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Building Maintenance Checklist Template: Better Than PDF, Excel

Name: Building Maintenance Checklist Template
Creator: Sitemate
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A building maintenance checklist organises inspection tasks for buildings and ensures that all areas and systems are evaluated for required maintenance, from the gutter, to landscaping, to the plumbing. The checklist allows the building's maintenance requirements to be comprehensively documented. Having a well-designed building maintenance checklist template helps standardise the inspection procedure, supports accurate record-keeping, and ensures that required maintenance is clearly communicated.

This free building maintenance checklist template can be used electronically and has much more functionality than templates in Word and Excel, with instant PDF export.

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Building maintenance checklist - what is it?

A building maintenance checklist is exactly what it sounds like - it's a checklist framework which an inspector, quality manager, safety manager, facilities manager or similar will use to conduct standard frequency and routine maintenance inspections in order to check that the building doesn't have any issues or defects and simply manage upkeep of the building. These checklists ensure that the same pattern is followed each time a building is inspected, and ensures nothing gets missed. The checklist can then be used to communicate quality, safety, and repair issues against standard areas of the building, so that they can then be actioned.

Compare the functions of this building maintenance checklist template to PDF and Excel

Preview the printable building maintenance checklist below. Interact with the software demo to see how collecting data in a proper digital format which is saved to a database can really streamline your maintenance documentation and record keeping.

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Building maintenance checklist templates support a proactive approach to maintenance

Building maintenance inspections help detect potential issues early and stop minor problems from worsening and requiring major repairs. Buildings are one of the largest assets and investments any person, organisation or entity will own. By identifying the need preventative maintenance, inspections mitigate risks and reduce long-term expenses. Inspections should occur annually at a minimum, with higher frequency for critical systems like HVAC systems and roofing. Only qualified personnel, such as certified building inspectors, should conduct these inspections to ensure thoroughness and accuracy.

Using a template for inspection checklists makes it easier to track maintenance trends over time by providing a consistent format for documenting issues. This allows organisations to proactively plan and implement preventive maintenance measures.

Whether your building maintenance checklist templates in PDF, Excel or another format, they will generally require the following sections to be effective:

Roofing: Inspect roof files, clear debris, and check roof connections and perimeter.
Elevators: In larger or commercial buildings, elevators are a key common building area.
HVAC: Inspect chillers, cooling towers, pumps, air filters, and condenser coils.
Plumbing: Lubricate pump systems, inspect couplings, and check heaters, boilers, and sump pumps.
Lighting: Check lights, transformers, exterior light hardware, and create relamping schedules.
Overall Long-Term Checkups: Inspect doors, windows, electrical systems, and garage lots, and arrange access control system maintenance.
Comments Section: Note observations and actions taken during the inspection.

Your building maintenance checklist templates should be exportable to PDF for easy viewing on all devices.

What are the main building maintenance checklist types?

Some of the complexity in explaining what a building maintenance checklist is that there are lots of types of buildings, which means there are also lots of types of building maintenance checklists. Each checklist will likely have slight variation based on the nature of the building, although there will be some common themes as per the above paragraph in that every building has electrical inspection requirements, structural inspection requirements, safety requirements etc.

This specific building maintenance checklist is quite generic and can be used and edited to suit almost any building, and other templates you find will be designed specifically with a building or inspection type in mind.

Some of the more common building maintenance checklist template types you will find include:

Household checklists

This specific Sitemate building maintenance checklist is not designed for households. Households can use much simpler checklists and systems to go through basic checks, and don't have the same level of legislative requirement.

Commercial building and asset maintenance

This building maintenance checklist is ideal for commercial buildings. Commercial buildings have more area, more complex and heavier compliance requirements and more stakeholders involved. Companies engaging in commercial building maintenance need to have more structure in place for their maintenance schedules, programs and documentation.

Facility maintenance compliance

'Facilities' are often buildings, so there can be a lot of overlap between these checklists. The type of facility will dictate whether or not you need a more specialised checklist template.

Building maintenance checklists for school safety

School buildings are pretty typical buildings, and typically have very standard building maintenance checklists. There are a number of educational organisations using this template for their construction and maintenance schedules and records.

Church maintenance and repairs

There are a lot of churches in the world, so some of the more common building maintenance requests are around churches. While this template can be applied to churches, the nature of the template is more suited to commercial and industrial use cases like facilities management.

What's the future of building management, inspection, maintenance and compliance?

Building maintenance has been a similar game for a very long time now, with basic maintenance scheduling practices, paper-based building maintenance checklists and reactive construction and refurbishment work. The most relevant advances in building maintenance practices include:

Building maintenance checklist data collection tools

Data collection advances have really improved building maintenance and maintenance checklists in general. Where companies previously relied on PDF forms and Excel spreadsheets, they can now collect maintenance data digitally on mobile and tablet devices, which then feeds into databases for easy tracking, record keeping, and aligning with the maintenance schedule.

Software-based scheduling

On top of the above, software-based scheduling has become much more robust, meaning that maintenance schedules can be more complex and adhered to more tightly.

Predictive over preventative maintenance

Layering on top of the above, we are now seeing a move towards predictive maintenance, where technology can use previous building maintenance checklist data and patterns across inspections to predict the need for maintenance in certain areas. There is also a close relationship between required maintenance and variables like the weather, meaning that landscaping and other weather impacted areas of a building can be predicted in a much more consistent way.

Building maintenance checklists will still be needed and necessary, but the data from these checklists will feed into smarter systems and algorithms which can make maintenance faster and more predictive.

Environmental construction focus

One of the biggest changes and compliance risks sweeping the building maintenance industry at the moment is the shift to an environmental focus. Environmental consciousness has existed for many years now, but the focus and detail around new environmental legislation is new, with the level of detail required in construction practices, materials and documentation going to a new level.

Much of the focus of these legislative changes and requirements is around new building, but maintenance is also on the radar. And maintenance eventually turns into refurbishment, tangible building upgrades, and eventually new builds.

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This building maintenance checklist was generated with Dashpivot

Building maintenance checklists help ensure that your buildings are fit for use and habitation. With Dashpivot, you can enhance how you complete, manage and share your building maintenance checklists, and integrate them into your asset management system:

Access, edit and complete building maintenance checklists from any device: mobile, tablet or computer.
Use customisable checklist fields and criteria to assess all sections of a building and aspects of building maintenance.
Provide comments on any identified maintenance requirements and recommended corrective actions.
Sign-off on the building maintenance checklist with e-signatures.
Add photos and attachments to the checklist to provide supporting evidence for required maintenance.
Easily customise the building maintenance checklist template with drag-and-drop functionality.

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