Hotel Preventive Maintenance Checklist

Hotels see some of the highest foot traffic of any business. High usage leads to lots of wear and tear. Your team will need a thorough hotel maintenance checklist to keep spaces in good condition.  

In this article, you will learn how to develop a hotel maintenance checklist and build practical preventive maintenance plans for hotels and other commercial establishments.

Explore our free maintenance templates & checklists

How to build your hotel preventative maintenance checklist

Hotels generally require maintenance for 3 main systems: 

• Building System Maintenance: air conditioner (HVAC) units, elevators, fire alarms, and electrical connections
• Facility Maintenance: hotel rooms, hallways, lobby, and entertainment facility cleaning and repair
• Equipment Maintenance: checking parameters such as oil levels, air filters, coolants, condenser coils, and various fluid level indicators for all installed machinery

Hotel maintenance tasks can also be divided by the frequency they should be completed. Separate tasks in your maintenance schedule by the following timelines:

• Daily preventive maintenance tasks
• Quarterly/seasonal maintenance tasks
• Bi-annual/annual maintenance tasks

The best way to set up your hotel maintenance program is to organize tasks by the following criteria:

• Task frequency (daily, monthly, annually, etc.)
• Location on the property
• Asset

Hotel areas that need maintenance

Hotels come in many different shapes and sizes. All areas of the property will need maintenance at some point, whether it is a 20-room motel or a mega-resort with thousands of rooms. 

Outside of guest rooms, here are some additional areas of a hotel resort that may need maintenance:

• Gyms
• Full-service spas
• Restaurants
• Golf courses
• Casinos
• Theaters

This is not an exhaustive list, as every hotel or resort is different. Consider the unique needs of your facility when creating your own maintenance checklist template.

Daily PM Checks

No matter the size of your establishment, there will be tasks you need to complete each day to ensure your guests have the best experience possible while staying at your hotel. 

Guest room inspection checklist

As a maintenance manager, you want to create an SOP for guest room checks that might include things like:

• Lighting: Ensure that all lights are working properly; replace lightbulbs if needed
• HVAC unit/thermostat: Ensure proper functioning; change filters if needed
• Plumbing: Check for drain clogs in bathtubs, bathroom, and kitchen sinks
• Furniture: Inspect for damage; ensure all furniture is functional and safe for use
• Fixtures: Inspect for damage; ensure faucets have adequate caulking, tile grout is secured, towel racks are appropriately secured, etc.
• Appliances: Ensure kitchen and laundry appliances are working properly (if applicable)

Hotel housekeeping teams will have their own cleaning checklist to change linens, trash bins, and general cleanliness.

Amenities and guest common areas 

Landscaping and grounds:

• Pool grounds: Inspect tiles, rocks, plants, and decorative pieces
• BBQs and fire pits: Inspect for functionality and safety
• Golf course: General lawn care and golf course maintenance tasks

Pools and jacuzzis:

• Chlorine and pH levels: Measure chlorine and acid levels in pools; treat water if necessary
• Pump room: Ensure all equipment in the pool pump room is running properly

Industrial kitchen:

• Freezers: Clean and monitor temperature
• Stoves: Clean gas burners, clean extractor hood

Garden and outdoor spaces:

• Garden: Prune plants
• Lawn: Mow lawn, clean irrigations sprinklers, and filters

Gym: 

• Ensure all equipment is checked for wear and tear and operational faults, and clean and disinfect all workout surfaces

Building Systems PMs

Fire system: 

• Ensure fire riser valve locks are on

HVAC system: 

• Perform meter readings
• Clean HVAC air filters, air intakes, blower motors, compressors, and exhaust fans
• Test and run all safety controls.
• Inspect compressed air lines
• Monitor oil levels and replace air compressor pumps as necessary 

Boilers and chillers: 

• Perform meter readings
• Measure water temperature 
• Check the water level indicator 
• Measure pressure with a manometer
• Check general operation: Noise, vibrations, voltage indicator light, first flame indicator light, second flame indicator light, hour meter
• Check for steam or water leaks
• Check safety valves 

Electrical:

• Regularly inspect lighting fixtures and systems in the facility

Safety and Emergency: 

• Ensure safety labels and signs are clearly readable and visible.
• Inspect fall protection harnesses and seat belts on exterior sanitation swings.
• Check 

