Facilities management is not just about keeping a building presentable. For commercial properties, it plays a direct role in health and safety compliance, business continuity, tenant satisfaction, and long-term cost control.
Whether you manage an office, retail unit, warehouse, industrial site, or mixed-use building, having a consistent FM checklist helps you stay on top of what matters and prevent small faults from turning into expensive downtime.
Below is a practical facilities management checklist you can use to improve reliability, reduce risk, and keep your property running smoothly.
Why a facilities management checklist matters
A structured checklist helps you:
- Reduce urgent callouts and avoidable breakdowns
- Stay compliant with key safety responsibilities
- Protect staff, tenants, visitors, and contractors
- Extend the life of building assets and equipment
- Maintain a professional environment for customers and employees
Keystone Insight: Many businesses only notice facilities management when something fails. A checklist keeps issues under control before they disrupt operations.
1) Statutory compliance and safety (priority area)
Compliance is the foundation of facilities management. If you miss key checks, you risk enforcement action, invalid insurance conditions, or avoidable safety incidents.
Fire safety
- Fire risk assessment in place and kept up to date
- Fire exits and escape routes clear at all times
- Fire doors closing correctly and never wedged open
- Fire extinguishers in date and correctly located
- Fire alarm testing scheduled, recorded, and serviced
- Fire safety signage visible, correct, and in good condition
Keystone Insight: If you have five or more people on the premises, your fire risk assessment must be recorded in writing, and you must show that it is actively managed.
Emergency lighting
- Emergency lighting installed where required (escape routes and key access areas)
- Testing completed and logged
- Failed batteries or fittings repaired promptly
Keystone Insight: Emergency lighting failures often go unnoticed until a test is done. A regular testing schedule prevents last-minute compliance issues.
Electrical safety and PAT testing
- Visual checks of plugs, cables, and sockets completed
- Portable appliances assessed based on usage and risk
- Testing schedule documented and not based on guesswork
- Distribution boards accessible, labelled, and safe
Keystone Insight: A risk-based approach to electrical safety is essential. A warehouse environment and an office environment do not require the same testing routine, even for similar equipment.
Gas safety (where applicable)
- Gas appliances and flues checked by qualified engineers
- Records stored securely and accessible when needed
- Faults repaired immediately
Keystone Insight: Gas safety is an area where delays quickly become high risk. If there is any concern, it is always best to isolate and investigate rather than wait and see.
Water hygiene and Legionella control
- Legionella risk assessment completed where relevant
- Control measures in place (monitoring, flushing regimes where required)
- Review completed if water usage patterns change or systems are altered
Keystone Insight: Many Legionella risks increase during periods of low building occupancy. If parts of the building are unused, water systems must still be managed properly.
2) Planned preventative maintenance (PPM) checks
Planned preventative maintenance is where good facilities management saves serious money over time. It reduces breakdowns and extends the life of your assets.
Building fabric (structure and external condition)
- Roof inspection carried out regularly (especially after storms)
- Gutters and downpipes cleared and draining correctly
- External brickwork, cladding, and seals checked
- Internal signs of water ingress investigated early (staining, damp patches)
- Windows and doors sealing properly and not letting in draughts
Keystone Insight: Water ingress rarely starts as an emergency. Most major leaks begin as minor issues that are easy to repair if caught early.
Heating, ventilation and comfort
- Heating performance stable across the building
- Thermostats, zoning and controls functioning correctly
- Vents and air returns not blocked by furniture or storage
- Filters checked and replaced on schedule
- Plant rooms kept accessible, organised and safe
Keystone Insight: Many heating failures are actually control issues, blocked airflow, or circulation problems rather than boiler faults. A good checklist helps you identify the real cause faster.
Lighting and electrical reliability
- Failed lamps replaced promptly
- Flickering lighting investigated (potential wiring or fitting issues)
- External lighting working for security and safe access
- Emergency routes clearly lit and functional
3) Operational maintenance (day-to-day reliability)
These checks reduce tenant complaints, staff disruption, and emergency callouts.
Safe access and movement
- Walkways and staircases clear and safe
- Flooring, thresholds and mats secure
- Handrails stable and undamaged
- Car park and outdoor surfaces checked for hazards
Security and building access
- Doors and locks working as intended
- Access control systems operational (if installed)
- External gates and barriers functional (where applicable)
- CCTV working and recording correctly (if installed)
Waste, hygiene and pest prevention
- Waste areas kept clean and managed to prevent overflow
- Bin storage areas inspected for spills or smells
- Early pest risks addressed (food waste, water, gaps and access points)
Keystone Insight: Pest issues are usually caused by access points and hygiene breakdowns, not chance. Consistent checks prevent repeat problems.
4) Tenant and staff experience (often overlooked)
Your building can be compliant and still feel poorly managed. These checks protect reputation and retention.
- Temperature complaints tracked and resolved at root cause
- Draughts and comfort issues identified and corrected
- Noise issues investigated (fans, ductwork, loose fixings)
- Toilets checked regularly for usability
- High-visibility areas maintained (entrances, signage, shared spaces)
Keystone Insight: The fastest way to lose tenant confidence is slow response to small issues. Minor faults build into a bigger perception problem if they linger.
5) Documentation and reporting (protects you long-term)
Facilities management is not only about doing the work. It is about proving you have a system.
- Asset register maintained (equipment, model, serial numbers)
- Compliance certificates stored centrally
- Maintenance logs updated after every job
- Defects recorded with a clear priority level and action plan
- Contractor reports filed and retained
Keystone Insight: If there is an incident, it is rarely enough to say we maintain the building. A documented process shows you acted responsibly and consistently.
Suggested facilities management schedule (simple guide)
Daily or weekly checks
- Fire exits and escape routes clear
- Toilets operational
- Obvious damage, leaks, or trip hazards reported
- External doors secure and working
Monthly checks
- Lighting condition check
- Basic building fabric inspection
- Review outstanding repairs and repeat callouts
Quarterly checks
- Drainage and roof inspection
- HVAC performance review and filter checks
- Review contractor performance and maintenance trends
Annual checks
- Full compliance review
- Renew maintenance schedules and service contracts
- Budget forecasting and asset lifecycle planning
Need help managing your commercial property?
If you want a facilities management partner who can handle maintenance, compliance checks, and ongoing property care with a clear process and reliable support, Keystone Facility Management can help.
Get in touch with our team to discuss a maintenance plan suited to your building, usage, and risk level.