Building Maintenance Checklist
A printable building and facility maintenance checklist with monthly, quarterly and annual items. Edit it, print or save as PDF.
How to use| Item | OK | Needs attention | N/A | Notes |
|---|---|---|---|---|
| Monthly | ||||
| HVAC: filters checked / replaced | ||||
| HVAC: units running normally, condensate drains clear | ||||
| Plumbing: no leaks at fixtures, water heater or visible pipes | ||||
| Plumbing: floor drain traps primed, sump pump tested | ||||
| Electrical: interior and exterior lighting working | ||||
| Electrical: GFCI outlets tested | ||||
| Safety: emergency and exit lights tested (30-second test) | ||||
| Safety: fire extinguishers inspected and tagged | ||||
| Safety: exits, stairs and corridors clear | ||||
| Structure: doors, locks and closers working | ||||
| Structure: walkways and parking free of trip hazards | ||||
| Quarterly | ||||
| HVAC: belts, blowers and coils inspected; thermostat schedules correct | ||||
| Plumbing: water heater checked, T&P discharge pipe intact | ||||
| Plumbing: main and fixture shutoff valves exercised | ||||
| Electrical: panels closed and labeled, clear access, no heat or odor | ||||
| Safety: smoke and CO alarms tested | ||||
| Safety: fire alarm panel normal, sprinkler gauges and valves checked | ||||
| Structure: roof drains, gutters and downspouts clear | ||||
| Structure: ceilings and walls: no stains or water damage | ||||
| Annual | ||||
| HVAC: heating and cooling service (furnace, boiler, AC) | ||||
| Plumbing: backflow preventers tested by a certified tester | ||||
| Plumbing: water heater flushed, anode or descale as needed | ||||
| Electrical: panel inspection or infrared scan (optional) | ||||
| Electrical: emergency lights 90-minute test | ||||
| Safety: fire alarm, sprinkler and extinguisher service by contractor | ||||
| Safety: elevator inspection certificate current (if fitted) | ||||
| Structure: roof, flashings and sealants inspected | ||||
| Structure: exterior walls, windows and caulking inspected | ||||
| Structure: parking lot, sidewalks and signage inspected | ||||
How to use
- The building maintenance template is already loaded, with monthly, quarterly and annual sections. Each item starts with its system: HVAC, plumbing, electrical, structure or safety.
- Fill in the boxes. Your business name and logo are remembered on this device.
- Check the preview below the form. It updates as you type.
- Press Print, or Save as PDF and choose “Save as PDF” in the print window.
- Want to mix trades or add your own sections? Use the custom builder.
About this building maintenance checklist
Use it as a facility maintenance checklist for offices, retail, apartments and small commercial buildings. Each item is tagged HVAC, plumbing, electrical, structure or safety, so one sheet covers the whole building. For detailed system visits, use the HVAC, plumbing, electrical PM and fire alarm checklists.
Follow your local code and manufacturer instructions; this is a general checklist.
Questions
What should a building maintenance checklist include?
HVAC filters and service, plumbing leaks and shutoffs, water heater, electrical panels, GFCIs and lighting, emergency and exit lights, fire extinguishers, alarms and sprinklers, roof and drainage, doors, walkways and the building exterior.
How often should building maintenance be done?
Quick visual checks monthly, closer checks quarterly and full service of major systems once a year is a common schedule. Equipment manufacturers, insurers and local codes may require other intervals.
How is this different from the preventive maintenance checklist?
The preventive maintenance checklist is a single visit sheet. This one is split into monthly, quarterly and annual tasks, so you can plan the year and print the section you need.
Templates and calculators are for general use only and are not legal, tax or accounting advice.