Commercial Office Building Maintenance Checklist

Prevent poor building maintenance from costing you fines, penalties, and good business. By keeping up with your commercial building’s maintenance, you are ensuring a safe and functional workplace for your workforce and tenants.

Commercial Building maintenance checklist exterior landscaping and parking lot compiled the following routine building maintenance checklist to help you organize and stay on top of keeping your building functioning at peak performance.

Safety Maintenance

Often regulated by local ordinances, commercial building safety features and procedures should be inspected and verified regularly. Consider the following:

  • Check safety signage and posted evacuation plan/map
  • Verify equipment label readability
  • Check eyewash and emergency stations
  • Check and restock first aid supplies
  • Check fire extinguishers and fire fighting equipment
  • Inspect harness and fall protection devices
  • Test fire/smoke alarm (supervised by local fire & rescue)
  • Change batteries in smoke/fire/carbon monoxide detectors
  • Test emergency lights and change flashlight batteries
  • Verify that all emergency exits are easily accessible, properly marked, and functioning

When performing a safety check throughout your building, consider how someone would react during an actual emergency. Bring in a third party (unfamiliar with your building) and ask them to follow signage to reach emergency stations and/or safely exit the building.

Building Exterior Maintenance

The exterior of your building is its calling card and its protection against the elements. Routine maintenance checks will help you detect potential problems and take action to keep your building and property in pristine condition.

  • Inspect tiles, paint, and/or siding for flaws and defects
  • Check for broken or malfunctioning windows, doors, railing, damaged or deteriorating walkways, and stairs/wheelchair access
  • Check the condition and cleanliness of the parking lot or structure
  • Inspect trash receptacles and surrounding areas
  • Check all fencing and barriers
  • Inspect the landscape and inspect trees for any irregularities
  • Inspect the roof, drains, penetrations, gutters, and downspouts

Commercial Building maintenance checklist trees and landscaping

Local ordinances for commercial or multi-use buildings may require the continuous upkeep of landscaping, building appearance, and parking lot/facility cleanliness.

Tip: Hire a professional commercial roofing company to provide roof maintenance twice per year and following severe weather events. Contract a trusted tree service to inspect your trees annually and after severe weather, and a professional landscaper to keep your shrubs, flowering plants, and grass properly trimmed.

Plumbing Maintenance

The plumbing system for a commercial building is vital for access to clean water and the removal of wastewater. Consider the following during your inspection:

  • Investigate any signs of leaks
  • Verify free and fast flow of water in bathroom facilities, sinks, and drinking fountains
  • Inspect all appliances with water connections
  • Test water heaters and boilers
  • Inspect and service water boosters and pump systems
  • Inspect and service condensers (internal and external) for water fountains/dispensers
  • Inspect sump pumps and sewage ejection systems

Tip: Hire a professional commercial plumber to perform regularly scheduled maintenance and use your inspections (between visits) to detect any problems in your building’s plumbing system.

HVAC Heating and Cooling Maintenance

One of the most used systems in your commercial building is its heating and cooling system. To keep your system functioning at peak performance, include the following in your HVAC maintenance checklist:

  • Inspect and clean air intake ducts
  • Change air filters (at least quarterly)
  • Inspect and clean exhaust fans
  • Inspect electrical wiring, connections, and hardware
  • Inspect and clean ductwork
  • Inspect blower motors for noise and/or vibration
  • Inspect and verify that drain pans are functioning properly
  • Inspect and secure vents, guards, and panels
  • Inspect and test safety controls
  • Test internal unit connections to external units
  • Inspect and clean AC condenser motors
  • Inspect insulation of external compressed air lines

Commercial Building maintenance checklist hvac cooling and heating unit

If your building is located in a region prone to condensation, hire a commercial HVAC technician to periodically inspect your ductwork for excessive condensation and mold.

Tip: Have your heating system fully serviced at the end of the summer months and have your cooling system fully inspected at the end of the winter months. This preventive maintenance will help avoid troublesome mechanical issues and breakdowns as the seasons change.

Building Interior Maintenance

The interior of your building is comprised of numerous items and locations that should be inspected often to prevent accidents and small issues becoming catastrophic damages. Consider the following during your commercial building interior maintenance inspection:

  • Check the floors, walls, stairs, and ceiling for damages or signs of deterioration
  • Check for signs of moisture, humidity, leaks, and mold growth
  • Inspect the proper functioning of appliances and fixtures
  • Inspect doors, windows, locks, and closures for proper operation
  • Check for signs of insect or other pest infestation
  • Note all electrical hazards, falling hazards, and slip/trip hazards
  • Inspect switch and electrical receptacle cover plates for damage
  • Inspect the condition and function of elevators and escalators
  • Inspect building equipment (carts, dollies, hand trucks, lifts, etc.)
  • Inspect maintenance and storage rooms for accessibility and cleanliness

Note: Some municipalities have ordinances that require commercial and multi-use buildings to be clean, well-signed, and fully functional on their interior.

Tip: Perform your interior maintenance inspection together with your safety maintenance inspection, as many items from both lists will be in the same locations.

Lighting Maintenance

To properly complete a lighting inspection for your building, you will need to perform the inspection in two phases; one during the day (interior) and another after dark (exterior). Your lighting inspection should include:

  • Exit lighting
  • Interior lighting
  • Exterior lighting
  • Verify that directional lights are aimed in their intended direction
  • Clean dirty fixtures, casings, and protective glass
  • Inspect, clean, and/or replace wiring and transformers

Make sure that all dimming, flickering, or burned out lights are immediately replaced or scheduled for replacement. Be ready to replace lights and lighting fixtures whenever they fail.

Emergency lighting should be tested and replaced (when needed) during a safety maintenance walk.

Tip: Create a lighting maintenance schedule based on the expected service life of the lamps/bulbs you have in use.

Commercial Property Maintenance and Repair Committee

Property owners and/or managers can establish a maintenance and repair committee composed of building staff and tenants that reports directly to them. The committee should meet weekly or monthly to perform scheduled inspections and walk-throughs.

This committee should document and present all findings and recommendations to the building manager or owner for immediate action and corrective measures.

The committee should follow up on any discrepancies, repairs, or equipment replacement to verify the adequate repairs, installation, or services had been rendered.

Commercial Property Maintenance

In this article, you discovered what comprises a commercial building maintenance checklist to help you keep your building safe and compliant with local ordinances.

Commercial Building maintenance checklist and service providers

By using a checklist when inspecting a commercial building, you can detect potential problems before they develop into expensive issues.

Ignoring scheduled maintenance inspections, you are risking catastrophic damages, expensive repairs, and the potential closure or condemnation of your building.


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