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Free facility maintenance checklist

Free facility maintenance checklist template (PDF-ready). Covers mechanical, electrical, plumbing, HVAC, lighting and safety equipment. Download free.

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Updated 26 Oct 2026

Facility Maintenance Checklist

Facility inspection record: complete all applicable items per section

Live form
0 of 40 checks

Mechanical Systems

1Pumps: running smoothly, no unusual noise or vibration, seals intact
2Compressors: pressure within range, auto drain working, no leaks
3Motors: bearings quiet, no overheating, alignment checked
4Belts and drives: tension correct, no cracking, wear or fraying
5Bearings: no excessive play, noise or heat; lubricated per schedule
6Lubrication: grease points serviced, oil levels correct, no leaks

Electrical Systems

7Distribution boards: labelled, clear access, no signs of overheating
8Transformers: operating temperature normal, oil level correct (if applicable)
9UPS / backup power: batteries charged, transfer switch tested
10Cable trays and conduits: secure, no damage, covers in place
11Earthing and bonding: connections tight, no corrosion, tested per schedule

Plumbing & Water

12Mains supply: isolation valves accessible and labelled, no leaks
13Hot water systems: temperature correct, TPR valve accessible and tagged
14Backflow prevention: tested within compliance period, tags current
15Drains and pits: clear, no blockages, grates in place
16Grease traps: cleaned per schedule, no overflow or odour

HVAC & Ventilation

17Air handling units (AHUs): filters clean, belts intact, no unusual noise
18Chillers: operating within parameters, refrigerant levels correct
19Cooling towers: water treatment current, drift eliminators intact
20BMS / controls: alarms reviewed, setpoints correct, sensors calibrated
21Ductwork: no visible damage, dampers operational, insulation intact

Lighting

22Interior lighting: all working, no flickering, diffusers clean
23Exterior lighting: all working, sensors and timers functional
24Emergency lighting: tested, battery backup functional, lamps working
25Motion sensors and timers: responding correctly, zones calibrated

Fire & Life Safety

26Detection system: panel clear of faults, detectors unobstructed
27Suppression system: gauges correct, valves locked open, no leaks
28Fire extinguishers: in place, tagged, pressure gauge in green zone
29Hydrants and hose reels: accessible, tested per schedule, signage visible
30Evacuation: plans current, paths clear, assembly points marked

Building Envelope

31Roof: no visible damage, ponding, rust or loose sheeting
32Walls and cladding: no cracks, corrosion, damage or water ingress
33Windows and glazing: intact, seals in good condition, locks working
34Doors (roller, personnel, fire): operating correctly, seals intact
35Weatherseals and loading docks: no gaps, bumpers and levellers functional

Grounds & Car Park

36Surfaces: no potholes, cracking or trip hazards on paths and hardstand
37Stormwater drainage: pits clear, grates in place, no pooling
38Bollards and barriers: in place, no damage, reflectors visible
39Line marking: visible, compliant with traffic plan
40External lighting: working, adequate coverage, no dark spots

How to use: download the PDF, print or complete digitally on any device.

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Or set it up in MapTrack

  • Fill it in on a phone, attach photos to any check
  • Automatic reports and audit trails
  • The same checks as the PDF, ready to configure

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Don't just download it - use it live. Start a free workspace with this facility maintenance checklist already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 26 October 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

A facility maintenance checklist records inspections of a site's building services: mechanical plant, electrical, HVAC, plumbing, lighting, fire and emergency equipment, fabric and grounds, with defects and actions. Teams run daily to annual tiers as practice. Part 3.1 of the model WHS Regulations requires risks to be managed, and fire protection equipment follows the routine service intervals in AS 1851-2012.

Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack facility maintenance checklist contains 40 checks across 8 sections. Sections covered: Mechanical Systems, Electrical Systems, Plumbing & Water, HVAC & Ventilation, Lighting, Fire & Life Safety, Building Envelope, Grounds & Car Park.
  • AS 1851-2012 sets its own routine service intervals for fire systems; where it applies, use those instead of the checklist's general tiers.
  • AS 1668.2-2012 has been superseded by AS 1668.2:2024; check which edition the building's ventilation was designed to.
  • Duties to maintain essential safety measures come from state and territory building law, not from the NCC itself.
  • Record every defect with a severity, a photo, an owner and a due date, and compare it with the last inspection.

