What to Include in a Hotel Maintenance Checklist

A comprehensive hotel maintenance checklist is vital for keeping your hospitality operations running smoothly and keeping guests happy. Preventive maintenance helps hotels avoid expensive repairs while ensuring that facilities and vital systems function properly, creating a safe and comfortable environment for everyone.

Across all systems and equipment, a well-maintained property supports your team’s efforts to deliver exceptional service. Proactively managing maintenance tasks also helps hotels comply with safety standards and regulations while minimizing disruptions to daily operations.

Hotel Areas Requiring Maintenance

Maintenance is vital throughout the hotel and especially in customer-facing areas, including:

• Guest rooms: Well-maintained guest rooms make a good impression on visitors and provide a more enjoyable stay.
• Common areas and amenities: Guests often choose hotels based on amenities, such as swimming pools or fitness centers, expecting to use them during their stay. Poorly maintained gym equipment can be dangerous, while a pool closed for maintenance can lead to disappointed guests. 
• Building Systems: Guests expect sufficient heating, cooling, and electricity. A hotel’s profitability relies on these systems to operate efficiently.
• Facilities: An inviting and safe facility enhances a hotel’s image and prevents accidents.
• Equipment: Properly maintained equipment helps ensure a pleasant stay. For example, inoperable elevators may create long waits to go from floor to floor or force guests to use the stairs.

Ultimately, safety, profitability, and the guest experience all depend on proactively maintaining equipment and assets. A good hotel maintenance checklist can help ensure all areas of the hotel receive the required preventative maintenance.

Why is Hotel Maintenance Important?

Hotel maintenance is critical for maintaining compliance with local regulations and safety standards. Regulatory compliance protects guest safety, promotes workplace safety for staff, and prevents costly fines or penalties. For example, safety codes may require regular fire alarm systems, sprinkler systems, and other safety equipment inspections to confirm they are operating correctly.

Hotels must also maintain plumbing systems, HVAC systems, and electrical systems to meet health and safety standards. Poorly maintained systems can lead to safety hazards such as flooding, electrical panel failures, or air quality issues, potentially endangering guests and staff. Regular maintenance operations help hotels meet safety regulations and enhance guest satisfaction by creating a comfortable and positive guest experience.

Proactively addressing maintenance tasks reduces the likelihood of reactive maintenance, minimizing costly repairs and downtime. A well-maintained hotel demonstrates professionalism and care, resonating with guests and fostering trust. By adhering to safety standards and regulatory compliance, hotel management can streamline maintenance operations, maintain a positive reputation, and uphold the safety and comfort of everyone on the premises.

How to Build a Hotel Maintenance Checklist

When building your hotel preventive maintenance checklist, consider the types of tasks and maintenance frequency. For instance, tasks that directly impact safety, cleanliness, and guest satisfaction should be completed daily. Other items may need less frequent attention due to seasonality or routine maintenance requirements. 

Daily Maintenance Tasks

Daily maintenance is essential for running your hotel smoothly and ensuring a positive guest experience. By focusing maintenance tasks on key areas such as guest rooms, shared spaces, and critical systems, your team can proactively address potential issues and maintain high safety and functionality standards.

Guest Rooms

Facilities staff should inspect guest rooms daily, looking for problems that can affect guest comfort or safety.

• Plumbing: Check drains for leaks or unusual odors.
• Lighting: Confirm all fixtures are operational and replace bulbs as needed.
• Thermostat: Test for accurate temperature control and functionality.
• Appliances: Ensure proper functioning to prevent guest disruptions.
• Furniture: Inspect for wear, stability, and cleanliness.
• Fixtures: Look for cracks, damage, or signs of wear.
• HVAC filters: Replace if dirty or worn to maintain air quality.
• Caulking: Repair any gaps to prevent water damage.

Common Areas and Amenities

Maintaining common areas is essential for guest safety and satisfaction. Daily tasks include:

• Laundry rooms: Verify that all equipment is functioning correctly.
• Pools: Inspect tiles, decorative elements, and water quality, including chlorine and pH levels.
• Whirlpools: Check chlorine and pH levels to ensure water safety.
• Pool pump room: Assess the equipment for proper operation.
• Fitness centers: Inspect and clean all equipment to prevent malfunctions or hazards.

