Facility Preventive Maintenance Checklist - FREE PDF Template

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Facility preventive maintenance checklist

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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

We created this facility preventive maintenance checklist to transform reactive maintenance into a proactive strategy that protects your valuable assets. Unlike generic maintenance forms, this template provides a comprehensive framework specifically designed for commercial buildings and industrial facilities. It organizes inspection tasks by system type and frequency, making it easier to implement a consistent maintenance schedule.

Studies show that preventive maintenance can extend equipment life by 20-40% while reducing repair costs by up to 5 times compared to reactive approaches. With this template, you’ll catch minor issues before they become major problems—like identifying a worn belt before it snaps and shuts down your production line.

Related categories

Created by

Ima Ocon

Preview of the template

Entity

Page 1

Building Exterior

Inspect roof for damage or leaks

Check gutters and downspouts for blockages

Inspect windows, doors, and sealants for proper function and weatherproofing

Examine exterior walls, siding, and trim for signs of wear or damage

Evaluate condition of parking lot, sidewalks, and landscaping

Building Interior

Inspect HVAC system and change filters as needed

Check plumbing fixtures for leaks or clogs

Test operation of all electrical systems and lighting

Clean and organize storage areas

Examine walls, floors, and ceilings for signs of damage

Fire and Life Safety

Inspect fire extinguishers and ensure they are fully charged

Test smoke detectors and carbon monoxide alarms

Check emergency lighting and exit signs

Ensure fire sprinkler system is operational

Review evacuation plan and conduct fire drills

Equipment and Machinery

Lubricate all moving parts on machinery

Clean and inspect power tools and equipment

Check belts, chains, and other drive components

Test backup generators and emergency power systems

Sharpen or replace worn cutting tools

Frequently asked questions

How often should facility preventive maintenance be performed?

Maintenance frequency depends on your equipment type, usage, and manufacturer recommendations. Critical systems like HVAC typically require quarterly inspections, while roofing and structural elements might need semi-annual checks. High-use equipment may need monthly attention, and safety systems should follow regulatory requirements. Develop a calendar that balances thoroughness with operational needs.

What are the cost benefits of using a preventive maintenance checklist?

Using a preventive maintenance checklist typically reduces overall maintenance costs by 12-18% compared to reactive maintenance. You’ll save on emergency repair premiums, avoid production downtime, extend equipment lifespan, and optimize inventory management. The upfront investment in preventive maintenance pays dividends through fewer major breakdowns and more predictable budgeting.

Who should be responsible for carrying out facility maintenance?

Typically, your in-house maintenance team or external contractors handle the tasks, but roles should be clearly defined. For example, technicians might handle inspections while supervisors review data and assign follow-ups. For best results, train staff on how to document findings properly, since poor reporting often leads to repeat issues and miscommunication.

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.