Free building maintenance checklist

• The MapTrack building maintenance checklist contains 41 checks across 7 sections. Sections covered: Structure & Exterior, Plumbing, Electrical, HVAC, Fire Safety, Grounds & Exterior, Common Areas.
• Groups tasks by building system, so fire, electrical, mechanical, hydraulic and fabric items each have an owner and a frequency.
• Include areas people do not walk past each day: roof drainage, sub-floor spaces, plant room access and emergency lighting on back-of-house paths.
• Split the checklist by frequency rather than by trade. A monthly walk and an annual certification are different jobs with different evidence.
• Under the model WHS Regulations the duty to maintain a safe workplace sits with the PCBU, so completed records are the evidence behind that duty.

Learn more about maintenance and work orders in MapTrack.

• Prevent costly repairs: catch small issues before they become major problems. A leaking pipe found early costs far less to fix than water damage to walls and ceilings.
• Compliance and insurance: documented evidence of regular inspections satisfies building codes, WHS obligations and insurer requirements.
• Tenant satisfaction: well-maintained buildings reduce complaints, improve retention and support higher occupancy rates.
• Asset preservation: regular maintenance extends building lifespan and protects property value over the long term.
• Safety: identify hazards like faulty wiring, blocked exits or damaged fire equipment before they put occupants at risk.
• Consistent standards: every inspection follows the same checklist regardless of who performs it, so nothing is missed.

• Building details: name, address, type, number of floors, year built.
• Inspection details: date, inspector name, weather conditions.
• Structural: walls, floors, ceilings, windows, doors, foundations.
• Roof and gutters: covering, flashing, drainage, penetrations.
• Plumbing: taps, toilets, hot water, drains, backflow prevention.
• Electrical: lighting, switchboards, RCDs, safety switches, emergency lighting.
• HVAC: filters, coils, refrigerant, ductwork, thermostats.
• Fire safety: extinguishers, alarms, sprinklers, exits, signage.
• Common areas: lifts, stairwells, car park, reception, amenities.
• Grounds and exterior: landscaping, fencing, signage, pathways, drainage.
• Notes and actions required: defect description, severity, corrective action, responsible person, due date.
• Sign-off: inspector and building manager signatures with date.

1. Start with building and inspection details at the top of the checklist, including the date, inspector name and weather conditions.

   Record the building name, address, inspection date and the inspector name or company. Note weather conditions as they affect what you can observe, for example, rain reveals drainage problems and wind reveals loose flashings or signage.

2. Inspect the exterior and grounds first. Walk the perimeter, check fencing, pathways, drainage, signage and landscaping.

   Walk the full perimeter looking for cracked paving, trip hazards, blocked drains, damaged fencing, overgrown vegetation and graffiti. Check stormwater grates are clear. Inspect car park line markings, speed humps and lighting. Note any pest activity such as termite mud tubes on external walls.

3. Work through each building system methodically, moving from structural through to plumbing, electrical, HVAC, fire safety and common areas.

   Inspect walls and ceilings for cracks, water stains or mould. Check plumbing fixtures for leaks and test hot water temperature. Verify RCDs trip when tested. Inspect HVAC filters and check thermostat operation. Confirm fire extinguishers are tagged and within service date. Check exit signage is illuminated.

4. Note defects with photos and severity ratings. Record what was found and what action is needed.

   Use a consistent severity scale such as Critical (immediate safety risk), High (must fix within 7 days), Medium (fix within 30 days) and Low (routine maintenance). Photograph each defect with enough context to identify its location. Reference the photo number against the checklist item.

5. Prioritise actions. Separate urgent safety issues from routine maintenance items and assign due dates accordingly.

   Critical safety items such as blocked fire exits, exposed wiring or damaged balustrades must be addressed immediately or made safe before the inspector leaves. Assign each remaining defect to a responsible person with a due date aligned to its severity rating.

6. Sign off and schedule follow-up actions. Ensure the building manager reviews findings and approves corrective work.

   The inspector signs the completed checklist and submits it to the building or facility manager within 24 hours. The manager reviews findings, approves work orders for corrective actions and schedules a follow-up inspection to verify completion of critical items.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• National Construction Code (NCC) 2022 - Building Code of Australia, Volume 1 (commercial building compliance)
• WHS Regulations 2011, Chapter 3 - General Risk and Workplace Management (duty to maintain a safe workplace)
• AS 1851:2012 - Routine Service of Fire Protection Systems and Equipment (fire safety inspection schedules)
• AS/NZS 3000:2018 - Wiring Rules (electrical installation standards)

• Model WHS Regulations (Safe Work Australia)
• AS 1851-2012, Routine service of fire protection systems and equipment (Standards Australia)
• AS/NZS 3000:2018, Electrical installations, the Wiring Rules (Standards Australia)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

• Facility maintenance checklist
• HVAC maintenance checklist
• Fire extinguisher inspection checklist
• Preventive maintenance checklist
• Preventive maintenance schedule
• Work order templates
• Compliance and inspections
• Facilities management
• Building services
• Resource centre