Building Systems

Daily preventive maintenance checks of building systems focus on routine cleaning and identifying symptoms of poor functioning. Focus on these key tasks:

• Monitor critical systems: Obtain meter readings for HVAC systems, boilers, and chillers to detect performance issues early.
• Verify safety measures: Ensure safety alarms function and that warning notices are visible.
• Conduct inspections: Examine plumbing and roofs to identify potential problems.
  • Clean and check to see that all toilets and sinks operate properly. 
  • Clean pools, storm drains, and gutters. 
  • Check for any leaks or damage. 
• Test water systems: Check the hot water temperature in the accumulators to maintain safe and comfortable conditions.

Facilities Management

Effective facilities management enhances your hotel’s safety, appearance, and functionality — inside and out. Daily tasks include: 

• Maintain landscaping: Prune plants and shrubbery to remove overgrowth and keep outdoor spaces inviting.
• Care for greenery: Water lawns, plants, and shrubbery to keep the environment healthy and vibrant.
• Inspect pathways and parking areas: Check sidewalks, driveways, and parking lots for hazards and cleanliness issues. 
• Clear debris: Remove clutter from pathways and guest-facing areas to maintain a polished look. 
• Check aesthetics: Look for any peeling paint or other issues that prevent the facility from looking and performing at its best.

Equipment and Assets

Some assets require daily checks to ensure they operate safely and efficiently and don’t interfere with the guest experience. 

• Check elevators: Ensure elevators run smoothly and are free of obstructions. 
• Verify refrigeration: Check the temperature of the refrigerator and freezer to ensure they are in a safe range. 
• Monitor laundry equipment: Keep an eye on the state of the laundry equipment and facilities, including clearing dryer filters and cleaning the machine drum.

Emergency Systems

Some emergency equipment requires regular maintenance to operate safely and reliably in critical situations:

• Fire alarms: Test and inspect alarms regularly to confirm they continue operating and meet all other safety regulations.
• Emergency lighting: Conduct periodic inspections to verify that lights activate during power outages and light up evacuation routes.
• Fire suppression systems: Check for proper functioning to address fires quickly and effectively.

Weekly or Monthly Maintenance Tasks

Some maintenance tasks only require weekly or monthly attention to meet compliance, follow manufacturer standards, and ensure an optimal guest experience. 

Guest Rooms

Facilities teams should check equipment and appliances in guest rooms and perform other repairs at least once a month. Repair or replace items as needed.

• Entertainment: Check TVs in guest rooms and guest spaces.  
• Health and safety: Check smoke alarms and carbon monoxide detectors to ensure they are operational.
• Pest control: Set glue traps, spray insecticides, or contact your pest control vendor to keep vermin and pests away. 

Common Areas and Amenities

Common areas, such as gyms, pools, and spas, require several monthly maintenance tasks.

• Check gym equipment for signs of wear and possible safety issues.
• Lubricate mechanical gym equipment.
• Adjust weights on weight-training machines as needed.
• Remove any unsafe or inoperable equipment.
• Check the tightness of nuts and bolts. 
• Inspect floors and surfaces for damage. 
• Clean walls in spas and saunas. 
• Inspect and clean water injectors.
• Check laundry hoses for wear or damage.

Building Systems

Various monitoring, cleaning, and adjustment tasks should be performed monthly to ensure efficient operation.

• Inspect the condition of the HVAC unit, including checking for vibrations or unusual noise. Include the belts, louvers, and makeup valve.
• Adjust the water level in basins.
• Inspect and clean the condensation tray.
• Analyze the water quality and the aerobic bacteria level in cooling tower trays. 
• Clean fans and clear debris and clogs from cooling tower fan drain holes.
• Clean and calibrate control devices and check tanks and piping purgers.
• Check purger tanks and piping.
• Disinfect showers, waterfalls, and similar areas.
• Read meters and clean HVAC filters and components.
• Check the boiler for corrosion.

Facilities Management

Some tasks must be scheduled monthly to ensure safe, inviting, and well-functioning facilities.

• Check the functionality of safety equipment at least monthly.
• Maintain garden areas.
• Inspect fire pits and other recreational areas for functionality.
• Check automatic sprinkler systems.

Bi-Annual or Annual Hotel Maintenance Tasks

Though less frequent, bi-annual and annual tasks are vital for ensuring long-term efficiency and safety.