Security: 

• Check doors for proper operation and make sure exits are not obstructed 
• Insect door locks and closures

Plumbing: 

• Check condition and operation of toilets and showers
• Check and register hot water temperature in accumulators 
• Analyze free chlorine levels in network points
• Discharge water at the points of least flor, including public bathrooms, utility rooms, and unoccupied rooms
• Purge water tanks
• Clean water filters
• Check and register temperature at the endpoints

Facilities PMs

Safety and emergency:

• Look for broken windows, doors, and railings
• Check trees to ensure no branches are about to fall

Security:

• Check wall, floor, and ceiling paint for discoloration or chipping
• Ensure wallpaper, carpeting, and floorboards have no cracks or signs of excessive wear
• Inspect door closures, brackets, frames, and closures for cracks and fungus
• Check for pest or insect infestation and bird nests on top of clocks and wall mounts
• Look for signs of moss, algae, or other plant growth on railings, sills, and room corners

Plumbing:

• Look for evidence of water leakage or seepage 
• Clean toilets, bathrooms, swimming pools, and other public waterworks
• Sanitize sinks, toilet bowls, urinals, and various latrine elements 

Exterior:

• Check for plants on the building and foundation
• Check storm drains
• Examine the condition of the sidewalk, driveway, and parking lot
• Check trees to ensure no branches are about to fall
• Check that area around trash bins is clean
• Examine the condition of any fencing
• Check the exterior paint for weather damage, dust, and bird stains.

Roof: 

• Clean drains and gutters, test downspouts and drains, flush spouts/drains with water

• Make sure gutters are anchored
• Inspect stack and all roof penetrations
• Remove plant life growing on the roof
• Clean any broken glass or other debris

Equipment PMs

Industrial laundry: 

• Clean the dryer’s filters
• Check product level in canisters
• Check the rubbers and other signs of wear
• Check for leaks
• Clean machine drum and laundry area 

Security:

• Check all motorized machinery for rust, friction wear, material reduction, and/or micro-breakage
• Examine rotary and hand-held winding and attachment ports for wear

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Download this helpful guide to everything a CMMS has to offer.

Seasonal/quarterly PM checks

As weather changes throughout the year, so do maintenance tasks. See the list below for tasks that should be performed quarterly or seasonally.

Amenities and guest common areas 

Industrial kitchen: 

• Freezers: check anti-frost system and remove excess ice, check coolant gas levels
• Structures and equipment: check sealing rubbers and silicone condition

Pools and jacuzzis:

• Winterize if necessary

Gym:

• Electrical: perform overhaul and recalibrate to factory values
• Equipment: inspect for signs of wear, verify safety and accuracy, and lubricate 

Garden and outdoor spaces:

• Lawn: measure pH and fertilize as needed

Building Systems PMs

Fire system:

• Perform unannounced fire alarm drills  
• Replace batteries in carbon monoxide and smoke detectors, test instruments, and flashlights
• Test and inspect fire suppression system

HVAC system: 

• Replace air filters
• Preventative maintenance for chillers and water towers (performed by a vendor)
• Inspect condenser motor bearings
• Inspect condenser coil, air intake, and discharge
• Check all refrigerant piping and insulation
• Secure loose panels and duct connectors.
• Check the operation of the exterior unit

Safety and Emergency:

• Examine inventory and procure first aid kits, defibrillators (AEDs), fire extinguishers, respirators, and other safety equipment as needed
• Unwind and check elevator cables and attachments for breakage

Security: 

• Check the interior, exterior, exit, and peripheral area lighting for voltage fluctuation or wiring damage
• Check all heating and cooling elements for rust and temperature damage.
• Unwind and check elevator cables and attachments for breakage.
• Preemptively replace any equipment piece approaching the end of its lifecycle.

