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Water heater maintenance checklist
A water heater maintenance and inspection checklist for tank and tankless heaters, gas and electric, in homes, apartment buildings and light commercial premises, filled in on a phone. Add each location and each heater in it, scan the rating label and record its age from the serial number. The checks change with the type of heater: temperature and pressure relief valve and discharge pipe, venting, combustion air and gas leaks, elements and thermostats, anode rod, flushing, descaling, expansion tank pre-charge, outlet temperature, seismic straps, leaks and drain pan, and a recommendation for each heater. For UK unvented cylinders use the unvented cylinder service checklist; for mixing valves the TMV servicing record.
For plumbers, property managers, maintenance technicians and facility teams looking after water heaters in apartments, houses, offices and small commercial buildings in the US.
- Locations as spaces and heaters as items, each with a rating label scan, age and photos
- Checks that change with the heater: tank, tankless, gas or electric
- Anode rod condition, expansion tank pre-charge against your figures and outlet temperature against your target
- Seismic strap status per heater, with the California requirement shown
- A recommendation and cost note per heater, actions with priority and owner, and two signatures
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What should a water heater maintenance checklist include?
A water heater record is useful when each heater is identified by its label, age and location, the checks match the type of heater, and readings such as outlet temperature and expansion tank pre-charge are written down against a stated figure. A clear recommendation per heater, with a cost note, helps the owner budget for repairs and replacements.
Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against U.S. Consumer Product Safety Commission, Avoiding Tap Water Scalds (Pub. 5098) and California Seismic Safety Commission, Frequently Asked Questions.
How to maintain a water heater
Follow the maker's instructions for each heater. Turn off the gas or power before work inside the heater.
Set up the visit
Enter the building, the state and the type of visit. In California the form shows the seismic strap requirement.
Record each heater
Add each location and each heater. Scan the rating label, record the make, model, serial, input and capacity, and work out the age from the serial number.
Work through the checks
Check for leaks, the drain pan, shutoffs, clearances and protection, then the checks for the type: relief valve and discharge, flushing, venting, combustion air and gas, elements and thermostats, or descaling.
Take readings
Record the anode rod condition, the expansion tank pre-charge against the figures you set, and the hot water temperature at the nearest faucet against your target.
Recommend and sign
Give each heater a recommendation and a cost note, raise actions with priority and owner, and sign with the owner or property manager.
What makes a water heater maintenance record useful
Each heater: anode rod, seismic straps and a recommendation with a cost note
Garage, WH-3: 50 gal gas tank heater, 11 years old from the serial. Relief valve tested and reseated, flushed, no gas leak. Anode rod used down to the core wire; no seismic straps fitted. Recommendation: repair, new anode and strap kit (estimate $380 to $450), budget for replacement in 1 to 2 years.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Testing the relief valve and leaving it dripping, or not recording that a heater in a garage or closet has no straps where the local rules require them.
What happens next
Book the repairs by priority, photograph the straps and new anode when fitted, and add the heaters due for replacement to the owner's budget.
Try the water heater checklist form live
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Want to see one filled in? See a completed water heater checklist report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the water heater checklist template
A water heater maintenance and inspection record for tank and tankless heaters, gas and electric: each heater by location with a label scan and age, relief valve and discharge, venting, gas and combustion air, anode rod, flushing, expansion tank against your figure, outlet temperature against your target, seismic straps, leaks and drain pan, descaling, a recommendation per heater, actions and sign-off. 3 sections and 96 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
- Site address: the site address, from the space or the project
- Client or owner: the project's customer
Visit details
Fill in before you start.
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site addressShort answerFills in from the site address, from the space or the project
- Client or ownerShort answerFills in from the project's customer
- Location (GPS)Short answer
- Visit date*Date
- Technician*Short answer
- Building or unitsShort answer
- State*Choose one
Sets the seismic strap note.