Enter your email below to download this facility maintenance checklist as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a facility maintenance checklist?

A facility maintenance checklist is a comprehensive form used to inspect and maintain all systems and infrastructure within a facility. Unlike a building maintenance checklist (which focuses on the structure), a facility checklist covers mechanical systems, electrical infrastructure, plumbing, HVAC, lighting, safety and emergency equipment, grounds and exterior, and any specialised systems specific to the facility's operations.

Facility maintenance sits at the intersection of multiple regulatory obligations in Australia. The WHS Regulations 2011, Chapter 3, Part 3.1 requires a PCBU to manage risks in the workplace, which includes maintaining all building systems in a safe condition. Fire safety systems must be maintained to AS 1851:2012 (Routine Service of Fire Protection Systems and Equipment), which specifies monthly, six-monthly and annual inspection frequencies for extinguishers, hydrants, sprinklers and detection systems. Electrical installations must comply with AS/NZS 3000:2018 (Wiring Rules), and Essential Safety Measures under state building regulations require annual compliance statements. Neglecting facility maintenance creates compounding risks: a failed emergency lighting circuit goes unnoticed until a power outage, a blocked fire exit is only discovered during an evacuation, and degraded HVAC filtration contributes to poor indoor air quality complaints. A completed checklist serves as documented proof of inspections for WHS compliance, insurance and regulatory requirements.

Learn more about maintenance and work orders in MapTrack.

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Benefits of using this facility maintenance checklist

  • Reduced downtime: catch equipment and system failures before they disrupt operations. Planned maintenance keeps the facility running smoothly.
  • Compliance: documented inspections for WHS, fire safety and environmental regulations. A signed checklist is strong evidence of due diligence.
  • Cost control: planned maintenance costs significantly less than emergency repairs. Preventive checks reduce unplanned expenditure.
  • Occupant safety: identify hazards across all facility systems before they put staff, visitors or tenants at risk.
  • Extended asset life: regular maintenance extends the useful life of facility equipment and infrastructure, protecting your investment.
  • Accountability: clear record of who inspected what and when. Every inspection is traceable to a named person and date.

Benefits of digitising forms in MapTrack

When you digitise building / facility checklists in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles building / facility checklists.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a facility maintenance checklist

This facility maintenance checklist covers 12 key areas:

  • Facility details: name, address, type, size, occupancy.
  • Inspection details: date, inspector name, inspection type.
  • Mechanical systems: pumps, compressors, motors, drives, bearings.
  • Electrical: switchboards, distribution, lighting, emergency power, UPS.
  • Plumbing: water supply, drainage, hot water, backflow prevention, pumps.
  • HVAC: air handling units, chillers, boilers, ductwork, controls.
  • Lighting: interior, exterior, emergency, exit signs.
  • Safety equipment: fire extinguishers, alarms, sprinklers, first aid, spill kits.
  • Security: access control, CCTV, alarms, fencing, gates.
  • Grounds and exterior: car park, paths, landscaping, drainage, signage.
  • Defect register: item, severity, action, responsible person, due date.
  • Sign-off: inspector and facility manager signatures with date.

