To keep guests happy and satisfied, hotels and resorts must prioritize facility maintenance. Guests expect a certain level of comfort and luxury during their stay, and even minor issues like a leaky faucet or malfunctioning air conditioning can cause a major disruption to their experience.
A comprehensive hotel preventive maintenance checklist is an essential tool to ensure that your property is always in top shape. By conducting regular inspections and repairs, you can address issues before they impact your guests, minimize costly downtime and repairs, and maintain a high standard of service.
Proactively maintaining your facility is an investment in the guest experience and can help set your property apart in a competitive market. With a well-planned preventive maintenance program, you can exceed guest expectations, foster loyalty, and ensure that your property is always ready to welcome guests with open arms.
This article will guide you through the process of creating comprehensive hotel maintenance checklists and developing practical preventive maintenance plans for commercial establishments. By implementing effective preventive maintenance practices, you can keep your facility in top shape and avoid unexpected downtime or costly repairs that can disrupt your business operations.
Critical Areas That Require Maintenance
Hotels require maintenance in a variety of areas to ensure the facility is in good operating condition and that guests have a comfortable and safe stay. Some of the most typical areas that require hotel upkeep are:
Building systems: Regular maintenance of heating, ventilation, air conditioning, plumbing, and electrical systems is essential for optimal performance and guest comfort.
Facility maintenance: This includes painting, flooring, walls, ceilings, and other elements that need periodic maintenance or replacement to keep the facility looking its best.
Equipment maintenance: This includes maintenance of kitchen and laundry equipment, elevators, and other machinery or tools used in hotel operations.
Exterior maintenance: Regular maintenance of the building’s exterior, including the roof, windows, doors, and landscaping, can aid in the prevention of leaks, drafts, and other problems.
Pest control: Regular pest control methods can help avoid infestations and provide guests with a comfortable and sanitary environment.
Safety and security: Regular maintenance of fire alarms, extinguishers, sprinkler systems, security systems, and emergency lighting is essential to ensure guest safety and compliance with regulations.
Other Areas That Need Maintenance
Guest rooms: Guest rooms require regular maintenance and upkeep to ensure guest comfort and satisfaction. This includes cleaning, bedding and linen replacement, and maintenance of furniture, fixtures, and appliances.
Public/Common areas: Regular maintenance of public areas, such as lobbies, hallways, and fitness rooms, is essential to maintain a welcoming and appealing environment for guests.
Pool and spa: Maintenance of pools and spas, including water quality testing and cleaning, is important for guest safety and satisfaction.
Parking lot and transportation: Regular maintenance of parking lots, shuttle buses, and other transportation options provided by the hotel can help prevent accidents and ensure a positive guest experience.
Gaming machines and equipment: Regular maintenance of slot machines, card tables, and other gaming equipment is essential to prevent malfunctions and ensure guest satisfaction.
Proper maintenance is crucial for any hotel or resorts to deliver an exceptional guest experience consistently. From building systems and facilities to equipment and safety features, regular upkeep is necessary to avoid costly repairs, ensure safety, and enhance guest comfort. A comprehensive hotel preventive maintenance checklist can help you stay on top of essential maintenance tasks, plan proactively, and prevent unexpected downtime. By prioritizing asset management, hotels can mitigate complaints, improve financial performance, and gain a competitive edge in their industry. With the help of technology tools like a CMMS, hotels can streamline maintenance operations, optimize asset performance, and achieve business growth and sustainability.
Note: While the lists below provide some of the critical areas for hotel or resort maintenance, it is not all-inclusive. As each facility has its unique requirements, checklists will varry from department to department and hotel to hotel.
The checklists below reflect only Preventive Maintenance tasks. To effectively manage the multiple functions and operations of a hotel, a wide range of checklists and responsibilities must be in place. Each of these departments has its own responsibilities and checklists, such as Housekeeping, Front Desk, Food and Beverage, Health and Safety, Events, etc.
Preventive Maintenace General Guest Room Inspection Checklist
If you are a maintenance manager, you may wish to develop a standard operating procedure (SOP) that should be included in checklists for inspecting guest rooms, which could encompass items such as:
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)
Daily Preventive Maintenance (PM) Checklists
Comfort Areas (Guest Rooms, Common Areas, etc.)
