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Facility management checklist

Facility management checklist

Track inspections, system checks, and compliance tasks with this checklist. You’ll be able to document key processes, whether you’re overseeing one building or managing multiple properties.

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Facility management checklist

Track inspections, system checks, and compliance tasks with this checklist. You’ll be able to document key processes, whether you’re overseeing one building or managing multiple properties.

Use this template with Lumiform

  • Customize this template or build your own
  • Fill out templates via mobile app
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF

This facility management checklist transforms how you maintain your properties and equipment. Unlike generic maintenance forms, this template provides a comprehensive system covering 14 essential facility areas—from exterior elements like roofing and parking lots to critical interior systems including HVAC, plumbing, and safety equipment.

Regular use helps you identify maintenance needs before they become expensive emergencies, creating accountability through clear inspection schedules and sign-off procedures. According to industry research, facilities teams using structured checklists experience longer equipment lifespans and significantly fewer emergency repairs, saving both time and budget while ensuring compliance with safety regulations.

Related categories

Created by

Author Name Ima Ocon
Preview of the template
Entity
Page 1
General Information
Facility Name
Facility Type
Square Footage
Number of Floors
Year Built
Last Renovation Year
Building Systems
HVAC System in Good Working Order
Plumbing System Functioning Properly
Electrical System Up to Code
Fire Alarm and Sprinkler System Tested
Elevators/Escalators Inspected
Maintenance and Repair
Preventative Maintenance Schedule in Place
Maintenance Log Up to Date
Facility Inspection Conducted Regularly
Repair and Replacement Needs Identified
Vendor Contracts in Place for Key Services
Safety and Security
Emergency Preparedness Plan in Place
Evacuation Procedures Documented
Security System Functional
Access Control Measures in Place
Exterior Lighting Adequate
Environmental and Sustainability
Energy Efficiency Measures Implemented
Water Conservation Strategies in Place
Waste Management Program Established
Recycling Practices Followed
Indoor Air Quality Monitored
Documentation and Compliance
Permits and Licenses Up to Date
Insurance Coverage Reviewed Annually
OSHA Regulations Followed
Building Codes and Standards Met
Records and Reports Maintained

Frequently asked questions

What key areas should a facility management checklist include?

A comprehensive facility checklist should cover exterior elements (roof, parking, windows), building systems (HVAC, electrical, plumbing), safety equipment (fire systems, emergency exits), accessibility compliance, and security systems. Include preventive maintenance schedules, inspection frequencies, and responsible personnel for each area to ensure nothing falls through the cracks.

How often should I conduct facility inspections using this checklist?

Inspection frequencies vary by component. High-use systems like HVAC require monthly checks, while roofing might need quarterly inspections. Safety equipment demands regular verification—fire extinguishers annually, emergency lighting monthly. The checklist helps you establish appropriate intervals based on manufacturer recommendations, usage patterns, and compliance requirements for your specific facility.

What documentation should accompany completed facility management checklists?

Each completed checklist should include inspector identification, inspection date, specific findings, photos of issues discovered, action items created, and verification signatures. Maintain records of follow-up maintenance performed, parts replaced, and compliance certifications received. This documentation creates an audit trail for regulatory inspections and helps track facility conditions over time.

Author
Ima Ocon
Ima is a writer and editor who specializes in technology, with experience crafting content for companies like Canva and FluentU. She's passionate about startups, remote work, and language learning, as well as the applications of AI in marketing. Currently, she is based in Asia, and she previously studied in Taiwan and Singapore.
This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.