Form library · Facilities and maintenance

Facility inspection checklist

A facility inspection checklist for the facility manager's routine walk-round of a building, filled in on a phone. Add each area as you walk it (outside, entrance, offices, washrooms, kitchens, plant rooms, corridors and stairs, car park, loading bay) and mark the same ten checks: fabric, doors, lighting, signage, cleanliness, leaks, pests, escape routes, fire doors and access. Then track each statutory test or inspection against its due date, take meter readings if you need them, and raise what you found as reactive jobs with a priority and an owner. Planned servicing belongs on the PPM checklist; a roof condition record on the roof inspection checklist.

For facility managers, building managers, managing agents and maintenance contractors who walk a client's building every week, month or quarter and report back.

The form works in the UK, the US and elsewhere: choose where the building is and it shows the UK or OSHA maintenance notes. You enter the statutory items and dates from your own records.

Areas as spaces, each with ten checks, photos and a count of what needs action
A statutory compliance tracker: the test or inspection, who does it, last and next due dates, certificate seen, and overdue status worked out for you
Optional meter readings with use since the last reading
Findings raised as reactive jobs with priority, owner, due date, cost and a photo when done
A summary for the client and two signatures

Try it blank ↓See it completed ↓Use it in SiteSurvey Download the completed form (PDF)

Ready to use from the form library, and every question is yours to edit. Try it for a small trial fee, cancel any time.

Try it on your phone

Try it on this phone

Fill in the facility inspection checklist on your phone now

See how the facility inspection checklist looks on your phone

Scan the code with your phone camera. It opens the real form, no sign-up needed.

Open the live example and fill it in, just as your team would on site. No sign-up needed.

See it on this phone

Every question is editable. Add this form to your account, then change the wording, add or remove questions and options, and make it fit your own jobs.

Or start your trial with this form ready →

What should a facility inspection checklist include?

A facility inspection is useful when it is the same walk every time: the same areas in the same order, the same checks in each, a photo of every problem, and each problem turned into a job with an owner and a date. Add the statutory tests with their due dates and the client sees the state of the building and its compliance on one report.

Last updated 27 October 2026. Facts checked by the SiteSurvey team on 27 October 2026 against Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5 (legislation.gov.uk), Regulatory Reform (Fire Safety) Order 2005, article 17 (legislation.gov.uk), 29 CFR 1910.22, Walking-working surfaces: general requirements (eCFR) and 29 CFR 1910.37, Maintenance, safeguards and operational features for exit routes (eCFR).

How to do a facility inspection

Walk the whole building on a set round, inside and out, with the list of statutory tests and their certificates to hand.

Set up the round
Enter the building, where it is, its use, the round (weekly, monthly or quarterly) and the site contact.
Walk each area
Add each area and mark the ten checks. Photograph anything that needs action and note what needs doing.
Check the statutory items
Enter each test or inspection with its last and next due dates and whether you saw the certificate. The form marks anything due before today as overdue.
Take meter readings
If the round includes them, scan or enter each meter with the previous reading to see the use since the last round.
Raise jobs and sign off
Turn each finding into a job with a priority, an owner, a due date and a cost, write the summary for the client and sign with the site contact.

What makes a facility inspection useful

Each area: the ten checks, photos of what needs action, and the jobs raised from them

Level 3 corridor and stairs: escape routes and fire exits, Action needed: cardboard boxes stored in the escape corridor outside Tenant C. Job HD-2043, Emergency: make safe now, owner Tenant C office manager, due today, cleared and checked before leaving the floor.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Recording the statutory items as ticks without the next due date or the certificate, so an expired electrical inspection or lift examination is only found when an insurer or tenant asks for it.

What happens next

Send the report to the client, chase the open jobs to their due dates, book anything overdue on the statutory tracker, and start the next round from the open jobs list.

Try the facility inspection checklist form live

Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.

Live form: Facility Inspection Checklist (Building Walk-round)Open full screen ↗

Fill it in right here

This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed. Or open a completed example to see every answer, photo and score filled in.

Want to see one filled in? See a completed facility inspection checklist report (PDF), made by SiteSurvey from a fictional site visit.

Every question in the facility inspection checklist template

A facility manager's routine building walk-round: each area with ten checks for fabric, doors, lighting, signage, cleanliness, leaks, pests, escape routes, fire doors and access, a statutory compliance tracker with due dates, optional meter readings, and findings raised as reactive jobs with priority, owner and cost. 5 sections and 86 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

Make it your own: every question is editable

This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

Project: the project name
Building address: the site address, from the space or the project
Client or landlord: the project's customer

Building and inspection

Fill in before you start the walk-round.

ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name
Building addressShort answer
Fills in from the site address, from the space or the project
Client or landlordShort answer
Fills in from the project's customer
Location (GPS)Short answer
Inspection date*Date
Inspected by*Short answer
Building nameShort answer
Where is the building?*Choose one
Sets which notes you see.
- United Kingdom
- United States
- Other
Building useChoose one
- Office
- Multi-let office
- Retail
- Industrial or warehouse
- School or college
- Healthcare
- Mixed use
- Other
Inspection round*Choose one
- Weekly
- Monthly
- Quarterly
- One-off or after an incident
Facilities or managing agent companyShort answer
Site contact on the dayShort answer
GuidanceThe Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5, require the workplace and certain equipment, devices and systems (including mechanical ventilation and equipment meant to prevent or reduce hazards) to be maintained, including cleaned as appropriate, in an efficient state, in efficient working order and in good repair, and where appropriate under a suitable system of maintenance. The Regulatory Reform (Fire Safety) Order 2005, article 17, sets a similar maintenance duty for fire safety facilities, equipment and devices in England and Wales.
Shown when “Where is the building?” is “United Kingdom”
GuidanceOSHA 29 CFR 1910.22(d) requires walking-working surfaces to be inspected regularly and as necessary and kept in a safe condition, with hazards corrected or guarded before use. 1910.37(a) requires exit routes to be free and unobstructed and emergency safeguards such as alarms, sprinklers, fire doors and exit lighting to be in proper working order at all times.
Shown when “Where is the building?” is “United States”
CheckA routine walk-round record. It does not replace the specialist tests and inspections listed on page 3, and it does not certify the building or make it compliant.
Walk Cam: building walk-roundWalk Cam video with voice-to-text
Optional. Film a guided walk-round on the SiteSurvey app.
Weather on siteAnswer

Areas

GuidanceAdd each area you walk, in the order you walk them. Mark each check, photograph anything needing action and raise it as a job on page 5.
Areas
Repeat for each area. Each one asks:
- Area*Short answer
  For example Level 2 east offices, Basement plant room, Rear car park.
- Type of areaChoose one
  - Exterior and grounds
  - Roof
  - Entrance and reception
  - Offices or work areas
  - Washrooms
  - Kitchen or tea point
  - Plant room
  - Corridors and stairs
  - Car park
  - Loading bay
  - Other
- Tenant or occupierShort answer
  For multi-let buildings. Leave blank for common parts.
- GuidanceFor a full roof condition record use the roof inspection form. On this round, check outlets and gutters are clear and look for ponding, damage and loose items, from a safe place only.
  Shown only when the answers above make it relevant
- GuidanceDay-to-day cleaning goes on the washroom cleaning log. Here, record repairs: taps, WCs, flush, drains, hand dryers, sanitary bins, ventilation.
  Shown only when the answers above make it relevant
- GuidancePlant servicing goes on the PPM, AHU or boiler service forms. On this round, look for alarms, leaks, unusual noise, stored items and access, and note the BMS or panel status.
  Shown only when the answers above make it relevant
- GuidanceCheck appliances, sink and drain, extraction, and that water heaters and boiling taps are working and not leaking.
  Shown only when the answers above make it relevant
- Photos of the areaPhotos
- Fabric and finishes: walls, ceilings, floors, windowsChoose one
  Cracks, damaged ceiling tiles, trip hazards, broken glazing, loose floor finishes.
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Doors and ironmongery: hinges, locks, handles, closers, door entryChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Lighting: all lamps working, no damaged fittingsChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Signage: safety, fire exit and wayfinding signs in place and legibleChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Cleanliness and waste: clean, bins emptied, no stored rubbishChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Leaks and water ingress: ceilings, walls, pipework, around windows and roof lightsChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Pests: no droppings, gnawing, nests or insectsChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Escape routes and fire exits clear, exit doors open easilyChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Fire doors close fully onto the frame, not wedged open, not damagedChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Access: routes, ramps, handrails, lifts and accessible toilets usableChoose one
  - Acceptable
  - Action needed
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Anything else foundNotes
- This area: checks needing actionWorked out by the form
- Not checkedWorked out by the form
- Photos of what needs actionPhotos
  Shown only when the answers above make it relevant
Areas inspectedWorked out by the form
Checks needing actionWorked out by the form
Not checkedWorked out by the form

Statutory and compliance tracker

GuidanceEnter each test or inspection the building needs, with the dates from the certificate or contract. The form marks it overdue when the next due date is before the inspection date. It does not set intervals: they come from the law, the maker, your insurer and your risk assessments. Logs for the routine checks: fire alarm test log, emergency lighting test log, water temperature log.
Tests and inspections
Repeat for each item. Each one asks:
- Test or inspection*Short answer
  For example fire alarm service, emergency lighting annual test, water hygiene risk assessment review, gas safety, fixed electrical inspection, lift thorough examination, pressure system examination.
- Contractor or competent personShort answer
- Last doneDate
- Next dueDate
  From the certificate, contract or written scheme.
- Certificate or report seen?Yes or No
- Status on the inspection dateWorked out by the form
- Remedial actions on the last certificate, or what is being doneNotes
  For example C2 items open, booked for 4 November.
Items trackedWorked out by the form
OverdueWorked out by the form
No due date enteredWorked out by the form
Certificate not seenWorked out by the form

Meter readings (optional)

