A structured facilities management checklist helps ensure every part of a building remains safe, compliant, and fully operational. By following a clear sequence of tasks, facilities teams can manage day-to-day responsibilities more efficiently while reducing unexpected issues and long-term costs.
A Complete Facilities Management Checklist
This checklist provides a practical framework that covers daily routines, scheduled inspections, safety responsibilities, and longer-term maintenance planning. It is designed to support facilities teams responsible for offices, commercial sites, retail environments, schools, and industrial units.
Daily Building Checks
Daily responsibilities focus on the condition, cleanliness, and safety of the building. This involves walking through entrances, corridors, washrooms, and communal areas to ensure they are tidy, hazard-free, and ready for use. Waste points should be checked, internal areas monitored for signs of leaks or damage, and heating or cooling levels reviewed so the building remains comfortable. Security access should be confirmed at the start and end of the day, with any issues reported immediately.
Weekly Checks
Weekly checks give a broader overview of how the building is performing. This includes reviewing external areas such as car parks and walkways, ensuring they are clean, accessible, and free from obstructions. Internal fixtures such as handrails, doors, and lighting should also be inspected to confirm they are operating correctly. Housekeeping and cleaning standards should be reviewed weekly to ensure consistency, and any patterns of repeated issues should be noted for follow-up.
Monthly Checks
Monthly inspections support the long-term reliability of the building and its equipment. This involves testing fire detection systems, checking window seals and door closures, and reviewing water temperatures as part of safe water management. Ventilation systems should be assessed for airflow and cleanliness, and energy usage monitored to identify unusual increases. Internal finishes, such as flooring and walls, should be inspected for wear or damage that may need attention.
Quarterly Planned Maintenance
Quarterly checks provide a deeper level of oversight. This includes inspecting roofs and guttering, reviewing drainage systems, and assessing external walls for cracks or deterioration. Electrical socket testing should be completed where required, heating and cooling systems checked for performance, and plumbing assessed for slow-running taps or early signs of leaks. Documentation relating to compliance, servicing, and risk assessments should also be reviewed and updated each quarter.
Annual Compliance and Full Building Review
Annual tasks focus on compliance, efficiency, and major maintenance planning. This includes scheduling fire risk assessments, arranging servicing for boilers and HVAC systems, conducting PAT testing on portable electrical equipment, and reviewing water hygiene reports. A full inspection of structural elements, including walls, flooring, glazing, and roof integrity, should also take place. Security systems must be audited annually, with access permissions reviewed and updated.
Seasonal Checks
Every season brings different demands. Winter preparation involves checking heating output, confirming insulation levels, and ensuring salt or grit supplies are available for icy weather.
Spring is used to refresh external areas, clear drainage channels, and review landscaping. In summer, cooling systems and ventilation should be tested thoroughly, and blinds or shading reviewed.
Autumn focuses on clearing leaves, checking gutter capacity, and ensuring the building is ready for higher heating demand.
Need facilities management support in Crawley or Horsham?
HITS Facilities Management offers professional, reliable support for businesses across Crawley and Horsham. Our team can assist with daily routines, planned maintenance, full building management, and compliance tasks to ensure your site operates smoothly throughout the year. Contact us to discuss your requirements.
