Free Facility Maintenance Checklist Template (Excel)

Free Facility Maintenance Checklist Template (Excel)

Facilities maintenance has a compliance dimension that most maintenance doesn't. Miss a PM on a pump and production slows. Miss a fire panel test and you're in breach of your fire risk assessment obligations. Miss a LOLER inspection and a piece of lifting equipment that injures someone becomes a much more serious problem than it needed to be.

This template is built around that reality. It covers the statutory and planned tasks across the main building systems — fire safety, HVAC, electrical, plumbing, and lifts — with the structure to track both what's due and what evidence you have that it was done.

Download the Template

Two Types of Maintenance in One Schedule

Facility maintenance sits in two categories, and the schedule needs to handle both:

Statutory compliance — legally required, documented, often carried out by approved contractors:

• Fire alarm testing (weekly function test, annual full test)
• Emergency lighting testing (monthly function, annual full duration)
• Fire extinguisher annual inspection
• Legionella temperature monitoring
• LOLER inspections (if lifting equipment is on site)
• Fixed electrical installation inspection (EICR — every 5 years for commercial)
• Gas safety inspection (annual for commercial)

Planned maintenance — best practice and manufacturer-recommended:

• HVAC filter replacements
• HVAC annual service
• Boiler service
• Roof drainage clearance
• Car park and external lighting checks
• Pest control visits

Both types should be in one schedule. The mistake is keeping statutory compliance in a separate document — it means you're managing two systems, and gaps appear in the space between them.

Structuring the Checklist

Group by system first

Organise tasks by building system, not by frequency. This means when you're doing a fire safety review, all your fire tasks are in one place. When the HVAC contractor visits, they can run down the HVAC tasks without digging through unrelated entries.

Systems to cover (adapt to your building):

• Fire Safety
• HVAC
• Electrical
• Plumbing / Legionella
• Lifts and Lifting Equipment
• Building Fabric
• External Areas

Core columns

Next Due formula

=IFERROR(
  IF(D2="Weekly", C2+7,
  IF(D2="Monthly", C2+30,
  IF(D2="Quarterly", C2+91,
  IF(D2="Six-monthly", C2+182,
  IF(D2="Annual", C2+365,
  IF(D2="2 yearly", C2+730,
  IF(D2="5 yearly", C2+1825, "")
  ))))))),"")

Replace C2 with your Last Completed column, D2 with your Frequency column.

Flag what's urgent

Three conditional formatting rules on the Next Due column:

Overdue: =AND(E2<TODAY(), E2<>"") → Red

Due within 14 days: =AND(E2>=TODAY(), E2<=TODAY()+14) → Amber

Due within 30 days: =AND(E2>TODAY()+14, E2<=TODAY()+30) → Yellow

Facilities management runs on 30-day planning horizons. Yellow means "book this in." Amber means "book this in today." Red means you're already in breach.

Statutory Tasks: What You Cannot Miss

Fire safety

Weekly: Fire alarm panel check (visual inspection, no fault lights).

Monthly: Emergency lighting function test — press the test button, confirm all units illuminate. Log the date, who tested it, and any failures.

Annual: Fire alarm full test — all call points activated, all sounders checked. Must be carried out by a competent person (typically a contracted fire engineer). Emergency lighting 3-hour full discharge test.

Annual: Fire extinguisher inspection — annual service by an approved contractor, 5-year extended service or discharge test for CO2.

Legionella

For any building with a hot and cold water system:

Monthly: Temperature checks on calorifiers (flow >60°C, return >50°C) and cold water storage (below 20°C).

Quarterly: Flush infrequently used outlets (run for 2 minutes to flush).

Annual: Full Legionella risk assessment review.

Log all temperature readings with date, location, and reading. If readings are outside target range, log the corrective action taken.

LOLER (Lifting Operations and Lifting Equipment Regulations)

If you have lifting equipment on site — passenger lifts, goods lifts, vehicle lifts, MEWPs, hoists — LOLER requires thorough examination:

• Passenger and goods lifts: every 6 months
• Other lifting equipment: every 12 months

Must be carried out by a competent person (typically a specialist contractor). Keep the written examination report. Log the date, contractor, and any defects noted.

EICR (Electrical Installation Condition Report)

Commercial premises: every 5 years, or on change of occupancy. Must be carried out by a qualified electrician. The report identifies unsatisfactory conditions that must be remediated within specified timeframes. Log the report date and any C1 (immediately dangerous) or C2 (potentially dangerous) items with their remediation dates.

Managing Contractors

A significant portion of facility maintenance is carried out by specialist contractors — HVAC engineers, fire alarm companies, lift contractors, electrical contractors. The checklist needs to track this.

Keep contractor contact details in the Notes column — company name, account number, out-of-hours number. When something is due, you can call without digging through emails.

Note the contract type — do you have a service contract with a set visit schedule, or are you booking ad hoc? A service contract means the contractor should be contacting you. Ad hoc means you need to initiate.

Log the job reference or invoice number when a contractor visits. This gives you a paper trail that connects the spreadsheet entry to an invoice and a contractor report.

Evidence and Audit Readiness

The checklist is a tracking tool. The evidence is everything else: test reports, inspection certificates, service sheets, photographs.

Where to store evidence: Keep a folder structure that mirrors your building systems. Fire Safety / 2026 / Fire Alarm Annual Test contains the engineer's report. Your spreadsheet entry for that task notes the folder location.

What auditors look for: Inspections completed within schedule. Defects identified and remediated. Competent persons used for statutory tasks. An unbroken record going back as far as their review period (typically 3-5 years).

The gap that catches people: A task recorded as "Complete" in the spreadsheet with no supporting document. If challenged, a spreadsheet cell proves nothing. The engineer's report proves it.

When This Outgrows Excel

The facility maintenance checklist has the same fundamental limits as any maintenance spreadsheet. The ones that matter most in a compliance context:

No timestamp integrity. Entries can be backdated. A genuine compliance audit trail requires tamper-evident records where the timestamp is system-generated.

Document attachment. The engineer's reports, test certificates, and inspection records should live with the task — not in a separate folder that may or may not be kept up to date.

Multi-site. Managing one building in Excel is feasible. Managing five buildings, each with their own statutory schedule, in separate spreadsheets, is a significant administrative burden with significant compliance risk.

The 5 signs you've outgrown spreadsheets covers when to make the move.

Related Templates

• Full CMMS Excel Template — the complete system across all asset types
• PM Schedule Template — the general-purpose preventive maintenance schedule
• Maintenance Log Template — the permanent record of every task completed