A monthly, quarterly and yearly plan for keeping a building’s systems working before they fail.
Reactive maintenance is expensive: a failed rooftop unit in July or a burst pipe on a weekend costs far more than routine service. A preventive schedule spreads the work out and catches small problems early.
This checklist is a starting point for offices, schools, clinics, retail units and small commercial buildings. It is organized by frequency so it can double as a maintenance schedule. Adjust intervals to your equipment manuals, local codes, insurer requirements and how hard each system works.
Fire protection, elevators, boilers and electrical systems often have inspection rules set by codes and local authorities. Those inspections must be done by qualified people.
22 items. Keep it on a tablet, or print a copy for the clipboard.
| Field | What to write |
|---|---|
| Asset | Rooftop unit RTU-2, serial number |
| Task | Replace filters, inspect belt |
| Frequency | Monthly |
| Done by | In-house technician |
| Date completed | March 4 |
| Findings | Belt worn; replacement ordered |
| Next due | April 4 |
A property manager responsible for a two-story medical office builds an asset list of 18 items. Monthly filter changes and exit-light tests go to the in-house technician, quarterly roof drain clearing to a contractor, and the yearly sprinkler inspection to a licensed company. After six months the log shows one rooftop unit needing a belt every quarter, so its replacement is budgeted for the next year.
Some items on this list are not left to judgment. Fire extinguishers need a monthly visual inspection and yearly maintenance under OSHA 29 CFR 1910.157(e) and the fire code standard NFPA 10. Emergency lighting is commonly tested for 30 seconds each month and for 90 minutes once a year under NFPA 101, the Life Safety Code. Backflow preventers are tested yearly in many water districts. Sprinkler systems follow NFPA 25, usually enforced by the local fire marshal.
| System | Interval | Who |
|---|---|---|
| Fire extinguishers | Monthly visual, yearly maintenance | Staff for visual, licensed company for maintenance |
| Emergency and exit lights | Monthly 30-second test, yearly 90-minute test | Staff or contractor |
| Sprinklers | Inspection and testing per NFPA 25 | Licensed contractor |
| Backflow preventer | Yearly, where the water provider requires it | Certified tester |
EZTime task management supports recurring tasks with photo proof and late alerts, which suits monthly checks like extinguisher tags.
Scheduled work done to keep equipment running and to find problems before they cause a failure.
It is the same list organized by frequency. This page combines both.
Simple checks yes. Regulated systems such as fire protection, elevators and electrical require qualified or licensed people.
It depends on the filter, the equipment and the building. Follow the manufacturer and check monthly.
A trained employee can do the visual check and initial the tag. Yearly maintenance is done by a qualified service company.
In EZTime, a routine like this can run as a recurring task assigned to a person, team or location, with photo proof and an alert when it is late.