Meter readings taken on this round?Yes or No
Meters
Repeat for each meter. Each one asks:
Shown when “Meter readings taken on this round?” is Yes
- Meter*Short answer
  For example main electricity, gas, water, tenant sub-meter L2.
- Meter display and serialScan a label: reading, serial number
  Optional. Scan the data plate or label to capture the numbers.
- Reading today*Number
- Previous readingNumber
- UnitShort answer
  For example kWh, m³.
- Use since the previous readingWorked out by the form
  Shown only when the answers above make it relevant
- Photo of the meterPhotos

Findings, reactive jobs and sign-off

Items needing actionWorked out by the form
Area checks needing action plus overdue statutory items.
ResultWorked out by the form
Reactive jobs raised
Repeat for each job. Each one asks:
- Where*Short answer
- Job or helpdesk referenceShort answer
- What is wrong*Notes
- Photo of the problemPhotos
- Priority*Choose one
  Use the response times in your contract.
  - Emergency: make safe now
  - Urgent
  - Routine
  - Planned works
- Who will do it*Short answer
- Due byDate
- Estimated costNumber
  Optional.
- Status*Choose one
  - Open
  - In progress
  - Done, checked
- Photo when donePhotos
  Shown when “Status” is “Done, checked”
Jobs raisedWorked out by the form
Still openWorked out by the form
Emergency or urgentWorked out by the form
Estimated cost of jobsWorked out by the form
Next walk-round dateDate
Summary for the clientNotes
Inspected by (name)Short answer
Signature*Signature
Client or site contact nameShort answer
Client or site contact signatureSignature

See it filled in

A completed facility inspection checklist report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

facility inspection checklist FAQs

Is there a legal duty to maintain a workplace building in the UK?

Yes. The Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5, require the workplace and certain equipment, devices and systems to be maintained, including cleaned as appropriate, in an efficient state, in efficient working order and in good repair, and where appropriate under a suitable system of maintenance. The Regulatory Reform (Fire Safety) Order 2005, article 17, sets a similar duty for fire safety facilities, equipment and devices in England and Wales. A routine walk-round is one way to show the building is being looked after.

Sources: Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5 (legislation.gov.uk) and Regulatory Reform (Fire Safety) Order 2005, article 17 (legislation.gov.uk).

What does OSHA require for building walk-rounds in the US?

OSHA's general industry rule 29 CFR 1910.22(d) requires walking-working surfaces to be inspected regularly and as necessary and kept in a safe condition, with hazardous conditions corrected or guarded before anyone uses the surface again. 1910.37(a) requires exit routes to be free and unobstructed and emergency safeguards such as alarm systems, sprinklers, fire doors and exit lighting to be in proper working order at all times. The area checks cover both.

Sources: 29 CFR 1910.22, Walking-working surfaces: general requirements (eCFR) and 29 CFR 1910.37, Maintenance, safeguards and operational features for exit routes (eCFR).

Does the form tell me how often each statutory test is due?

No. Intervals depend on the law where the building is, the maker, your insurer and your risk assessments. You enter the last and next due dates from the certificate or contract, and the form marks an item overdue when its next due date is before the inspection date. It also counts items where you did not see the certificate.

How is this different from a PPM checklist or a building survey?

A PPM checklist records planned servicing of plant and equipment. A building survey records the condition of the building fabric for a buyer or owner. This form is the facility manager's routine walk-round: a quick look at every area, the statutory tracker and the reactive jobs that come out of it.

Can I use it as an office maintenance checklist?

Yes. Add the areas of the office (reception, each floor, washrooms, kitchens or tea points, plant rooms, stairs and the car park) and mark the checks in each. For a multi-let office, record the tenant in each area so jobs go to the right person.

Does the report go to the client automatically?

No. When you finish, SiteSurvey produces a PDF report with the areas, photos, statutory tracker and jobs, and you can share it with the client as a link. The form does not send reminders or create jobs in another system.

PPM rounds software PPM checklist Roof inspection checklist Fire door inspection checklist Emergency lighting test log Washroom cleaning checklist All forms in the library

Related templates

Templates that go with the facility inspection checklist form

PPM checklist

Planned maintenance visit: records seen, asset by asset tasks, water temperatures, work done and next visit.

7 sections · 121 questions · See every question →

Roof inspection checklist

Roof inspection report: safe access, coverings by area, flashings, chimneys, gutters and rooflights, the roof space, defects with priorities, costs and photos.

6 sections · 68 questions · See every question →

Fire door inspection checklist

Door by door checks (gaps, seals, closers, signage, glazing), 12 month flat entrance door record and remedial work list.

7 sections · 89 questions · See every question →

Emergency lighting test log

An emergency lighting test record: monthly function tests and the annual full duration test for each luminaire or circuit, with charge indicators, faults, photos and a warning when a test ends early.

3 sections · 58 questions · See every question →

Browse all 409 forms in the library

Use this facility inspection checklist form with your team

Add it from the form library in one click, change any question, and every completed form becomes a branded PDF report.

Start your trial →