Business Category: Maintenance / Industrial Category: Property & Facilities Management

Building Preventive Maintenance Template

Published: Updated:

Use this building maintenance checklist during scheduled inspections of lighting, electrical systems, safety, heating, ventilation and air conditioning, plumbing and the building interior and exterior. Spot issues and assign tasks immediately to the right team or staff member, even while your maintenance inspection is in progress, and receive progress updates.

Use this template with flowdit

  • Customize this template or build your own
  • Complete inspections using the mobile app
  • Get reports and analyze your data

Start inspecting smarter — free for one user.

Use template Preview or Download template as PDF
Building Preventive Maintenance Template
Based on

How to Use This Checklist

  • Check all lights, bulbs and lamps; replace any that are burned out.
  • Inspect light fixtures with transformers, control devices or accessories such as standoff lenses, glare shields or color filters.
  • Confirm outdoor lights and cabling are not torn and that all screws and hardware are in place and functioning.
  • Verify exit lights, indoor lighting and outdoor lighting are properly installed and functioning.
  • Replace batteries in smoke and carbon monoxide detectors, flashlights and test instruments.
  • Check timers and photocells are functioning correctly.
  • Confirm cover plates are free of cracks and securely tightened.
  • Clean all exhaust fans.
  • Check and restock the first aid kit inventory.
  • Check eyewash bottles and eyewash stations.
  • Check safety signage and equipment labels.
  • Inspect and clean respirators.
  • Inspect harnesses and fall protection kits.
  • Clean the air intake if necessary.
  • Replace all air filters if necessary.
  • Verify operating blower motors show no excessive noise or vibration.
  • Clean motors and ducts if necessary.
  • Confirm the condensate pan is draining properly.
  • Check flexible duct connectors.
  • Verify guards and panels are attached and not loose.
  • Check that all hardware and electrical connections are in good condition.
  • Test controls and equipment for safety.
  • Confirm the indoor unit is operating correctly.
  • Check that condenser motor bearings show no excessive noise or vibration.
  • Inspect the air inlet, discharge and condenser coil.
  • Check all refrigeration piping and insulation are in good condition.
  • Check guards or access panels are attached and not loose.
  • Confirm the outdoor unit is operating correctly.
  • Inspect compressed air lines regularly for leaks in piping, lines or fittings.
  • Replace or clean air filter elements at least once per quarter, or as required by the application.
  • Check oil levels in air compressor pumps and replace based on usage.
  • Confirm floors, ceilings and walls show no signs of deterioration.
  • Check for visible signs of leaks.
  • Verify there are no hazards such as electrical, mechanical, structural, physical or trip hazards.
  • Confirm faucets, toilets and showers are operational and in good working condition.
  • Test smoke and carbon monoxide detectors.
  • Test the fire alarm system.
  • Check firefighting equipment is in good condition.
  • Confirm all doors are in good working condition and exits are not obstructed.
  • Check door locks and closures are in good condition.
  • Verify work areas and aisles are properly marked.
  • Confirm there is no accumulation of waste in storage areas.
  • Check for signs of insect infestation.
  • Inspect cart casters for wear and check shelves are properly labeled, organized and secured.
  • Check paint and walls are in good condition.
  • Check for broken windows or doors.
  • Verify all handrails are in good condition.
  • Check for plants growing on the building or its foundation.
  • Clean the roof if necessary.
  • Clean roof drains and gutters if necessary and test drains and downspouts by flushing with water.
  • Confirm the roof is in good condition.
  • Check gutters are properly secured and tightened where necessary.
  • Inspect the chimney and all roof penetrations.
  • Remove any plants growing on the roof.

Start inspecting smarter — free for one user.