Guest Rooms

Keeping guests comfortable and safe requires regular checks of room features and equipment. Key annual and bi-annual tasks include:

• Every six months, check TVs, lights, the Internet, doors, windows, and toilets to ensure everything works properly.
• Perform bi-annual checks of smoke detectors, carbon monoxide detectors, and other safety equipment.
• Replace mattresses annually to maintain guest comfort and hygiene.

Common Areas and Amenities

Common areas and amenities must look sharp and operate properly to satisfy guests. Some tasks must be done every six to 12 months to ensure proper functioning over the long term.

• Thoroughly clean and disinfect pools and spas bi-annually.
• Check the operation of recirculation pumps, turbines, filters, and pressure gauges every six months.
• Change the water in pools and spas at least annually.

Building Systems

Building systems need thorough checks bi-annually and annually to operate at maximum efficiency. Key tasks include:

Chillers and components inspection

• Check the differential pressure in the compressor oil pumps.
• Examine the condenser and oil levels in compressors.
• Inspect pressure gauges, thermometers, flow switches, and all related components.
• Assess the electrical panel for issues and check for corrosion.

Cooling tower adjustments 

• Purge water and adjust belt tension annually.

Component replacement

• Swap out AQS aluminum anodes as needed.

Safety checks

• Perform fire drills bi-annually to test emergency preparedness.
• Replace batteries in smoke detectors and carbon monoxide detectors annually.

Facilities Management

Bi-annual or annual tasks help keep your facilities safe, functional, and visually appealing. Key tasks include:

• Irrigation system: Inspect and maintain the system to ensure proper watering.
• Safety and functionality checks: Evaluate all features, such as lighting, handrails, and pathways, for safety and usability every six months.
• Landscaping equipment: Inspect and service tools and machinery to keep them in good working condition.
• Outdoor spaces: Plant, weed, and maintain garden areas to enhance the property’s appeal.
• Doors and windows: Check seals for drafts or damage and repair as necessary.
• Parking lot: Salting or plowing the parking lot as needed to maintain safety during winter months. 
• Backup generator: Inspect and repair the generator as needed to ensure it’s ready for emergencies.

Equipment and Assets

To keep your equipment operating efficiently, the facilities team should schedule some tasks bi-annually.

Laundry

• Wash dossers in the industrial laundry.
• Inspect hoses, steam lines, and hot pipe insulation.
• Perform a complete service of all laundry room equipment annually.

Plumbing

• Assess the condition of pipes for wear or damage.

Heating and cooling

• Lubricate electrical and mechanical components in air handling units.
• Check heating and cooling batteries for proper functioning.
• Clean boilers to maintain efficiency and safety.

Hotel Maintenance Tips

While a hotel maintenance checklist is essential, it’s equally important to implement broader strategies for facility upkeep. Consider:

• Developing an asset management process to track and optimize equipment performance.
• Creating standard operating procedures (SOPs) for consistent maintenance practices.
• Implementing a computerized maintenance management system (CMMS) to automate and streamline preventive maintenance tasks.

Customizing your approach based on manufacturer standards and operational experience ensures your hotel remains efficient and guest-ready.

CMMS For Hotel Preventive Maintenance

A computerized maintenance management system (CMMS) is an essential tool for modern hotel operations, helping to streamline maintenance processes and improve overall guest satisfaction. With a CMMS, hotel managers can efficiently schedule regular maintenance tasks, ensuring everything from plumbing to safety equipment is kept in optimal condition.

One key benefit of employing a CMMS is its ability to track repairs and monitor asset performance in real time. This level of oversight lets hotel teams proactively identify and address potential maintenance issues before they disrupt operations or — more importantly — inconvenience guests. For instance, if a CMMS detects irregularities in equipment performance, it can trigger alerts, allowing staff to take preventive action before visitors even know there is a problem.

By automating these processes, hotels can reduce the need for reactive maintenance, avoid costly repairs, and extend the lifespan of critical assets. Additionally, a CMMS provides a centralized platform for organizing maintenance tasks, making it easier to manage work orders, track maintenance history, and generate compliance reports. Implementing a CMMS enhances operational efficiency and creates a seamless guest experience for trust and satisfaction.

Always Be Guest-Ready

The success of your hotel business hinges on your ability to provide safe, comfortable, and luxurious accommodations for your guests. Consistent monitoring and preventive maintenance are essential to achieving this standard. With ServiceChannel, you can streamline your facilities maintenance and help ensure every aspect of your hotel operates seamlessly.

Explore how ServiceChannel can support your facilities management goals.