Maintenance Checklist Generator

The generator works with any building equipment commonly found in UK commercial buildings: HVAC plant (AHUs, FCUs, chillers, boilers, heat pumps, DX systems, VRF, MVHR), fire safety equipment (fire dampers, smoke dampers, sprinkler pumps), lifts and lift plant rooms, electrical (generators, UPS, switchgear, distribution boards), plumbing and pressurisation, BMS controllers, water treatment, and metering. If we already publish a hand-curated checklist for the equipment you need, use that as your starting point — the generator is for the specific cases not covered.

Yes. Copy the result to your clipboard, print it, or download a PDF, then adjust to match your exact requirements. The AI output is structured into the same sections as our curated checklists (visual, functional, cleaning, safety, record-keeping) so it slots cleanly into an existing PPM regime.

The generator builds a generic structured checklist for any equipment in seconds. PM Assist's paid platform integrates checklists with your actual O&M manuals — you can ask plain-English questions ('what does the OEM recommend for the AHU filter change interval?') and get source-cited answers, then merge those into your checklist. The two are complementary: use the generator for the structure, PM Assist for the equipment-specific values.

The AI's output is grounded in common industry practice for UK FM (BESA SFG20, CIBSE TM44, HVCA TR/19, BS 9999 for fire safety equipment, HSG274 for water systems) but it is not a substitute for those standards or for the manufacturer's instructions. Always verify the generated tasks against your specific equipment's O&M manual and any sector standards (e.g. HTM 03-01 for healthcare ventilation).

Yes, completely free with no signup required. There are reasonable per-session usage limits to keep it sustainable, but most teams will not hit them in normal use. For unlimited use plus the curated 50+ equipment-specific checklists, see the maintenance-checklist library.

The AI is prompted to generate tasks based on widely-published FM practice, structured into the standard five categories. It is not a substitute for a competent person reviewing the output against your specific equipment, manufacturer instructions, and the site's risk assessments. Treat the output as a 90%-complete first draft — quick to produce, faster to edit than to write from scratch, but always sense-checked by an engineer before it goes live in PPM.

The free tool generates one checklist per session. For bulk generation across a building's full asset list, plus integration with your actual O&M documentation, PM Assist's paid platform handles the multi-equipment workflow.

Yes. The tool is fully responsive and works on any device with a modern browser. Engineers commonly use it on a tablet during commissioning of unfamiliar equipment, generating a starter checklist that the in-house team will then refine across the first few maintenance cycles.

PM Assist publishes 50+ hand-curated maintenance checklists for the most common UK commercial building equipment — chillers, AHUs, boilers, fire dampers, pumps, generators, switchgear, etc. — at /maintenance-checklist. These are deeper than what the AI generator produces and include first-hand engineer case notes. Use the curated checklist for equipment we cover; use the generator for niche equipment we don't yet have a curated page for.

General AI tools can produce a checklist but the output is loosely structured and often misses categories engineers actually care about (record-keeping, safety isolations, statutory references). This generator is tuned for the structure FM teams use — five-category breakdown, frequency bands (daily, weekly, monthly, quarterly, biannual, annual), common-issues list, and UK-relevant safety notes. The output is directly usable rather than needing reformatting.

No. The text you enter is sent to the AI for generation and then discarded — it is not stored against an account, not used to train models, and not visible to anyone else. For an audit trail of generated checklists, save or print the output, or use a PM Assist account where you control retention explicitly.

Yes. PM Assist is built around per-building data separation, role-based access control, and team collaboration — exactly the shape multi-site UK FM firms need. The application and database are hosted in Frankfurt, and document storage is in Stockholm. All customer data is stored in the EU. Held with encryption in transit and at rest, designed for GDPR and data-residency requirements. When you ask a question, the relevant excerpts from your documents are sent to OpenAI in the United States to generate the answer. This is the only routine transfer of your content outside the EU. It is covered by OpenAI's Data Processing Addendum, which incorporates the EU Standard Contractual Clauses and the UK International Data Transfer Addendum.. Documents are never used to train third-party AI models.