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Toilet Maintenance Checklist

Plumber performing toilet maintenance

Discover the ultimate toilet maintenance checklist for preventive care, expert tips, best practices, and tricks to keep your toilet in top condition.


Creating a preventive maintenance checklist requires attention to every asset in your facility. It’s not enough to simply list what needs to be done to keep your plumbing system in shape; you need a list of maintenance tasks for every part of it.

Toilet maintenance is a good example. Your toilet and plumbing systems are directly linked. If your toilet is in trouble, it can eventually affect your entire plumbing system if left unaddressed. Therefore, your facility must schedule professional service checks to prevent toilet troubles.

Additionally, what you do for at-home maintenance on your own toilet may or may not be sufficient for your commercial facility.

Understanding Toilet Maintenance

Toilet maintenance is a key component in a commercial facility’s overall preventive maintenance strategy. Well-maintained toilets break less often and help prevent bigger problems from emerging within plumbing systems. In many cases, a properly functioning toilet also ensures preventable problems with building hygiene are avoided.

Furthermore, a functional toilet experiences fewer clogs, reducing the labor needed for janitorial services in your facility. 

Why Toilet Maintenance is Essential

Prevent Costly Repairs

Maintaining your toilet regularly helps identify and address minor issues before they escalate into major problems. Experiencing fewer toilet problems means there will be less need for expensive repairs or replacements.

Ensure Proper Functionality

Properly maintained toilets operate more efficiently. More efficient operations ensure that waste is properly disposed of without disruptions or excessive water usage.

Prevent Common Issues

By implementing preventive measures like regular inspections and maintenance, facility managers can proactively address potential toilet problems early on and reduce the likelihood of issues. Common issues with malfunctioning toilets include:

  • Phantom flushing: A phantom flush occurs when a toilet flushes on its own without anyone pressing the flush button or lever. It usually occurs when water from the toilet tank leaks into the bowl. If the flapper is leaking, replace it.
  • Clogs: Use a plunger or a plumber’s snake to clear stubborn clogs. If these methods don’t work, try a chemical drain cleaner or call a professional plumber for assistance.
  • Leaks: Check the connections between pipes and tighten any loose parts. Multiple fixture problems can point to a bigger problem in your plumbing.
  • Weak flush: Clean the rim feed and jet holes to improve water flow. Clogged holes in your toilet’s rim and jets may cause a weak flush.
  • Running toilets: A running toilet means that water continuously flows from the tank into the bowl or the overflow tube, resulting in a constant running water sound. This issue is often caused by a problem with the flapper, fill valve, or float mechanism. Adjust the flapper valve or replace it if it’s worn out.
  • Foul odors: Clean toilet bowls and tanks with a mixture of vinegar and baking soda or a chemical cleaner, and wipe down the tank lid with paper towels. Harsh minerals such as calcium or magnesium may also cause a foul odor. If this is the case, using a water softener or specialized cleaning agents designed to remove these minerals can help eliminate the smell.
  • Stains: Use a toilet bowl cleaner and a brush to remove mineral deposits and stains. Consider using a toilet brush or pumice stone for tough stains, but be gentle to prevent scratches. 
  • Slow filling tank: Check the water supply valve and open it fully for better flow.
  • Toilet wobbling: Tighten the bolts at the base or use shims to stabilize it.
  • High water bill: Inspect for silent leaks using food coloring in the tank and check if it seeps into the bowl.

Extend Toilet Lifespan

Prioritizing preventive maintenance management extends the toilet’s lifespan and minimizes the need for major repairs in the future.

Minimize Water Waste

Leaks and inefficient flushes can lead to water waste. Wasting water leads to higher water bills and a negative environmental impact.

Essential Tasks for Preventive Toilet Care

1. Regular Cleaning and Sanitization

Wipe down the entire toilet at least once a month. Focus on cleaning the rim jets under the toilet bowl’s rim to prevent clogs and maintain cleanliness. Avoid harsh cleaners that could damage the toilet’s surface.

Instead, use mild disinfectants or a mixture of water and baking soda. Keeping the toilet lid closed when not in use can also reduce the spread of germs.

2. Check for Leaks and Drips

Check for leaky seals along your toilet’s pipes during routine maintenance. Also, regularly inspect tank-to-bowl bolts for rust, flanges, or wax rings. These issues are signs of wear that can lead to instability and leaks.

3. Replace Parts as Needed

Monitor and replace worn-out key components like flappers, handles, chains, or valves to ensure the toilet continues functioning properly.

4. Test the Flush Handle and Flapper

Regularly test the flush handle, stop valve, and flapper to ensure they operate smoothly and effectively. Losing the ability to flush human waste and toilet paper is one of the most off-putting maintenance issues a commercial facility can face.

5. Address Clogs and Blockages

Promptly address clogs using appropriate tools like a plunger or drain snake to prevent backups and maintain proper flushing. Ensure clear signage is placed around all toilets to reduce the chance of an occupant flushing heavy paper-based materials that can cause a clogged toilet.

6. Adjust Water Level

Ensure the water level in the tank is at the correct height to optimize flushing efficiency and prevent water waste. Also, check the flapper valve for leaks and replace it if necessary. A leaking valve may be the reason why your tank is running low on water. 

7. Inspect Caulking and Sealing

Check caulk or silicone seals for damage or dryness. Replace seals if necessary to maintain a watertight seal and prevent wet areas from appearing on the floor around the toilet.

8. Test for Stability and Wobbling

Regularly check for any wobbling or instability in the toilet. If any is found, tighten mounting bolts if necessary to ensure a secure fit.

Advanced Tips for Toilet Care

Using Eco-Friendly Cleaning Products

Opt for environmentally friendly cleaning products to maintain a healthy and sustainable bathroom environment. Eco-friendly cleaners generally cause fewer skin irritations and are less harsh on your toilet’s surface. 

Install Water-Efficient Fixtures

Install water-efficient plumbing fixtures to conserve water and reduce environmental impact while ensuring optimal toilet functionality. Having a more efficient toilet fixture will also help you reduce your utility bills.

Schedule Professional Inspections

DIY fixes can usually only take you so far. It’s best to schedule inspections from a professional plumber on a regular basis to ensure proper maintenance. A licensed plumber can properly diagnose less obvious toilet issues before they cause significant disruptions. 

Regular Monitoring and Analysis

Implement a regular toilet maintenance monitoring and analysis system in your facilities management checklist. This system will lead to far fewer toilet problems and help your team promptly address toilet issues as they appear. 

Prevent Issues and Maintain a Healthy Lifestyle with Preventive Maintenance

Just like the right HVAC maintenance checklist helps maintain air quality, the right toilet maintenance checklist helps prevent the spread of pathogens from human waste and toilet bacterial growth. However, establishing your checklist is only step one. You can also provide more toilet maintenance tips to help your maintenance team prevent unnecessary stress on your toilet and plumbing system as they perform their maintenance tasks. However, it is important to have the right tool to ensure your maintenance team follows their tasks.

ServiceChannel provides easy-to-use preventive maintenance software that will help you show your team what they need to do during every toilet maintenance routine. Contact us today.

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