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Hotel maintenance checklist

A hotel maintenance checklist for the engineering team's room-by-room preventive maintenance round, filled in on a phone. Add each room by number and work through 14 checks: heating and air conditioning, taps, shower, WC, drains, electrics and lighting, TV and Wi-Fi, the door lock and closer, the smoke detector, windows and restrictors, furniture, sealant and grout, decor and room appliances. Record hot and cold water readings against your own targets, add each defect with a photo and a priority, mark a room out of order, and link any guest-reported fault. Then check the public areas and the back-of-house plant. This is engineering, not housekeeping: for cleaning use the hotel housekeeping checklist, and for releasing a room to sale the hotel room inspection checklist.

For hotel chief engineers, maintenance technicians and the facility management contractors who look after hotels, from small independents to large branded properties.

The form works in the UK, the US and elsewhere. You set the temperature unit and your hot and cold water targets; UK hotels also see HSE's published figures.

  • Guest rooms as spaces by room number, each with 14 engineering checks and a count of what needs action
  • Hot and cold water readings checked against the targets from your water safety plan
  • Defects as items with photo, priority, status and job reference
  • Room out of order flag with the reason and expected return date, and guest-reported faults linked to the room
  • Public area and back-of-house plant checks, actions with owners, and sign-off by the engineer and duty manager
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What should a hotel room maintenance checklist include?

A hotel maintenance round is useful when every room on the plan is actually checked against the same list, every defect has a photo, a priority and a job reference, and any room that cannot be sold is marked out of order with a reason and a date back. Linking guest complaints to the room shows each one was followed up.

Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against HSE, Hot and cold water systems: things to consider (Legionnaires' disease), Regulatory Reform (Fire Safety) Order 2005, article 17 (legislation.gov.uk) and Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5 (legislation.gov.uk).

How to do a hotel room maintenance round

Plan the rooms for the round with the front office so you can get into them, and take a thermometer and the basic spares.

  1. Set up the round

    Enter the hotel, the rooms or floors covered, the temperature unit and your hot and cold water targets from the water safety plan.

  2. Check each room

    Add the room number and work through the 14 checks, bathroom first. Take the hot and cold water readings at the basin or shower.

  3. Record defects

    Add each defect with a photo, a priority and a job reference. If the room cannot be sold, mark it out of order with the reason and the expected return date.

  4. Check public areas and plant

    Walk the reception, corridors, lifts, public toilets and restaurant, then the plant room, water, air handling, kitchen, laundry and fire alarm panel.

  5. Agree actions and sign

    Give each action an owner and a due date, choose which rooms can be sold, write the summary and sign with the duty or general manager.

What makes a hotel maintenance round useful

Each room: the 14 checks, water readings against your targets, defects and the out of order flag

Room 112: shower check Action needed, sealant missing along the wall edge of the tray, water on the floor after showering. Guest report 21 Oct found, job ENG-0412 raised. Room out of order until the tray is resealed, cured and water tested; expected back 24 October.

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

A common recording mistake

Resealing over old, wet sealant and releasing the room the same day, so the leak comes back and the room below gets a stained ceiling.

What happens next

Fix the out of order rooms first and release them only after a re-check, book the other defects, log water readings on the temperature log, and plan the next rooms on the round.

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Every question in the hotel maintenance checklist template

A hotel engineering maintenance round: each guest room with 14 checks, hot and cold water readings against your targets, defects with photos and priority, an out of order flag and guest-reported faults, then public areas, back-of-house plant, actions and sign-off. 5 sections and 136 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
  • Hotel address: the site address, from the space or the project
  • Hotel owner or operator: the project's customer

Hotel and maintenance round

Fill in before you start the round.

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Hotel addressShort answer
    Fills in from the site address, from the space or the project
  • Hotel owner or operatorShort answer
    Fills in from the project's customer
  • Location (GPS)Short answer
  • Maintenance check date*Date
  • Engineer*Short answer
  • HotelShort answer
  • Where is the hotel?*Choose one

    Sets which notes you see.

    • United Kingdom
    • United States
    • Other
  • Bedrooms in the hotelNumber
  • Type of round*Choose one
    • Room-by-room preventive maintenance round
    • Check after a guest-reported fault
    • Re-check after repairs
    • Pre-opening or refurbishment check
  • Floors or rooms coveredShort answer

    For example floor 2, rooms 201 to 224.

  • Chief engineer or maintenance managerShort answer
  • Temperature unitChoose one
    • °C
    • °F
  • Hot water target at outlets (at least)Number

    From your water safety plan or risk assessment.