- Check the operation of doors, windows, lamps, telephone, internet connection, furniture, water pressure in the toilet, hairdryer, clean mirrors and glasses
- Check and repair TV and other electronics that are functioning properly (upon any new guest checking in)
- Check all safety features, including smoke detectors, carbon monoxide detectors, and fire extinguishers
Gymnasiums
- Inspect equipment for signs of wear and verify that the machines remain safe
- Check that the weights on the weight-training machines are adjusted
- Remove all non-functional and broken equipment
- Any bolts and fixings are tightly fastened
- All workout surfaces that guests have contact with are not damaged
- Floors are well maintained
Pools and Spas
- Test and check water quality in the pools and spas
- Measure chlorine and acid levels in pools; treat water if necessary
- Recirculate the water for filtration
- Renew the pool with fresh water
- Clean sauna benches and Turkish bath cabins
- Inspect pool grounds for rocks, plants, decorative pieces, loose times, etc.
- Ensure all equipment in the pool pump room is operating properly
Industrial kitchen
- Perform general cleaning and disinfection of the kitchen, including cold rooms
- Monitor the temperature in freezers and cold rooms
- Clean gas burners, clean extractor hood
- Ensure that all appliances are in good operating condition
- Make sure the floors are in good condition
Cooling Towers
- Analyse levels of chlorine, biocide, scale, corrosion inhibitors, etc.
- Purge the water
- Check the general condition of the unit & check for unusual noise and vibrations
Industrial Laundry
- Check inlet and outlet hoses regularly.
- Clean the dryer’s filters and lint trays
- Check the product level in the canisters
Water Sources and Plumbing
- Check water temperature
- Check the condition and operation of toilets and showers
- Analyze free chlorine levels in network points
- Check that common area fountains, etc are all operating
Boilers
- Check general operation: Noise, vibrations, voltage indicator light, first flame indicator light, second flame indicator light, hour meter
- Measure the water temperature
- Check the water level indicator
- Measure pressure with a manometer
- Check for steam or water leaks
- Check safety valves
Landscaping, Gardening, and Outdoor Aras
- Maintenance of flowerbeds and garden areas
- General maintenance of outside areas (sidewalks, railings, pool area, etc.)
- Mow the lawn and trim
- Inspect BBQs and fire pits for functionality and safety
- Golf course general maintenance tasks
Weekly Preventive Maintenance (PM) Checklists
Comfort Areas (Guest Rooms, Common Areas, etc.)
- Check and repair TV and other electronics that are functioning properly (upon any new guest checking in)
- Check all safety features, including smoke detectors, carbon monoxide detectors, and fire extinguishers
Pools and Spas
- Check and replace any chemicals and containers
- Ensure that surrounding areas of pools and spas are not damaged and not cluttered
- Check and replace Hotel Waterpark pool chemical containers
- Disinfect stairs, planks, and the surrounding area
- Clean the jets, grates, overflow gutters, and retention baskets in the jacuzzi
- Wash and backwash the filter sand
- Clean the recirculation pump pre-filter
- Clean the check valve
- Disinfect Turkish baths and saunas
Industrial kitchen
- Deep cleaning and scrubbing of all major appliances, stove gas burners, etc
- Check all appliances to ensure that they are all in good working condition
- Clean the freezers and cold rooms, including condensers, compressors, and filters
- Clean the extractor hood
- Pour drain cleaners down drains in sinks, wash stations, and floors
- Clean and descale faucets, sinks and spray heads
- Check inventory and reorganize stockrooms
- Ensure that walls and floors are all in good condition
Industrial Laundry
- Clean the machine drum and laundry area
- Check the rubbers and other signs of wear
- Check for leaks
- Check and clean dosers
- Clean the calendar machine
- Lubricate mechanical components
- Check the operation of laundry boilers
- Check plumbing to prevent effluent from overflowing
- Check drainage system, including protection and non-return valves
- Check the belts from the motor to the drum on the machines
- Check seals around washer doors
- Clean Your Hoppers Weekly
Electrical
- Regularly inspect lighting fixtures and systems in the facility
Water Sources and Plumbing
- Discharge water at the points of least flow, including public bathrooms, utility rooms, and unoccupied rooms
- Purge water tanks
- Clean temperature
- Check and register the temperature at the endpoints
Boilers
- 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 the safety valves
Fire Pumping Station
- Inspect the general condition of the station, including water supply levels, pressure levels, relief valves, and isolating valves
- Make sure the equipment is running properly
- Check the fire pumps lubrication
Landscaping, Gardening, and Outdoor Aras
- Golf course general maintenance tasks
- Maintenance of flowerbeds and garden areas
- Mow lawn, clean irrigations sprinklers, and filters
- Service lawn equipment
Monthly Preventive Maintenance (PM) Checklists
Comfort Areas (Guest Rooms, Common Areas, etc.)