- California
- Other US state
- Type of visitChoose one
- Planned maintenance
- Annual inspection
- Call-out: no hot water or leak
- Before a sale or new tenancy
- Plumbing or maintenance companyShort answer
- GuidanceCalifornia Seismic Safety Commission: new and replacement water heaters are required by law to be anchored or strapped to resist falling during earthquakes, and home sellers must certify to buyers that water heaters are braced. The Division of the State Architect gives the specific requirements.Shown when “State” is “California”
- GuidanceThe US Consumer Product Safety Commission urges lowering water heaters to 120 °F to prevent tap water scalds, and to check the temperature with a thermometer at the faucet.
- CheckThis is a maintenance record. It is not a permit inspection or a code compliance certificate. Relief valve ratings, expansion tank pressures, vent sizes, clearances and flushing intervals come from the maker's instructions and the local code.
- Weather on siteAnswer
Water heaters by location
- GuidanceAdd each location, then each heater in it. Scan the rating label, then work through the checks: they change with the type of heater.
- LocationsRepeat for each location. Each one asks:
- Location*Short answer
For example Unit 2B closet, Garage, Laundry room, Mechanical room.
- Where is it?Short answer
- Water heaters hereRepeat for each heater. Each one asks:
- Heater tag*Short answer
For example WH-1, or the unit number.
- Type*Choose one
- Tank, gas
- Tank, electric
- Tankless, gas
- Tankless, electric
- Heat pump water heater
- Indirect tank (boiler-fed)
- Other
- Rating labelScan a label: make, model, serial number, input rating, capacity, fuel or voltage, relief valve rating
Optional. Scan the data plate or label to capture the numbers.
- Make and modelShort answer
- Serial numberShort answer
- Input ratingShort answer
Btu/h for gas, watts or kW for electric, as on the label.
- Capacity (gallons) or flow ratingShort answer
- Age in yearsNumber
Work it out from the serial number using the maker's date code. Leave blank if unknown.
- Photos: heater and rating labelPhotos
- No leaks at the heater, fittings, valves or connectionsChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Drain pan and drain line fitted and clear, where the location or local code needs oneChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Shutoff valves on the supply present and workingChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Protected from flooding and vehicle impact where that is a risk (garage, basement)Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Clearances and access as the maker's instructions say; no storage against the heaterChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Temperature and pressure relief valve fittedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Relief valve discharge pipe fitted, unobstructed, and ending where the local code allowsChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Relief valve tested as the maker says: water flows and the valve reseats without drippingChoose one
If it drips after testing, record it as Action needed.
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Tank drained or flushed and sediment removedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Vent connector secure, joints sound, no corrosion or signs of spillage at the draft hoodChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Combustion air openings clear; no flammable liquids stored near the heaterChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- No gas leak found at the connection (leak solution or detector)Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Burner, pilot or igniter clean; flame as the maker describesChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Disconnect, wiring and access covers in place; no heat damageChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Elements and thermostats working (both thermostats set the same on two-element heaters)Choose one
CPSC notes most electric water heaters have two thermostats, both set to a common temperature.
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Descaled (flushed) as the maker says, and inlet water filter cleanedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Error code history reviewedChoose one
- Acceptable
- Action needed
- Not checked
- Not applicable
Shown only when the answers above make it relevant - What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Anode rodChoose one
- Good
- Partly used
- Heavily corroded or used up: replace
- Replaced today
- Not inspected
Shown only when the answers above make it relevant - Expansion tank fitted?Yes or No
- Expansion tank pre-charge measured (psi)NumberShown when “Expansion tank fitted?” is Yes
- Lowest acceptable pre-charge (psi)Number
From the expansion tank maker's instructions for this building's supply pressure. The form does not supply one.
Shown when “Expansion tank fitted?” is Yes - Highest acceptable pre-charge (psi)NumberShown when “Expansion tank fitted?” is Yes
- Expansion tankWorked out by the formShown when “Expansion tank fitted?” is Yes
- Temperature setting on the controlShort answer
- Hot water temperature at the nearest faucet (°F)Number
- Highest temperature you accept at the faucet (°F)Number
The site's own figure. CPSC urges setting water heaters to 120 °F to reduce scald risk.
- TemperatureWorked out by the form
- Seismic straps or bracingChoose one
California law requires new and replacement water heaters to be anchored or strapped against earthquakes. Elsewhere, check the local code.
