Facilities Maintenance Checklist

Facilities Maintenance Checklist - AP Maintenance Ltd - Maidenhead Berkshire


Having a Facility Maintenance Checklist, also called a Preventative Maintenance Checklist, is a tool that every business should be using to ensure that their business is in good working order at all times.

It allows a business to keep track of exactly what is happening within the workplace and that essential property maintenance is being completed when it should be.

It is normally the responsibility of the facility management team to ensure that the various aspects of building maintenance is being completed on time and in a safe manner. This Facilities Maintenance Checklist will help you stay in control of your business.

However, many businesses do not want to have their own in-house Facilities Management teams and take a more affordable option and hire a professional facilities management and maintenance company to keep their costs lower.

Not following a Facility Maintenance Checklist can cause issues in shorter periods and severe, even life-threatening problems in the long term.

Many aspects of the Facilities Maintenance Checklist are legal requirements under Health and Safety Regulations and as a business owner you are responsible to ensure that they are completed and recorded.

You can download our Facilities Maintenance Checklist or contact us to make sure that all your checks are completed and recorded correctly.


AP Maintenance Ltd are local Facilities Management and Maintenance Company based in Maidenhead.

We work with a lot of local businesses and would love the opportunity to see how we can help you.

We provide a One Stop Solution for Companies and Businesses based in Maidenhead and Berkshire and provide everything that you need to ensure that the maintenance and care of your properties are taken care of properly.

All you need to do is call on 01628 613760 to see how we can make your life much easier. 

We offer services that will suit any type of business including both short and long contracts and maintenance and repair call out services. 


Click on the Access Now button to access your free copy of our Facilities Maintenance Checklist that you can use to help manage your property.

If you have any questions just call us on 01628 613760 or send us a message online.

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Facilities Maintenance Checklist - AP Maintenance Ltd - Maidenhead Berkshire
Plant Room Checks and Maintenance - AP Maintenance Ltd - Maidenhead Berkshire

This Facility Maintenance Checklist should include the following inspections and checks, however, all businesses are unique.

Construction Works

  • Exterior walls and masonry work wears out as time goes by and should be checked at least monthly, if not more often in detail, and daily for any visible cracks or demolished areas
  • Building arches, eaves and canopies should be inspected carefully as they tend to ruin more often
  • Routine roofing and soffit check-ups must be conducted along with the rest of the inspection of the building exterior
  • Doors, gates, windows, and other openings
  • Depending on the materials from which they are built from, doors and windows have various durability and should not be replaced often
  • Small parts, such as hinges, locks, and handles can break faster and thus prevent proper door functioning
  • Check and repair all building openings, if needed

Lighting Checks

Although lighting has its own voice to tell when it doesn’t work, a facility manager mustn’t wait for defects to take action.

Periodical check-ups of the lighting system must be part of the facility management checklist, and the power supply must be inspected on daily basis.

Plumbing Checks

Plumbing defects are not so easy to notice until they occur, but if you own a checklist template with equipment replacement guidelines, for instance, when to replace valve, you can avoid major issues.

Irrigation system maintenance is sometimes done as part of plumbing activities, but it can also include additional checkups done by specialists.

Fire Equipment Checks

Checking fire safety equipment is a legal requirement, and if you don’t make it a part of the facility maintenance checklist, you can not only bring your facility to risk, but also face fines and penalties.

Depending on where you are located, fire extinguishers must be serviced at least once a year, while door and crawl spaces should be inspected more often.

If you have a sprinkler system installed, it should also undergo preventative maintenance together with the rest of the equipment.

Heating and Cooling Checks

The HVAC system requires cleaning and regular maintenance as, although it won’t automatically break your business, it is one of the most common complaints by staff, majorly affecting staff morale.

Access Control

Specific elements of the access control system can be integrated with other aspects of facility, thus causing confusion about when and how each of them needs to be inspected.

For instance, fire alarms can activate sprinklers while disabling some access doors.

Video cameras can operate in several modes for monitoring, as well as for safety purposes.

The WiFI network can be combined. Therefore, it’s good to have each of these aspects in a separate box on your daily and monthly facility inspection checklists in order to be able to do them without worrying you’ve missed an important aspect.

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Facilities Maintenance Checklist

Below is a basic Facilities Maintenance Checklist.

Use the template for your own business, you can also download a copy to use, adapt the template to your own businesses specific building and facilities.

Roofing  – Inspect Twice a Year and After Adverse Weather

  • Check roofing files, contracts, and warranties
  • Clear debris from roof drains
  • Inspect the perimeter to check old and new damage to metal and copings
  • Check roof connections to the wall and roof flashing for tears and wrinkles
  • Check splits in the stripping plies, if the roof is made out of bitumen
  • For metal roofs, protect against corrosion
  • Weed, trim and irrigate a green roof
  • Conduct a moisture survey to find leaks
  • Inspect solar panels in the areas around penetrations
  • Install protection of the roof membrane.

HVAC – Inspect at Least Twice a Year

  • Find screw issues, recharge P-traps or U-bend water traps
  • Hire a professional to inspect chillers and boilers
  • Inspect cooling towers for fill, fill valves, fan blades, motor bearings, gearbox and support structure, wiring and log observations
  • Check and lubricate pumps once a year
  • Clean and replace air filters once a month or twice a year, depending on the type
  • Clean the condenser coil
  • Check energy efficiency settings, including the compressor and the refrigerant
  • Confirm that the superheat temperature is between 10 and 20 degrees Fahrenheit
  • Clean the economizer for corrosion and debris, and calibrate sensors.

Plumbing – Requires Full Annual Inspection

  • Lubricate water booster and circulation pump systems
  • Inspect couplings to find any leaks
  • Check water heaters and boilers
  • Check contacts for wear and run system tests
  • Check and replace refrigerant and oils where needed
  • Look at sump and sewage pumps at least once a year
  • Check fixtures in public restrooms and look for any leaks

Lighting – Requires Frequent Checks, Some on a Daily Basis

  • Check lights with transformers, control gear, and other accessories
  • Inspect cables, screws, gaskets, and hardware of exterior lights
  • Create a re-lamping schedule
  • Make sure to use lamps with the same colour temperature
  • Clean lighting surfaces to increase performance
  • Check for mercury or lead lights and handle them with care

Overall Long-term Checkups

  • Doors and windows should be checked each year for weariness
  • Electrical system checkups must be done by licensed professionals each three to five years
  • Garage lots must be inspected and cleaned biannually. Other outside surfaces should be repaired on 10 or 20-year intervals
  • Check and arrange the access control system maintenance requirements with your vendor