  • Cold water target at outlets (at most)Number
  • GuidanceHSE guidance on hot and cold water systems: hot water stored at 60°C at least and reaching at least 50°C within 1 minute at sentinel outlets; cold water below 20°C after running for 2 minutes; little-used outlets flushed weekly. Your legionella risk assessment sets what applies to your hotel. Use the water temperature log and flushing record for the routine checks.
    Shown when “Where is the hotel?” is “United Kingdom”
  • CheckAn engineering maintenance record. It does not replace the fire risk assessment, legionella risk assessment, statutory tests or specialist servicing, and it does not certify the hotel or make it compliant.
  • Walk Cam: room checkWalk Cam video with voice-to-text

    Optional. Film a guided walk-round on the SiteSurvey app.

  • Weather on siteAnswer

Guest rooms

  • GuidanceAdd each room you check. Mark each check, add any defect as an item with a photo and priority, and mark the room out of order if it cannot be sold.
  • Rooms
    Repeat for each room. Each one asks:
    • Room number*Short answer
    • FloorShort answer
    • Room typeShort answer

      For example double, twin, accessible.

    • Photo of the roomPhotos
    • Heating and air conditioning or fan coil: runs, responds to the controls, filter cleanChoose one

      Clean or change the filter if dirty. Listen for noise and check the drain tray where you can reach it.

      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Taps and mixers: flow, no drips, hot and cold the right way roundChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Shower: mixer, head and hose in good order, screen or curtain, no leaks at the tray or bathChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • WC: flushes and refills, seat secure, no leaks at the cistern or panChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Drains: basin, bath and shower run away freelyChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Electrics and lighting: every lamp works, sockets, switches and USB points undamagedChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • TV, remote and Wi-Fi workingChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Room door: lock and card reader, closer closes and latches, viewer, chain or security latchChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Smoke detector tested as the hotel's procedure saysChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Windows open and close; restrictors fitted and working where fittedChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Furniture and fixtures secure: wardrobe, desk, headboard, mirrors, shelves, curtain tracksChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Sealant and grout intact around bath, shower and basinChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Decor: walls, ceilings, carpets and curtains free of damage and stainsChoose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Room appliances: kettle, hairdryer, safe, minibar fridge, iron (where provided)Choose one
      • Acceptable
      • Action needed
      • Not checked
      • Not applicable
    • What needs doing, or why not checkedNotes
      Shown only when the answers above make it relevant
    • Hot water readingNumber

      At the basin or shower, in the unit on page 1.

    • Cold water readingNumber
    • Hot water against your targetWorked out by the form
      Shown when “Hot water reading” is answered
    • Cold water against your targetWorked out by the form
      Shown when “Cold water reading” is answered
    • Defects
      Repeat for each defect. Each one asks:
      • Item*Short answer

        For example shower tray seal, wardrobe door hinge.

      • Defect*Notes
      • Priority*Choose one
        • Room out of order: fix now
        • Before the next arrival
        • Within the week
        • Planned refurbishment
      • StatusChoose one
        • Fixed on the round
        • Job raised
        • Parts on order
      • Job referenceShort answer
      • Photo of the defectPhotos
    • Room out of order?*Yes or No
    • Why, and what has to happen before it can be sold*Notes
      Shown when “Room out of order?” is Yes
    • Expected back in serviceDate
      Shown when “Room out of order?” is Yes
    • Guest-reported fault for this room?Yes or No
    • Report reference or dateShort answer
      Shown when “Guest-reported fault for this room?” is Yes
    • What the guest reportedNotes
      Shown when “Guest-reported fault for this room?” is Yes
    • OutcomeChoose one
      • Found and fixed
      • Found: job raised
      • Not found on the check
      Shown when “Guest-reported fault for this room?” is Yes
    • This room: checks needing actionWorked out by the form
    • Not checkedWorked out by the form
    • Water readings outside targetWorked out by the form
  • Rooms checkedWorked out by the form
  • Rooms out of orderWorked out by the form
  • Room checks needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Water readings outside targetWorked out by the form
  • Guest-reported faultsWorked out by the form
  • Not found on the checkWorked out by the form

Public areas

  • Entrance and reception: doors, automatic doors, floor, lightingChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Corridors: lighting, carpets, signage, no trip hazardsChoose 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 on corridors and stairs close fully and are not wedged openChoose one

    For a full fire door check use the fire door inspection form.