Start Free Book A Personal Demo

What this checklist covers

This building preventive maintenance checklist organises a scheduled inspection across the systems that keep a facility safe, comfortable and operational: lighting, electrical, safety equipment, HVAC (heating, ventilation and air conditioning), plumbing, and the building interior and exterior. Each item is answered Yes, No or N/A, so a 'No' clearly flags a defect that needs attention and a 'N/A' records that the item does not apply. Before you start, record when the inspection was conducted, who prepared it and the location. As you work through each section, record any issue found and assign the corrective task to the appropriate team or staff member immediately, even while the inspection is still in progress, so that progress can be tracked. The inspection finishes only when every issue has been recorded and a corrective task has been assigned according to the answer scale.

Lighting

You check that all lights, bulbs and lamps are in place and none need replacing. Light fixtures equipped with transformers, control devices or accessories such as standoff lenses, glare shields or colour filters are checked. Outdoor lights and cabling are inspected to confirm they are not torn and that all screws and hardware are in place and functioning. Exit lights, indoor lighting and outdoor lighting are each verified as properly installed and functioning. Timers and photocells are checked for correct operation, and cover plates are confirmed to be free of cracks and securely tightened.

Electrical

You check that batteries in smoke and carbon monoxide detectors, flashlights and test instruments have been replaced, that timers and photocells are functioning correctly, and that cover plates are free of cracks and securely tightened. Exhaust fans are cleaned as part of this section.

Safety

You confirm the first aid kit inventory has been checked and all supplies restocked, and that eyewash bottles and eyewash stations have been checked. Safety signage and equipment labels are reviewed and should be in good condition. Respirators are inspected and cleaned, and harnesses and fall protection kits are inspected. The building interior checks for hazards such as electrical, mechanical, structural, physical or trip hazards belong here too, along with confirming that exits are not obstructed and that work areas and aisles are properly marked.

HVAC

For HVAC, you start with air handling: clean the air intake if necessary, replace all air filters if necessary, and confirm operating blower motors show no excessive noise or vibration. Clean motors and ducts if necessary. Check the condensate pan is draining properly, inspect flexible duct connectors, and confirm guards and panels are attached and not loose. On the electrical side, verify all hardware and electrical connections are in good condition and that controls and equipment have been tested and are safe. Confirm the indoor unit is operating correctly, then check that condenser motor bearings show no excessive noise or vibration. Inspect the air inlet, discharge and condenser coil, check all refrigeration piping and insulation are in good condition, and confirm guards or access panels are attached and not loose. Confirm the outdoor unit is operating correctly. If the site has compressed air, inspect lines regularly for leaks in piping, lines or fittings. Replace or clean air filter elements at least once per quarter, or as required by the application, and check oil levels in air compressor pumps, replacing them as needed based on usage.

Plumbing

You confirm faucets, toilets and showers are operational and in good working condition, and that the inspection revealed no visible signs of leaks. Because leaks and water damage are common causes of deterioration, checking plumbing fixtures as part of the same walkthrough helps you catch problems before they affect floors, ceilings and walls.

Building interior

Inside the building, you check that floors, ceilings and walls show no signs of deterioration and that there are no visible signs of leaks. Confirm the inspection revealed no hazards such as electrical, mechanical, structural, physical or trip hazards. Confirm faucets, toilets and showers are operational and in good working condition, that smoke and carbon monoxide detectors have been tested and are functioning, and that the fire alarm system has been tested and is functioning. Firefighting equipment should be in good condition, all doors should be in good working condition with exits not obstructed, and door locks and closures should be in good condition. Work areas and aisles should be properly marked, there should be no accumulation of waste in storage areas, and there should be no signs of insect infestation. Check that cart casters show no wear and that shelves are properly labeled, organized and secured, that paint and walls are in good condition, that there are no broken windows or doors, and that all handrails are in good condition.

Building exterior

Outside, you check for plants growing on the building or its foundation and remove any that are present. Clean the roof if necessary. Clean roof drains and gutters if necessary, and test drains and downspouts by flushing them with water. Confirm the roof is in good condition and that gutters are properly secured and tightened where necessary. Inspect the chimney and all roof penetrations, and remove any plants growing on the roof.