- Strapped or braced
- Not strapped: required here
- Not strapped: not required here
- Not checked
- Checks needing actionWorked out by the form
- Other findingsWorked out by the form
- This heater: not checkedWorked out by the form
- This heater: needing actionWorked out by the form
- Photos of what needs actionPhotosShown only when the answers above make it relevant
- Recommendation*Choose one
- Keep in service
- Repair
- Plan replacement
- Replace now
- Taken out of service
- Why, and the estimated cost if knownNotesShown only when the answers above make it relevant
- This location: heatersWorked out by the form
- Needing actionWorked out by the form
- Not checkedWorked out by the form
- All locations: heatersWorked out by the form
- Needing actionWorked out by the form
- Not checkedWorked out by the form
Result, actions and sign-off
- Items needing actionWorked out by the form
- ResultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Safety: now
- Within 7 days
- Within 30 days
- Next planned visit
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- All heaters fit to stay in service
- In service, with the listed actions
- Heater taken out of service
- Next check or re-inspection dateDate
- Summary for the clientNotes
- Technician nameShort answer
- Technician signature*Signature
- Owner or property manager nameShort answer
- Owner or property manager signatureSignature
See it filled in
A completed water heater 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.
Water heater checklist FAQs
What temperature should a water heater be set to?
The US Consumer Product Safety Commission urges users to lower water heaters to 120 °F to prevent tap water scalds, and to check the temperature with a thermometer at the faucet. It also warns that even at 120 °F a five minute exposure could cause third-degree burns. The form records the setting, the temperature at the nearest faucet and the highest figure you accept, and flags readings above it.
Source: U.S. Consumer Product Safety Commission, Avoiding Tap Water Scalds (Pub. 5098).
Do water heaters have to be strapped in California?
Yes. The California Seismic Safety Commission says new and replacement water heaters are required by law to be anchored or strapped to resist falling during earthquakes, and home sellers must certify to buyers that water heaters are braced. It points to the Division of the State Architect for the specific requirements. The form records strap status for each heater and counts any missing where required.
Source: California Seismic Safety Commission, Frequently Asked Questions.
Should both thermostats on an electric water heater be set the same?
CPSC notes that most electric water heaters have two thermostats, and both must be set to a common temperature for proper operation. The electric heater checks include the elements and thermostats, with a reminder to set both the same.
Source: U.S. Consumer Product Safety Commission, Avoiding Tap Water Scalds (Pub. 5098).
How often should the anode rod be checked or the tank flushed?
The form does not set an interval, because it depends on the maker's instructions and the water. Record the anode rod as good, partly used, heavily corroded or replaced, and whether the tank was flushed. A heavily corroded rod is counted as needing action, and the recommendation field holds the repair and its estimated cost.
What pressure should the expansion tank be?
The form does not supply a figure. The expansion tank maker's instructions give the pre-charge for the building's supply pressure. Enter the lowest and highest acceptable pre-charge and the measured value, and the form shows whether it is within your figures.
Is this a water heater permit inspection?
No. It is a maintenance and inspection record with photos, label scans, GPS and a PDF report you can share with the owner. It does not replace a building department inspection or certify that an installation meets the local code. Relief valve ratings, vent sizes, clearances and drain rules come from the maker and the local code.
Related
Related templates
Templates that go with the water heater checklist form
An unvented hot water cylinder (G3) annual service: cylinder and heat source, inlet pressure, expansion vessel charge, relief valves, energy cut-out, tundish and discharge, temperature setting and the next service.
A thermostatic mixing valve (TMV) service record: each valve with its location, outlet and type, set and measured mixed temperatures, fail-safe test, strainers and result, with a warning above 44°C.
A new home final walkthrough with the buyer, the blue tape walk: room by room, each taped item with its location, trade, photo, whether both sides agree and whether it is fixed, then the systems shown working, documents, keys and utilities handed over, open and closed counts, a re-walk date and signatures.
A legionella monthly temperature log: hot and cold sentinel outlet readings, cylinder flow and return temperatures and TMV inlets, with warnings when a reading misses the HSE target.
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