    • 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 stairs clear, exit signs litChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Guest lifts: car, doors, lighting, alarm button, no fault messagesChoose one

    Routine look only. Servicing and thorough examination are separate.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Public toilets: taps, WCs, drains, hand dryers, lightingChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Restaurant, bar and function rooms: furniture, lighting, AV, floorChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Leisure: pool, spa or gym equipment (where provided)Choose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Outside: car park, lighting, paths, signage, binsChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Checks needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Photos of the public areasPhotos

Back of house and plant

  • Boiler and plant room: no alarms, leaks or unusual noise; clear of storageChoose one

    Servicing goes on the boiler service and PPM forms.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Hot water: calorifier or cylinder temperatures read and loggedChoose one

    Record readings on the water temperature log.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Cold water tanks and booster pumps: lids on, no leaks, pumps running normallyChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Air handling and extract units: running, no alarms, filters not overdueChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Kitchen: extract canopy, equipment and gas interlock working (engineering check)Choose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Laundry: machines, dryers and extract running, lint filters cleanedChoose 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 alarm panel: normal, no faults or disablements left onChoose one

    Tests go on the fire alarm test log.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Emergency lighting and generator (where fitted): no faults showingChoose 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 signs in kitchens, stores and bin areasChoose one

    Contractor visits go on the pest control report.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Little-used outlets flushed as the water safety plan requires (rooms out of order, empty floors)Choose one

    Record flushing on the legionella flushing record.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Checks needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Photos of the plantPhotos

Actions and sign-off

  • Items needing actionWorked out by the form
  • ResultWorked out by the form
  • Actions
    Repeat for each action. Each one asks:
    • Action*Notes
    • PriorityChoose one
      • Room out of order: fix now
      • Before the next arrival
      • Within the week
      • Planned refurbishment
    • Who will do it*Short answer
    • Due byDate
    • Status*Choose one
      • Open
      • In progress
      • Done, checked
    • Photo when donePhotos
      Shown when “Status” is “Done, checked”
  • Actions still openWorked out by the form
  • Decision*Choose one
    • All rooms checked can be sold
    • Rooms can be sold except those out of order
    • Re-check needed
  • Next maintenance roundDate
  • Summary for the hotelNotes
  • Engineer nameShort answer
  • Engineer signature*Signature
  • Duty or general manager nameShort answer
  • Duty or general manager signatureSignature

See it filled in

A completed hotel maintenance 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) ↗

hotel maintenance checklist FAQs

What water temperatures should a UK hotel check?

HSE's guidance on hot and cold water systems says hot water should be stored at 60°C at least and reach at least 50°C within 1 minute at sentinel outlets, cold water should be below 20°C after running for 2 minutes, and little-used outlets should be flushed weekly. Your legionella risk assessment sets what applies to your hotel. The form checks each reading against the targets you enter; the routine logs go on the water temperature log and flushing record.

Source: HSE, Hot and cold water systems: things to consider (Legionnaires' disease).

Is there a legal duty to maintain fire safety equipment in a hotel?

In England and Wales, the Regulatory Reform (Fire Safety) Order 2005, article 17, requires the responsible person, where necessary to safeguard relevant persons, to keep the premises and the fire safety facilities, equipment and devices under a suitable system of maintenance and in efficient working order and good repair. The room checks include the smoke detector, the door closer and windows; the public area checks include fire doors and escape routes.

Source: Regulatory Reform (Fire Safety) Order 2005, article 17 (legislation.gov.uk).

How is this different from a hotel room inspection or housekeeping checklist?

Housekeeping checklists record cleaning, linen and amenities. A room inspection checks a room is ready to sell. This form is the engineering team's preventive maintenance round: it checks the services and fittings in each room, records defects with priorities, takes rooms out of order when needed, and covers public areas and plant.

Can I mark a room out of order on the form?

Yes. Each room has an out of order question with the reason, what has to happen before it can be sold and the expected return date. The form counts rooms out of order and the result line says so. It does not update your property management system; the front office does that.

How do guest-reported faults fit in?

Each room has a guest-reported fault question with the report reference, what the guest said and the outcome: found and fixed, found with a job raised, or not found on the check. The form counts guest faults and those not found, so the report shows each complaint was followed up.

Does the hotel have to maintain the building itself?

Where a hotel is a workplace, the Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5, require the workplace and certain equipment, devices and systems to be maintained in an efficient state, in efficient working order and in good repair, and where appropriate under a suitable system of maintenance. A recorded room-by-room round is one way to show that system working.

Source: Workplace (Health, Safety and Welfare) Regulations 1992, regulation 5 (legislation.gov.uk).

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