How to use this facility maintenance checklist

  1. Complete facility and inspection details at the top of the checklist, including the date, inspector name and inspection type.: Record the facility name, address, building type, approximate area and current occupancy. Specify whether this is a monthly, quarterly or annual inspection. Include the inspector name and qualifications.
  2. Start with safety-critical systems. Inspect fire safety equipment, emergency systems and electrical infrastructure first.: Check fire extinguishers (gauge, tag date, access), fire hose reels, sprinkler heads, emergency lighting, exit signage and the fire panel. Inspect main switchboards for thermal anomalies, RCD functionality and labelling. Prioritising safety systems ensures the highest-risk items are assessed first.
  3. Work through each system area methodically, moving from mechanical and electrical through to plumbing, HVAC, lighting, security and grounds.: Use the section-by-section layout on the checklist to ensure no system is missed. For each area, check operation, condition, cleanliness and compliance status. Record meter readings where applicable, such as energy meters, water meters and gas meters.
  4. Record defects with severity ratings and photos. Note what was found, the risk level and what corrective action is needed.: Classify each defect as critical (immediate safety risk), major (rectify within 28 days) or minor (schedule for next planned maintenance). Photograph each defect with a clear label showing the location and system. Include the defect in the register section of the checklist.
  5. Assign corrective actions with due dates and responsible persons. Separate urgent safety items from routine maintenance.: For critical defects, nominate the responsible person and set the due date as immediate. For major and minor defects, assign to the appropriate trades contractor or in-house team with realistic due dates. Ensure each action has a named owner.
  6. Review findings with the facility manager and sign off. Ensure all parties agree on priorities and timelines for corrective work.: Walk through the key findings and defect register with the facility manager. Obtain their signature acknowledging the findings and agreed corrective actions. File the completed checklist in the facility maintenance records and distribute copies to responsible parties.

In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this checklist?

Facility inspections should follow a tiered schedule. Daily walkthroughs cover general housekeeping and safety. Weekly checks cover high-use equipment and common areas. Monthly inspections cover HVAC filters, fire equipment and emergency systems. Quarterly inspections provide a comprehensive review of all mechanical, electrical and plumbing systems. Annual inspections should include specialist assessments.

The frequency depends on the type of facility, occupancy, usage patterns and any regulatory or lease requirements. Manufacturing facilities and warehouses may need more frequent equipment checks than office buildings.

In MapTrack, you can set up recurring inspection schedules for every system and location within your facility. Different frequencies for different systems, automatic reminders when inspections are due and a live dashboard showing compliance status across all areas.

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Frequently asked questions

Building maintenance focuses on the physical structure and its fixed systems such as walls, roof, plumbing and electrical. Facility maintenance is broader and includes everything required to keep a facility operational, covering building systems plus equipment, grounds, security, cleaning, waste management and any specialised systems specific to the facility purpose. For example, a manufacturing facility includes production equipment maintenance, while a data centre includes cooling and UPS maintenance.

Start by listing all assets and systems in your facility. Identify manufacturer-recommended maintenance intervals for each. Group tasks by frequency (daily, weekly, monthly, quarterly, annual). Assign responsibilities and schedule tasks across the calendar year. Use our preventive maintenance schedule template to map it out, or set up service schedules in MapTrack.

General facility maintenance can be performed by trained maintenance staff. Specialist tasks require licensed tradespeople, including electricians for electrical work, plumbers for plumbing, refrigeration mechanics for HVAC, and licensed fire protection technicians for fire safety systems. Always check Australian licensing requirements for your state or territory.

Facility maintenance must comply with the WHS Regulations 2011, Chapter 3, Part 3.1, which requires a PCBU to manage risks in the workplace. Specific systems have additional requirements: electrical installations under AS/NZS 3000:2018, fire safety systems under AS 1851:2012 (which mandates monthly, six-monthly and annual inspection frequencies), HVAC under AS 1668.2:2024, and Essential Safety Measures under state building regulations. Insurance policies commonly require evidence of regular maintenance. Documented inspection records with signed checklists demonstrate compliance during audits and insurance reviews.

Yes. Download and use the facility maintenance checklist for free. It downloads as a ready-to-print PDF. No MapTrack account is required. If you want to schedule recurring inspections for every system and location within your facility, with automatic reminders and a live compliance dashboard, MapTrack can do that. Book a demo to see how.

Use a tiered schedule. Daily walkthroughs cover general housekeeping and safety. Weekly checks cover high-use equipment and common areas. Monthly inspections cover HVAC filters, fire equipment and emergency systems. Quarterly inspections give a comprehensive review of all mechanical, electrical and plumbing systems, and annual inspections bring in specialist assessments. Where a standard sets its own interval, such as the monthly, six-monthly and annual routines for fire protection systems under AS 1851, the standard's interval takes precedence over the general tier.

