Resource
Comprehensive Facility Maintenance Checklist
A practical preventive maintenance checklist for offices and workplaces — organised by cadence, drawn from day-to-day facility coordination and soft-services experience as a Workplace Ambassador. Use it as a starting template and adapt to your building, vendors, and local regulations.
Daily walkthrough
Every workday · Start of shift
- Inspect reception, lobby, and common areas for cleanliness and signage
- Check washrooms for hygiene, consumables (soap, tissue, sanitiser) and odour
- Verify pantry stock — water, tea/coffee, cutlery, disposables
- Confirm HVAC set points and airflow across floors; log complaints
- Test lighting in workstations, meeting rooms, and corridors; replace failed lamps
- Ensure meeting rooms are reset — chairs, whiteboards, AV cables, cleanliness
- Check main entrance access control, visitor kiosk, and turnstiles
- Verify CCTV feeds and DVR recording status
- Confirm housekeeping shift attendance and task allocation
- Log any employee complaint / helpdesk ticket raised during the day
Weekly checks
Once per week
- Deep-clean pantry appliances — microwave, coffee machine, dishwasher, refrigerator
- Sanitise high-touch surfaces — door handles, lift buttons, biometric readers
- Inspect fire extinguishers — pressure gauge, seal, accessibility, expiry
- Test emergency exit doors, panic bars, and stairwell lighting
- Check first-aid kits — restock consumables and note expiry dates
- Review vendor attendance registers (housekeeping, security, technicians)
- Reconcile pantry & stationery consumption vs stock
- Walk-through pest control observations; raise action for hot spots
- Verify plumbing — leaks, drain flow, water pressure, flush valves
- Test DG set — no-load run, fuel level, battery voltage, coolant
Monthly preventive maintenance
Once per month
- HVAC — clean filters, coil check, thermostat calibration, condensate drain
- Electrical panels — thermography, tightness of terminations, RCCB trip test
- UPS system — battery voltage, load test, alarm log review
- DG set — full-load test, oil level, exhaust check, transfer switch operation
- Fire safety — smoke detectors sample test, hydrant pressure, sprinkler valves
- Access control — audit user list, remove ex-employees, backup database
- CCTV — verify 30-day retention, clean lenses, check night vision
- Lifts — vendor PPM report, emergency phone test, ARD (auto-rescue) drill
- Water tanks — chlorination log, sludge check, lid & vent inspection
- Pest control — treatment cycle for rodents, cockroaches, termites
- Housekeeping deep cleaning — carpet shampoo, glass, workstation cabling
- Vendor invoices vs SLA — penalties, escalations, renewal calendar
Quarterly review
Every 3 months
- Full fire drill / evacuation drill with ERT participation
- Fire extinguisher refill audit and stencilling
- Electrical earth-pit resistance testing
- HVAC AHU / VRF unit deep service via OEM vendor
- Water quality testing — potable & flush; share lab report with HR
- Ergonomic audit — chairs, monitors, workstation heights
- Signage audit — assembly point, exit route, capacity boards
- Vendor performance scorecard review with procurement
- Insurance & AMC contract review; upcoming renewals report
- Business continuity walkthrough — power, network, seating fallback
Half-yearly & annual
Every 6 to 12 months
- Thermal imaging of full electrical distribution network
- Sprinkler & hydrant flow / pressure test with fire officer sign-off
- DG set load bank test at OEM-recommended intervals
- Water tank cleaning, disinfection, and quality certification
- Lift statutory inspection & renewal of lift licence
- Building fitness / structural safety audit as per local regulation
- Annual pest control contract review and rebait station survey
- Refresher training for security, housekeeping, and technical staff
- Space utilisation study — occupancy, meeting-room usage, seat ratio
- Budget vs actuals review; opex plan for next financial year
Emergency & compliance readiness
Always on
- Emergency contact list — fire, ambulance, police, hospital, ERT — visible on every floor
- First-aider & fire-warden roster updated with photos and floor
- Statutory registers maintained — minimum wages, PF/ESI where applicable
- Incident register — near miss, injury, property damage, security breach
- MSDS available for all cleaning & maintenance chemicals
- Waste segregation — wet, dry, e-waste, biomedical — vendor pickup log
- COVID / health protocol stock — masks, sanitiser, thermometers
- Data privacy — visitor logs, CCTV footage handling policy
How to use this checklist
Break the tasks into a shared tracker (Excel, Google Sheets, or a CAFM tool), assign an owner and vendor for each line, and log the completion date + observation. Review the tracker in the weekly facility huddle and escalate open items to the workplace lead. Pair this with vendor SLAs so preventive work is contractual, not reactive.