Plumbing: 

• Inspect plumbing according to a regular schedule
• Investigate any leaks or unusual noises
• Lubricate bearings 
• Inspect couplings and check for leaks
• Check the function of sump and sewage ejection pumps
• Lubricate exposed pumps according to schedule 

• Clean and calibrate control devices 
• Check the tanks and piping purgers
• Descale showers and strainers, and disinfect with a neutral pH product
• Disinfect waterfalls, swan nozzles, ornamental fountains, and similar
• Analyze domestic hot water (tanks/rooms)

Facilities PMs

Parking lot: 

• Weather-appropriate treatments (like snow plowing and salt in the winter)

Plumbing: 

• Empty out and refill fountains and other decorative installations
• Replace rusted pipes and exterior fittings

Security:

• Replace damaged windowsills, mirror frames, and other glass holders

Equipment PMs

Back-up generator:

• Clean and inspect the general condition
• Check the oil level and pressure
• Check the alarms
• Perform lamp test
• Check battery charging voltage
• Check resistance temperature 
• Check the time needed to be up and running
• Check fuel level
• Run a test without load
• Check frequencies
• Check oil pressure and water temperature

Industrial laundry:

• Check for leaks
• Check and clean dosers
• Clean the calendar machine
• Lubricate mechanical components 
• Check operation of laundry boilers
• Check plumbing to prevent effluent from overflowing
• Check drainage system, including protection and non-return valves

Electrical: 

• Inspect fluid pumps for incorrect power output
• Check mobile machinery such as powered trolleys, lifts, and carts for mechanical malfunctions
• Run benchmarks on mobile machinery as per standards 
• Replace faulty wiring and reset output settings

Bi-annual/annual PM checks

Some of the most important tasks in your maintenance schedule can also be the hardest to keep track of because they only happen once or twice a year.

Amenities and guest common areas 

Industrial kitchen: 

• Scales: calibrate 
• Safety devices: check every safety device
• Structures and equipment: check metal structures for corrosion and oxidation

Pools and jacuzzis:

• Pool: clean and check the operation of the pump, pressure gauges, turbine, and filters

Garden and outdoor spaces:

• Lawn: check irrigation system controller and pump
• Seating: check pergolas, benches, swings, and similar

Building Systems PMs

Fire system:

• Fire extinguishers: inspected and replaced by a vendor
• Fire system certification: performed annually by a vendor
• ANSUL certification: commercial kitchen fire system inspection, performed by a vendor

Boilers and chillers: 

• Test the operation of condenser fans
• Check the thermal insulation of the evaporator
• Check oil levels in the compressors 
• Measure the consumption of condenser compressors and fans
• Check for air bubbles in the liquid sight glass
• Check differential pressure in compressor oil pumps
• Clean and inspect the condenser
• Check operation of the flow switches
• Check pressure gauges and thermometers
• Retighten electrical and mechanical components as needed
• Check the protection terminals
• Analyze oil acidity 
• Clean the electrical panel and check the electrical installation 
• Check the structure for corrosion 

Elevators:

• Must be inspected and recertified annually. This specialized service is generally performed by a vendor.

Electrical:

• Check main switch hubs for each floor and conclude the inspection with the power supply hub for the facility.
• Clean and check transformer station
• Measure consumption
• Measure resistance of ground electrodes

Plumbing: 

• Check the condition of the pipes
• Clean the installation
• Analyze domestic cold water (tanks/rooms)
• Replace AQS aluminum anodes
• Replace AFS aluminum anodes
• Replace AQS titanium anodes 

Solar panels:

• Check the temperature and pressure of the primary
• Check cover and housing for dirt, deformation, condensation, or other anomalies
• Check joints for deformations, degradations, or cracks
• Check the structure for corrosion and oxidation
• Clean the purger and collector cover
• Check safety valve
• Retighten case screws
• Clean the purger
• Check liquid level
• Check the expansion tank pressure

Facilities PMs

Plumbing: 

• Replace batteries for self-cleaning and misting mechanisms 

Equipment PMs

Backup generator:

• Lubricate hinges
• Check valve clearances
• Retighten terminals on the alternator and circuit breaker 
• Perform general cleaning
• Retighten engine and alternator supports
• Replace oil and oil filters according to manufacturers’ recommendations
• Replace fuel filter according to manufacturers’ recommendations 

Industrial laundry: 

• Check the steam and hot water pipes insulation
• Check the calendar machine rollers and paraffin the cradle
• Check thermostat, stopwatch timers, and machine’s water intake
• Check electrical system, including circuit breakers, fuses, thermal relays, and signaling

It pays to be proactive

It pays to be proactive and keep up with general maintenance in your hotel to keep systems running smoothly for longer.

Get your systems running more smoothly by contacting Limble today. Want to test Limble out for yourself? 

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