Preventive maintenance is scheduled work that keeps equipment and buildings from failing. It costs less than emergency repairs, keeps locations open and extends the life of expensive systems. This checklist is a starting point. Adjust frequencies to the equipment manufacturer’s guidance, local code and how hard each site is used.
Daily (site staff)
- Entrance doors open, close and lock properly
- Interior and exterior lights working
- Restrooms clean and fixtures working
- No leaks, standing water or new ceiling stains
- Walkways and parking areas clear of hazards
- Refrigeration temperatures logged (food and grocery sites)
Weekly
- Emergency exits clear and exit signs lit
- Trash areas and dumpster enclosures clean
- Signage lighting on at night
- Floor finish condition in high-traffic areas
Monthly
- HVAC filters checked and changed where needed
- Fire extinguisher visual checks
- Roof drains and gutters clear of debris
- Pest service completed and logged
- Door closers and automatic door sensors checked
Quarterly
- HVAC belts, coils and condensate lines checked
- Kitchen hood and exhaust cleaning where required
- Grease traps serviced where required
- Water heaters checked
- Parking lot inspected for potholes and trip hazards
Seasonal
- Before summer: cooling start-up, refrigerant and coil checks, roof inspection
- Before winter: heating start-up, pipe-freeze prevention, snow and ice contract in place
- Before storm season: roof, drains, generator test and board-up plan
- After major storms: roof, glass, signage and grounds inspection
Annual or as required by code
- Fire alarm, sprinkler and suppression inspections
- Emergency and exit lighting tests
- Backflow testing where required
- Elevator inspections where applicable
- Generator load testing where required
- Parking lot sealcoating and striping as needed
Keeping the checklist working
A checklist only works if someone owns it. For a single building, a facilities manager can track it. For many locations, each scheduled task needs to be a work order with a date, a provider and proof of completion.
How Facility First runs preventive maintenance
Facility First sets a preventive maintenance schedule for each location, dispatches the providers, records every visit with photos and notes, and tracks inspections and certificates by site. Repairs found during preventive visits are quoted within the client’s approval limits.