Complete the facility and inspection details at the top, including the inspection type. Start with the safety-critical systems: fire safety equipment and emergency systems. Then work through each system area methodically, moving from mechanical and electrical through plumbing and the building fabric. Record every defect with a severity rating and a photograph, noting what was found and the risk it carries. Assign corrective actions with due dates and responsible people, separating urgent safety items from routine work, then review the completed checklist against the last one to see what is recurring.

The facility details, including name, address, type, size and occupancy, and the inspection details of date, inspector and inspection type. Then the systems: mechanical, covering pumps, compressors, motors, drives and bearings; electrical, covering switchboards, distribution, lighting and emergency lighting; HVAC, including filters; fire protection and emergency systems; plumbing; and the building fabric and grounds. Each system has its own checks and a place to record defects, so the completed checklist doubles as the maintenance record for the period.

Applicable regulatory standards

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

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Managing risks to health and safety, and competent person maintenance and inspection of plant such as pumps and compressors.

    • Part 3.1: Managing risks to health and safety: identify hazards, eliminate or minimise risks using the hierarchy of controls, maintain and review controls.
    • reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Routine service of fire protection systems and equipment

    Edition: AS 1851-2012 (incl. Amd 1:2016)

    Routine service frequencies, tolerances and records for fire protection systems; where it applies, its intervals override general tiers.

    • 1.11: Frequency of routine service intervals, allowed tolerances and changes to scheduled dates.
    • 1.16: Routine service records: logbooks, tags and labels, summary records and record retention.

    Standards AustraliaSold by the publisher

  • Electrical installations (known as the Australian/New Zealand Wiring Rules)

    Edition: AS/NZS 3000:2018 (incl. Amd 1:2020, Amd 2:2021, Amd 3:2023, Ruling 1:2024)

    Periodic inspection and testing of electrical installations.

    • 8.1.3: Periodic inspection and testing of electrical installations

    Standards Australia and Standards New ZealandSold by the publisher

  • The use of ventilation and airconditioning in buildings, Part 2: Mechanical ventilation in buildings

    Edition: AS 1668.2:2024

    Mechanical ventilation design standard; the 2024 edition replaced AS 1668.2-2012.

    Standards AustraliaSold by the publisher

  • National Construction Code

    Edition: NCC 2025: Victoria from 1 May 2026; ACT and WA from 1 May 2026, each with a 12-month transition period; SA plumbing code from 1 May 2026. NSW, Queensland and SA (building) adopt NCC 2025 on 1 May 2027, with NCC 2022 Amendment 2 applying until then. Tasmania adopted NCC 2025 temporarily from 1 May to 4 June 2026 and lists 1 May 2027 as its adoption date. The NT has not adopted NCC 2025.

    Building code given legal effect by state law. Volume One has no maintenance section, so maintenance duties sit in state building regulations.

    Australian Building Codes Board

  • Asset management - Asset management system - Requirements

    Edition: ISO 55001:2024 (Edition 2)

    Voluntary asset management system standard for planning maintenance across the facility's assets.

    International Organization for Standardization (ISO)Sold by the publisher

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Check the current source

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The numbers behind this facility maintenance checklist

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  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Facility maintenance checklist</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Facility details: name, address, type, size, occupancy.</li>
    <li style="margin:4px 0;">Inspection details: date, inspector name, inspection type.</li>
    <li style="margin:4px 0;">Mechanical systems: pumps, compressors, motors, drives, bearings.</li>
    <li style="margin:4px 0;">Electrical: switchboards, distribution, lighting, emergency power, UPS.</li>
    <li style="margin:4px 0;">Plumbing: water supply, drainage, hot water, backflow prevention, pumps.</li>
    <li style="margin:4px 0;">HVAC: air handling units, chillers, boilers, ductwork, controls.</li>
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  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/facility-maintenance-checklist" style="color:#071D49;font-weight:600;text-decoration:none;">Facility maintenance checklist</a> by MapTrack</p>
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Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

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The MapTrack facility maintenance checklist contains 40 checks across 8 sections.

Short attribution
MapTrack Facility maintenance checklist, https://www.maptrack.com/templates/facility-maintenance-checklist
Reference list
MapTrack. (2026). Facility maintenance checklist [Checklist template]. Retrieved from https://www.maptrack.com/templates/facility-maintenance-checklist

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/facility-maintenance-checklist.

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