Facility Inspection Checklist Template

The Facility Inspection Checklist

1. 1
   Phase 1

   Structural Integrity & Building Envelope

   6 tasks

   The building envelope — roof, walls, windows, and foundations — is the first line of defence against weather, water ingress, and structural deterioration. Defects caught early are repairs; defects left unaddressed become replacement projects.

   • Inspect the roof — visual inspection for damaged, missing, or deteriorated roofing materials; ponding water; blocked drains and gutters; flashing condition around roof penetrations
   • Inspect external walls — for cracks, spalling, efflorescence (white salt deposits indicating water ingress), failed sealants, and damaged render or cladding
   • Inspect windows and glazing — for cracked or broken panes, failed seals (condensation between panes), damaged frames, and inadequate weatherproofing
   • Inspect foundations and ground-floor areas — for cracks, movement, or signs of subsidence; rising damp at ground level
   • Inspect internal structures — any visible cracks in columns, beams, or slabs; evidence of recent movement or water damage
   • Document all findings — with photos; any structural concerns referred to a structural engineer
2. 2
   Phase 2

   HVAC Systems Inspection

   6 tasks

   • Confirm annual HVAC service certificate is current — service records showing a qualified contractor has performed the annual service
   • Inspect air handling units and fan coil units — for visible defects, unusual noise, and filter condition
   • Check cooling tower and chiller (where applicable) — operation and service records; Legionella risk assessment and water treatment records reviewed
   • Confirm HVAC controls are functioning — thermostats responding; no zones with persistent comfort complaints
   • Inspect ductwork where accessible — for visible damage, leakage at joints, or contamination
   • Review energy performance indicators — is consumption significantly higher than the prior year? May indicate efficiency degradation
3. 3
   Phase 3

   Electrical Systems Inspection

   6 tasks

   • Confirm Electrical Installation Condition Report (EICR) is current — (UK: every 5 years for commercial, more frequently for higher-risk; US: per NFPA 70B recommendations); on file
   • Inspect electrical distribution panels — for trip history, overloaded circuits, or evidence of overheating (scorching, burning smell)
   • Inspect all accessible wiring — for damage, improper alterations, or exposed conductors
   • Inspect outlets and switches — for damage, improper grounding, or non-working units
   • Confirm emergency power systems — UPS and generator tested and service records current
   • Confirm all electrical permits and certificates for recent work are on file
4. 4
   Phase 4

   Plumbing & Water Systems

   6 tasks

   • Test all fixtures and drains — sinks, toilets, and floor drains; proper flow and drainage; no drips or leaks
   • Inspect visible pipework — for corrosion, leaks, insulation condition, and evidence of previous leak damage
   • Confirm water heater condition and service records — age, temperature setting, and pressure relief valve condition
   • Confirm Legionella risk assessment and water hygiene records — (UK: Approved Code of Practice L8); temperature monitoring logs for hot and cold water systems; treatment records for cooling towers
   • Confirm backflow prevention devices are certified — current inspection tag from a certified tester
   • Locate and document main water shut-off valves — accessible and known to the facilities team
5. 5
   Phase 5

   Fire & Life Safety Systems

   6 tasks

   Fire and life safety is the highest-stakes inspection area in any commercial facility. Legally required inspections are not optional — they are the minimum, not the ceiling. Annual certification by qualified contractors, combined with monthly visual checks, is the standard.

   • Confirm fire alarm system annual inspection — certified by a qualified contractor; certificate on file; any defects noted in the certificate addressed
   • Confirm sprinkler system annual inspection — (where applicable); certified by a qualified contractor; sprinkler heads unobstructed (18-inch clearance per NFPA 25)
   • Inspect all fire extinguishers — current annual service tag; in designated locations; pins and seals intact; unobstructed access
   • Test emergency lighting — all emergency luminaires tested; any non-functioning units replaced
   • Inspect fire exit routes — all exit doors open freely; exit signage illuminated; routes to exits clear; no materials stored in corridors
   • Confirm fire risk assessment is current — (UK: legally required for all non-domestic premises under the Regulatory Reform (Fire Safety) Order 2005); reviewed annually and after any significant changes
6. 6
   Phase 6

   Accessibility Compliance (ADA / DDA)

   5 tasks

   • Inspect accessible car park spaces — correct number and dimensions; properly signed; accessible route from parking to building entrance
   • Inspect building entrance — accessible route; automatic door openers functioning; ramp slopes within code; threshold heights compliant
   • Inspect elevators — braille call buttons; audio announcements functioning; door hold open timing appropriate
   • Inspect restrooms — accessible stalls with correct dimensions; grab bars installed; accessible sink heights
   • Inspect corridors and doors — minimum clear widths maintained; door hardware operable with a closed fist (lever, not knob); no protrusions into circulation paths
7. 7
   Phase 7

   Security Systems & Access Control

   5 tasks

   • Review access control system logs — any failed access events indicating compromised credentials or device failures
   • Test CCTV coverage — all cameras functioning; recording; no blind spots in critical areas; footage retention period compliant
   • Test intruder alarm — annual service and test records current; monitoring company confirmed
   • Inspect external lighting — all car park and perimeter lighting functioning; no dark areas that create security or personal safety risk
   • Review visitor management process — sign-in procedure followed; visitor badges issued; no unescorted visitors in secure areas
8. 8
   Phase 8

   Grounds & Exterior

   4 tasks

   • Inspect car park and access roads — surface condition; line markings visible; no trip hazards; drainage functioning
   • Inspect landscaping — overgrown vegetation near building envelope removed; no tree limbs overhanging roof or power lines
   • Inspect boundary fencing and gates — structural integrity; security gate functioning and locked where required
   • Confirm signage — directional signage, fire assembly points, and no-entry signs all visible and legible