Commercial Building Maintenance Checklist

Diligent building upkeep is crucial for preserving safety and functionality in commercial and industrial settings. Proactive inspections and a checklist for preventive maintenance management can help facility managers safeguard buildings against falling into disrepair and prevent safety hazards for personnel.

A preventative building maintenance plan enables personnel to address issues before they become problems, and a maintenance checklist helps ensure that staff perform maintenance duties consistently and on time. A proper maintenance checklist for commercial buildings will cover key areas of an industrial or commercial property, such as mechanical and electrical equipment, plumbing systems, interior spaces, and exterior grounds. 

Creating a Commercial Building Maintenance Checklist

Commercial and industrial buildings vary, and each facility maintenance checklist will differ to meet the needs of a specific structure. Assess the current condition and value of all critical facility assets. Decide whether to base the asset value on its market value, impact on production, replacement costs, or any combination that suits your organization. 

Building Maintenance Assets

A commercial or office building maintenance checklist covers the inspection, repair, and replacement of critical facility equipment, vital internal system components, and structural elements. Consider these crucial items when developing a preventive maintenance plan for your organization.

Interior Assets

Interior assets are structural items and fixtures that personnel and visitors can readily see or interact with. Interior maintenance for building items include:

• Floors
• Ceilings
• Walls
• Restrooms
• Furnishings
• Lighting
• Trash and recycling bins
• Pest-control measures

Exterior Assets

Exterior assets are outside the main building and may include outbuildings, such as tool sheds or dumpster enclosures. Building exterior items to add to a preventive maintenance checklist include:

• Parking lots, sidewalks, and curbs
• Exterior lighting and signage
• Landscaping and irrigation items
• Windows and siding
• Gutters, downspouts, and storm drains
• Fencing and gates
• Facility Roof 
• Building foundation

Facility Equipment and Internal Systems

Internal facility systems are physical networks of vital equipment and lines that run in the background to keep a facility operating smoothly. Inspection and maintenance tasks for facility systems include:

• HVAC system inspection and upkeep
• Boiler and chiller maintenance
• Plumbing and water heater checks
• Fire alarms, smoke detectors, and extinguisher checks
• Sump pump and sewage ejector checks
• Electrical panel, wiring, and circuit breaker inspections
• Security system testing
• Generator testing and fuel level checks
• Elevator and escalator servicing

Scheduled Maintenance

Develop a maintenance schedule that prioritizes assets that can pose a hazard to personnel safety and high-value assets. Schedule routine maintenance for each asset and assign a daily, weekly, monthly, quarterly, or annual timetable for specific facility management checklist tasks.

Daily

Daily routine maintenance tasks are vital for maintaining a commercial facility’s aesthetic appeal and safety.

Interior

Clean the interior floors each day and check for torn carpeting or broken tiles that can be a tripping hazard. Clean restroom fixtures, stalls, and floors and refill any depleted dispensers at least twice daily. Empty trash and recycling receptacles and check if any bins need cleaning.

Exterior

Ensure that walkways and parking lots are clear of litter at least once a day. De-ice walking paths in cold months if necessary.

Facility Systems

Look over visible electrical systems, plumbing, and HVAC system equipment for signs of damage or deterioration.

Weekly

More comprehensive weekly inspections and upkeep duties help to proactively address potential issues before they escalate further. Promptly address any potential hazards you discover.

Interior

Perform a weekly cleaning of public-facing furniture and examine for signs of damage. Replace burned-out lightbulbs and fluorescents. Look for signs of pests and call a pest control specialist if needed.

Exterior

Conduct a weekly condition check of sidewalks, curbs, and parking lots. Mow lawns and look over landscaping to ensure tree limbs and plants aren’t obstructing walking or parking. Check gutters and roof drains from the ground to ensure they’re properly positioned to direct water away from the building’s foundation and toward a drainage outlet.

Facility Systems

Examine electrical systems, security equipment, elevators, and safety equipment to ensure regulatory inspections are up-to-date. Test systems to ensure proper operation and address any shortfalls immediately. 

Monthly

By performing thorough monthly inspections, upkeep, and repairs, you can avoid expensive repairs and ensure the proper operation of building equipment.

Interior

Inspect ceilings, walls, and floors monthly to identify any leaks or damage that needs to be addressed. Test lighting systems to ensure adequate visibility for staff and visitors. Test restroom fixtures and automatic dispensers to verify they all work correctly.

Exterior

Verify that exterior lights operate properly. Identify the need to replace bulbs or lighting control components. Check lots to verify parking spaces are clearly marked, and signage is in proper condition.

Facility Systems

Examine the area around water heaters and sump and sewage pumps for flooding or leakage and ensure proper drainage. Inspect and replace air filters for HVAC systems. Check fuel and oil levels in facility generators and top off if needed.

Quarterly/Seasonally/Bi-Annually

Quarterly, seasonal, and bi-annual servicing typically involves deeper inspection and preventative maintenance tasks.

Interior

Schedule pest-control inspections and prevention every quarter. Perform safety inspections and promptly address any hazards that you identify. 

Exterior

Schedule spring and fall gutter cleaning to ensure gutters, downspouts, and roof drains are free of debris. Perform a bi-annual landscape cleaning to clear leaves, vegetation, and other loose vegetation. Inspect curbs, sidewalks, and parking lots for damage and schedule repairs as needed. Inspect windows and doors to ensure they seal properly and weatherize where necessary. Power wash the siding and pavement to give the building exterior a fresh, clean look.

Facility Systems

Conduct a quarterly comprehensive inspection of internal systems. Check HVAC equipment inside and out for damage or deterioration. Inspect electrical systems for exposed wiring, loose connections, and power fluctuations. Perform a thorough examination of plumbing fixtures and lines. Look for leaks and signs of corrosion. Be vigilant for odd sounds or unusual smells, as these are usually indications of a potential hazard with any of these systems. 

Annually

Each year should include comprehensive inspections and extensive maintenance to ensure that all assets and systems are operating optimally. Hire experienced professionals in their respective fields to conduct annual inspections and address issues for the most effective results.

Interior

Each year, sweep the entire facility to ensure pest-control measures are working effectively. Test your restroom fixtures and dispensers. Confirm that public-facing furnishings are presentable and safe. Clean lighting fixtures and verify adequate lighting. Replace bulbs, fluorescents, and ballasts as needed.  

Exterior

Assess the condition of the landscaping each year. Replace dead plants and cut back tree limbs as necessary. Re-seed dead spots in lawns and fertilize in early spring. Inspect signage and change burned-out exterior light bulbs. Apply fresh paint to faded exterior wall surfaces and structures. 

Facility Systems

Break down and clean sump pump equipment. Flush and test water heaters. Verify the electrical panel capacity and confirm that the circuit breakers can handle their current loads. Perform comprehensive inspections of HVAC systems, including exterior cooling towers. Test backup generators and emergency lighting to ensure they work correctly in case of an outage.

Annual Audit

Every year, there is an opportunity to perform an annual energy audit to assess utility usage and work toward efficiencies for the next year, such as acquiring energy-saving appliances and equipment to replace older models.

Build Your Building Maintenance Plan With ServiceChannel

Comprehensive, proactive maintenance ensures a safe and smooth-running commercial enterprise. Taking preventative action to maintain a facility properly extends the life of the building, keeps repair costs low, and ensures compliance with regulatory authorities.

A facility management software platform like ServiceChannel helps businesses streamline maintenance activities. Scheduling tools, downloadable and customizable templates, and data analytics make it easier to keep up with and get ahead of preventive maintenance. Explore ServiceChannel today, and let this powerful platform empower you to optimize commercial building maintenance for your facility.