Keeping the inspection accurate and useful

Work through the checklist systematically so that no system is skipped. Answer Yes, No or N/A honestly; a 'No' is the signal to act. Record the issue in plain language and assign the corrective task immediately to the right team or staff member, even if the inspection is still in progress. That way you finish with a clear record of what was checked, what was found and who is responsible for fixing it, and you can track the progress of each task until it is closed out.

Frequently Asked Questions

A building preventive maintenance inspection is a scheduled walkthrough of the lighting, electrical, safety, HVAC, plumbing, and interior and exterior systems of a building. You check each area against defined items, record any issue you find, and assign corrective work to the right team or staff member immediately, even while the inspection is still in progress.

Checking systems on a schedule lets you catch bulbs that need replacing, damaged smoke and carbon monoxide detector batteries, clogged air filters, torn outdoor cabling or leaks in compressed air lines before they cause downtime, safety incidents, or more costly repairs.

You record the date the inspection was conducted, who prepared it, and the location. You then cover lighting, electrical systems, safety equipment, HVAC, plumbing, and building interior and exterior conditions, recording any issue and assigning the corrective task immediately so progress can be tracked.

Items are typically answered Yes, No, or N/A. A 'No' identifies a defect or issue that needs follow-up, while 'N/A' marks items that do not apply to the building or system being inspected.

No work on HVAC is done until the blower motors show no excessive noise or vibration, the condensate pan is draining properly, and the guards and panels are attached and not loose. You then test the indoor and outdoor units and inspect the condenser coil, refrigeration piping and insulation.

You look for leaks, deterioration of floors, ceilings and walls, and hazards such as electrical, mechanical, structural, physical or trip hazards. You also check that exits are not obstructed, work areas and aisles are properly marked, and that firefighting equipment, the fire alarm system and the smoke and carbon monoxide detectors are in good condition and functioning.

You assign the corrective task to the appropriate team or staff member immediately, even while the inspection is still in progress, so that progress status can be tracked.

Yes. The checklist includes checking batteries in smoke and carbon monoxide detectors, flashlights and test instruments for replacement, and testing that smoke and carbon monoxide detectors are functioning.

You check that compressed air lines have no leaks in piping, lines or fittings, that air filter elements have been replaced or cleaned at least once per quarter or as required by the application, and that oil levels in air compressor pumps are checked and replaced as needed based on usage.
Arne Reis
Written by
Arne Reis
Founder

Process optimizer with 25 years of expertise, focused on operational excellence in quality, maintenance, EHS, and commissioning. Emphasizes innovative solutions and top-quality standards.

View LinkedIn profile

Still managing operations with paper and Excel?

Digitize inspections, audits, SOPs, and corrective actions.

Book A Personal Demo
flowdit mobile inspection app

Resources Under The Same Category

Chainsaw Maintenance
Maintenance

Chainsaw Maintenance

This comprehensive daily chainsaw maintenance checklist is organized into three ...

View template →
Comprehensive Facility Condition Assessment Template
Maintenance

Comprehensive Facility Condition Assessment Template

A Facility Condition Assessment (FCA) Template delivers a structured methodology...

View template →
Forklift Inspection Checklist: Pre-Operation and Daily Inspections
Maintenance

Forklift Inspection Checklist: Pre-Operation and Daily Inspections

This daily pre-operation inspection checklist for forklift operators ensures saf...

View template →
Building Condition Survey Report
Maintenance

Building Condition Survey Report

This template provides a systematic framework for evaluating the physical condit...

View template →
Reciprocating Air Compressor Preventive Maintenance Checklist
Maintenance

Reciprocating Air Compressor Preventive Maintenance Checklist

This comprehensive preventive maintenance checklist guides technicians through s...

View template →
Landscaping Maintenance Checklist for HOA
Maintenance

Landscaping Maintenance Checklist for HOA

Property managers of Homeowners Associations (HOAs) can leverage this comprehens...

View template →

Ready to simplify inspections and get your team moving faster?

Start free today and turn inspections into a clear, consistent digital workflow. Prefer a guided walkthrough? Book a demo and see how flowdit can fit your team.

Start Free Book A Personal Demo