Building maintenance inspections are the foundation of effective facilities management. A well-structured inspection checklist helps property managers and maintenance teams identify potential problems before they become costly failures, ensuring the safety and comfort of every occupant. Whether you oversee a single office building or an entire portfolio, a standardised checklist keeps your operations consistent and your documentation audit-ready.
Why Building Maintenance Inspections Matter
Regular building inspections protect your organisation in several critical ways. First, they safeguard occupants by catching hazards such as faulty wiring, crumbling masonry, or blocked fire exits. Second, they preserve asset value—deferred maintenance accelerates deterioration and drives up long-term repair costs. Third, many jurisdictions mandate periodic inspections for fire safety, accessibility, and structural integrity. Failing to comply can result in fines, liability claims, or even forced closures. A documented inspection programme demonstrates due diligence and provides evidence should disputes arise.
Complete Building Maintenance Inspection Checklist
Structural Elements
The structural integrity of a building is the most fundamental safety concern. Inspectors should examine load-bearing walls, columns, beams, and foundations for visible signs of distress. Pay attention to cracks, water staining, and any evidence of settlement or shifting.
- Inspect exterior walls for cracks, spalling, or efflorescence
- Check foundation areas for water intrusion, cracking, or erosion
- Examine roof structure for sagging, damaged trusses, or deteriorated decking
- Verify that expansion joints are intact and free of debris
- Document any new or widening cracks with measurements and photographs
Roofing and Waterproofing
Roof failures are among the most expensive maintenance issues a building can face. Routine inspections catch minor membrane damage, blocked drains, and flashing failures before they lead to interior water damage.
- Walk the roof surface looking for blisters, punctures, and membrane separation
- Clear all drains, scuppers, and gutters of debris
- Inspect flashing at parapets, penetrations, and expansion joints
- Check skylights and roof hatches for seal integrity and hardware function
Electrical Systems
Electrical failures can cause fires, equipment damage, and costly downtime. Annual inspections should cover the full distribution chain from the main switchboard to individual outlets.
- Verify panel schedules are current and all breakers are labelled
- Test ground-fault circuit interrupter (GFCI) outlets in wet areas
- Inspect wiring runs for damage, overheating, or improper splices
- Confirm emergency lighting and exit signs are functional
- Check switchgear rooms for cleanliness, temperature, and pest activity
Plumbing and Water Systems
Leaks waste water, increase utility costs, and promote mould growth. A thorough plumbing inspection targets supply lines, waste pipes, fixtures, and water-heating equipment.
- Look for leaks at valves, joints, and fixture connections
- Test backflow prevention devices and document results
- Inspect water heaters for corrosion, pressure-relief valve operation, and sediment build-up
- Check sump pumps and ejector pits for proper cycling
HVAC Systems
Heating, ventilation, and air-conditioning systems consume a significant portion of a building's energy budget. Inspections help maintain indoor air quality, energy efficiency, and equipment longevity.
- Replace or clean air filters according to the manufacturer's schedule
- Inspect ductwork for leaks, insulation damage, and biological growth
- Verify thermostat calibration and programmable schedules
- Check condensate drains and pans for blockages
- Test refrigerant levels and inspect compressor operation
Fire and Life Safety
Fire protection systems require regular testing to meet code requirements and ensure they will perform when needed. Documentation of these inspections is often legally mandated.
- Test fire alarm pull stations, smoke detectors, and notification devices
- Inspect fire extinguishers for charge, tamper seals, and mounting height
- Verify sprinkler heads are unobstructed and within service life
- Confirm fire doors close and latch properly
Exterior and Grounds
The exterior envelope and surrounding grounds influence occupant safety, accessibility, and first impressions. A thorough walk-around catches hazards and cosmetic issues early.
- Inspect walkways, car parks, and kerbs for trip hazards and deterioration
- Check exterior lighting for burnt-out lamps and damaged fixtures
- Ensure signage, wayfinding, and accessibility features are intact
- Examine landscaping for overgrowth near building systems or exits
Interior Common Areas
Lobbies, corridors, stairwells, and restrooms reflect the overall condition of a facility. Keeping these spaces safe and presentable supports tenant satisfaction and regulatory compliance.
- Check flooring for loose tiles, torn carpet, or wet spots
- Inspect stairwell handrails, treads, and lighting
- Verify ADA-compliant signage and hardware in common areas
- Test door closers, panic hardware, and access-control systems
Best Practices for Building Maintenance Inspections
- Establish a recurring inspection calendar with daily, weekly, monthly, and annual tasks
- Assign clear ownership for each inspection area to prevent gaps
- Use photographs and measurements to track conditions over time
- Prioritise findings by risk level and address critical items immediately
- Keep all inspection records in a centralised digital system for easy retrieval
- Review and update checklists annually to reflect code changes and lessons learned
How Checksheets Helps
Checksheets transforms your building maintenance inspections from paper-based chores into streamlined digital workflows. Create custom checklists tailored to each building, assign tasks to team members, and capture photos and notes on any device. Automated reminders ensure no inspection is missed, while centralised dashboards give you real-time visibility into the condition of your entire portfolio. With built-in reporting and audit trails, you can demonstrate compliance at the click of a button.
Proactive building maintenance is the most cost-effective way to protect your property, your occupants, and your bottom line. Start building your digital inspection checklists today and take control of your facilities management programme.