Critical Inspection Checklists for Facility Systems

# Critical Inspection Checklists for Facility Systems Checklists are what turn an inspection calendar into defensible, repeatable field practice. Each checklist below aligns to an interval in the [Inspection Frequencies Matrix](/GuideDetail?slug=facility-inspection-frequencies) and cites the governing practice so you can document compliance with confidence. ## How to Use These Checklists - Run each on the cycle shown; capture pass/fail and a photo for any deficiency. - Reference the governing standard on the form so an auditor or insurer can trace the practice. - Route every fail into a corrective work order with a due date—unchecked deficiencies are how small issues become capital ones. ## HVAC Air Handler / RTU — Monthly *Governing practice: ASHRAE Standard 180 (Inspection and Maintenance of Commercial Building HVAC Systems).* - [ ] Inspect and replace filters (or confirm remaining life on extended-life media). - [ ] Inspect belts for cracking, tension, and alignment; adjust or replace. - [ ] Inspect coils for fouling; clean as needed. - [ ] Verify condensate drain is clear and pan is clean. - [ ] Listen for abnormal bearing/motor noise. - [ ] Check economizer operation and damper actuators. - [ ] Verify unit is cycling normally on controls; no short-cycling. - [ ] Photo any deficiency; log a corrective work order. ## Chiller / Boiler — Annual (Pre-Season) *Governing practice: ASHRAE 180; manufacturer O&M; ASHRAE 188 for Legionella on cooling towers.* - [ ] Combustion analysis (boiler): record O₂, CO, stack temperature, efficiency. - [ ] Chiller: refrigerant charge trend, oil sample, tube inspection per interval. - [ ] Cooling tower: clean sump and fill; verify water-treatment program (Legionella control). - [ ] Inspect and test safeties and low-water cutoffs. - [ ] Verify sequencing and staging with BAS. - [ ] Capture service report; file as compliance evidence. ## Fire Sprinklers — Quarterly (NFPA 25) *Governing practice: NFPA 25, Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.* - [ ] Visual inspection of sprinkler heads (corrosion, damage, clearance ≥18"). - [ ] Inspect control valves for position and accessibility. - [ ] Verify spare sprinkler stock and wrench on site. - [ ] Inspect alarm, dry, and pre-action valve rooms for heat ≥40°F. - [ ] Check fire department connection (FDC) for caps, accessibility, and signage. - [ ] Annual: full service and test; 5-year: internal obstruction investigation. ## Fire Extinguishers — Monthly (NFPA 10) - [ ] Extinguisher in its designated place, unobstructed and visible. - [ ] Pressure gauge in the operable range. - [ ] Seal and tamper indicator intact. - [ ] No visible damage, corrosion, or leakage. - [ ] Operating instructions legible and facing outward. - [ ] Annual certified service scheduled. ## Fire Alarm — Semi-Annual (NFPA 72) - [ ] Test initiating devices per the test plan (smoke, heat, duct detectors). - [ ] Test notification appliances (horns, strobes) for sound and coverage. - [ ] Verify panel signals transmit to monitoring / AHJ. - [ ] Inspect batteries; load-test per NFPA 72 table. - [ ] Record and file test report; retain per AHJ requirement. ## Emergency & Egress Lighting — Monthly / Annual (NFPA 101) - [ ] Monthly: 30-second power-down test on each unit; log pass/fail. - [ ] Annual: 90-minute full discharge test; verify restore to charge. - [ ] Inspect exit signs for illumination and legibility. - [ ] Replace failed batteries/lamps within 30 days. ## Domestic Water & Legionella — Semi-Annual (ASHRAE 188) *Governing practice: ASHRAE Guideline 188 and the CDC Toolkit for Legionella Water Management Programs.* - [ ] Flush low-use outlets and dead legs. - [ ] Inspect water heater; flush per interval. - [ ] Verify hot-water storage ≥120°F and return ≥104°F (per program). - [ ] Sample at sentinel outlets per the water management program. - [ ] Review disinfectant residual trends. ## Electrical — Annual Thermographic Survey (NFPA 70B) *Governing practice: NFPA 70B, Recommended Practice for Electrical Equipment Maintenance.* - [ ] Scan panels, breakers, and connections under normal load. - [ ] Flag any delta ≥ 15°C above similar component; log a corrective WO. - [ ] Verify arc-flash labeling current with latest study (NFPA 70E). - [ ] Confirm GFCI/AFCI test on applicable circuits. ## Roofing — Semi-Annual (NRCA) *Governing practice: National Roofing Contractors Association inspection guidance; manufacturer warranty requirements.* - [ ] Walk membrane; document blisters, ridges, punctures, ponding. - [ ] Inspect flashings, penetrations, and edge metal. - [ ] Clear debris from drains, scuppers, and gutters. - [ ] Check for interior water staining below; correlate to roof findings. - [ ] Post-storm: repeat a focused inspection within 48 hours. ## Grounds & Exterior — Monthly - [ ] Walk all paths and parking; log trip hazards and striping wear. - [ ] Verify exterior lighting operational at night. - [ ] Inspect signage for damage and legibility. - [ ] Check landscaping encroachment and irrigation coverage. - [ ] Inspect ADA paths and door operators. ## Related Benchmarks - [Facility Inspection Frequencies: A Tactical Guide](/GuideDetail?slug=facility-inspection-frequencies) — the intervals these checklists run on. - [Preventive Maintenance Scheduling for Operations](/GuideDetail?slug=preventive-maintenance-scheduling-operations) — how checklists close out the PM schedule. - [Commercial Maintenance Cost Benchmarks](/GuideDetail?slug=commercial-maintenance-cost-benchmarks) — what these inspections cost when outsourced. - [Asset Lifecycle & Replacement Planning](/GuideDetail?slug=asset-lifecycle-replacement-planning) — checklist deficiencies feed capital replacement planning.