Monthly, quarterly and yearly checks for a commercial building, to fix small problems before they become expensive.
Preventive maintenance costs less than emergency repairs and downtime. A schedule makes it routine.
Electrical, gas, fire and elevator systems need qualified professionals and may have legal inspection requirements.
14 items. Use it on screen, or print it and fill it in by hand.
During a quarterly check, a property manager finds a water stain on a ceiling tile under a roof drain. The drain is blocked with leaves; it is cleared the same day, and the tile is replaced after it dries, avoiding a larger leak in the next storm.
Exit routes, emergency lighting and fire protection must be kept in working order under OSHA exit route rules and local fire codes, and dated checks show they were. Catching small leaks and blocked drains early also matters for insurance, since many property policies treat damage from long-term leaks differently from sudden water damage.
| Month and inspector | October, Marty, Elmwood Professional Plaza, Dayton |
|---|---|
| Lights | Parking lot pole 4 out, ticket to electrician |
| Doors | Rear exit closer slamming, adjusted |
| Leaks | None found under 6 restroom and break room sinks |
| Emergency lighting | Exit signs lit; unit by stair B failed test, battery ordered |
| HVAC filters | Rooftop unit 2 filter changed Oct 7 |
| Next | Quarterly gutter and roof drain check due Dec 1 |
Marty changed the rooftop filter on its date even though it looked fairly clean, because that unit is serviced by schedule rather than by appearance. The failed emergency light unit is next to a stairway, so the battery order was marked urgent.
A designated person, with contractors for specialist systems.
At least as long as warranties and leases need.
Tell them how to report issues.
No. Check local requirements.
Preventive maintenance is the scheduled work on this checklist, done before anything fails, such as changing filters or clearing drains. Reactive maintenance is the repair after something breaks. A good checklist moves work from the second group into the first, which is usually cheaper and less disruptive for tenants.
It depends on the filter type, the equipment and how dusty the building is, so follow the equipment maker’s guidance. Checking them monthly, as this list does, lets you adjust the change interval to what you actually see. Write the change date on the filter frame.
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Use the building maintenance checklist for the record you need today. To see who clocked in, and when, book a demo of EZTime.