce downtime. If you need assistance developing or executing a maintenance plan for your facility, J&M Property Maintenance is here to help. Let’s build a reliable maintenance strategy together!