Preventive Maintenance Checklist
A free preventive (planned) maintenance checklist for buildings — daily, weekly, monthly, quarterly, and annual PPM tasks — plus 110 equipment-specific checklists and downloadable PDF templates for FM teams and building engineers.
In short
A preventive maintenance checklist (or planned preventive maintenance / PPM checklist) is a structured list of the routine tasks that keep building plant running reliably and safely, grouped by how often each task is done. Carrying them out on schedule prevents breakdowns, extends asset life, and produces the records needed to evidence compliance.
New to PPM? Read Planned Preventive Maintenance explained and what SFG20 is.
Generic building PPM checklist (by frequency)
A starting-point preventive maintenance checklist for a typical commercial building. Use it as a framework, then add the equipment-specific tasks from the checklists below.
Daily
- Walk the plant rooms and note any alarms, leaks, or unusual noise
- Check the BMS for active alarms and out-of-range conditions
- Confirm critical plant (boilers, chillers, pumps) is running normally
- Record any faults raised and reactive jobs logged
Weekly
- Test a fire alarm manual call point and record it (BS 5839)
- Run and check standby generator / confirm fuel and batteries
- Flush little-used water outlets to control legionella risk
- Check pump duty/standby operation and changeover
- Visually inspect plant for leaks, corrosion, and belt condition
Monthly
- Function-test emergency lighting (BS 5266)
- Check AHU/FCU filters and differential pressures
- Record water temperatures at sentinel outlets (legionella control)
- Verify BMS setpoints, schedules, and confirm no stray manual overrides
- Review energy meter readings for unexpected changes
Quarterly
- Service and inspect key HVAC plant (belts, coils, dampers)
- Check control valves, actuators, and sensor calibration
- Inspect fire dampers and smoke control provision
- Review compliance certificate expiry dates and upcoming statutory tasks
Annually
- Full service of boilers, chillers, AHUs, pumps, and generators
- Emergency lighting 3-hour duration test (BS 5266)
- Fire damper drop testing (BS 9999) and fire door inspection
- Statutory checks — EICR (as due), LOLER lift examination, F-Gas leak checks
- Legionella risk assessment review and tank inspection
- Review and update the asset register and PPM schedule
Equipment-specific maintenance checklists
Each asset has its own detailed checklist with tasks, frequencies, common faults, and safety notes — 110 in total across 11 categories. Download any as a free PDF from the templates library.
Heating & Hot Water
Cooling
Ventilation
Pumps & Pressurisation
Electrical
Fire Safety
Water Systems
Lifts & Escalators
Frequently asked questions
Run PPM with the knowledge to back it up
Checklists tell you what to do — PM Assist makes the O&M manuals, settings, and records behind every task instantly searchable, so your team can plan and evidence maintenance without digging through folders.