- Clean dirt and debris on roofs and terraces
- Check elevators and other common area equipment to ensure they are working and in good condition
- Check and repair TV and other electronics that are functioning properly (upon any new guest checking in)
- Check all safety features, including smoke detectors, carbon monoxide detectors, and fire extinguishers
- Pest control, including inspecting all sources of potential pests (drains, etc.)
Gymnasiums
- Inspect equipment for signs of wear and verify that the machines remain safe
- Perform an electrical overhaul and recalibrate to factory values
- Lubricate equipment, including treadmills, elliptical machines, and bicycle wheel
- Check that the weights on the weight-training machines are adjusted
- Remove all non-functional and broken equipment
- Any bolts and fixings are tightly fastened
- All workout surfaces that guests have contact with are not damaged
- Floors are well maintained
Pools and Spas
- Test and check water quality in the pools and spas
- Ensure all equipment in the pool pump room is operating properly
- Inspect and clean the water injectors
- Clean the sauna walls
Cooling Towers
- Inspect the general condition of the unit & check for unusual noise or vibration
- Check belt condition
- Inspect air inlet louvers/combined inlet shields
- Check & lubricate the optional gear drive
- Check & adjust the water level in basins
- Check drive alignment
- Check the operation of the makeup valve
- Check motor voltage & current
- Check & adjust the bleed rate
- Analyze the physical-chemical quality of water
- Inspect and clean the condensate tray
- Analyze the level of aerobic bacteria in the tray
- Monitor the water contamination in the tank
- Flush water distribution system/inspect spray nozzles
- Water quality checks
- Inspect air inlet louvers/combined inlet shields
- Clean fan motor exterior and proper rotation
- Check & unplug fan drain holes (hollow fan blades)
Industrial Laundry
- Clean the calender machine
- Check hoses
- Check and clean the dosers
Water Sources and Plumbing
- 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
Air Handling Units
- Clean and disinfect the tray
- Analyze the tray of water
- Perform meter readings
- Clean HVAC air filters, air intakes, blower motors, compressors, and exhaust fans
- Test and run all safety controls
- Inspect compressed air line
- Monitor oil levels and replace air compressor pumps as necessary
Safety Equipment
- Check the operation of safety alarms
- Check the smoke, temperature, and carbon monoxide detection equipment
- Perform unannounced fire alarm drills
- Replace batteries in carbon monoxide and smoke detectors, test instruments, and flashlights
- Test and inspect the fire suppression system
- Ensure safety labels and signs are clearly readable and visible
Boilers
- Check the structure for corrosion and correct it if necessary
Back-up Generator
- Inspect the equipment’s general condition
- Clean the surrounding area
- Check the crankcase oil level and oil pressure
- Check the alarms
- Check the battery charging voltage
- Check the resistance temperature
- Check the time needed to be up and running
- Check the fuel level
Landscaping, Gardening, and Outdoor Area
- Maintenance of flowerbeds and garden areas
- Clean the automatic irrigation sprinklers and filters
- Check pergolas, benches, swings, and similar
- Check landscaping equipment
- Inspect BBQs and fire pits for functionality and safety
- Golf course general maintenance tasks
Quarterly Preventive Maintenance (PM) Checklists
Comfort Areas (Guest Rooms, Common Areas, etc.)
- Clean the facade including exterior, front, face, appearance, and surface
- Inspect furnishings and rugs throughout the hotel for any damage, etc.
- Pest control, including inspecting all sources of potential pests (drains, etc.)
Pools and Spas
- Clean and disinfect pools and spas and surrounding areas
- Test water quality
- Check filter operations
- Do routine maintenance on the filtration system recommended by the manufacturer
- If winterizing, place the water level below the skimmers, in areas where there is a risk of freezing
Cooling Towers
- Inspect cold water basin
- Adjust belt tension
- Flush water distribution system/inspect spray nozzles
- Lubricate fan shaft bearings
- Drain basin & piping
Industrial kitchen
- Check the anti-frost system and remove excess ice, if necessary
- Check coolant gas levels
- Check the sealing rubbers and silicone condition on all applicable equipment
Industrial Laundry
- Check hoses
- Lubricate mechanical components
- Check the operation of the laundry boilers
- Check the plumbing, to prevent the effluent from overflowing
- Check the drainage system, including protection and non-return valves
Water Sources and Plumbing
- Analyse domestic hot water (tanks/rooms)
- >Check for any leaks
Air Handling Units
- Replace the filters
- Check for oil leaks and repair, if necessary
- Analyse noise and vibrations
- Inspect the drive belts
- Test the differential pressure switches
- Check overall operation including safety devices and valve tightness, thermostats, pressure gauges, flow switches,
- Clean and disinfect the tray
- Analyze the tray of water
- Perform meter readings
- Clean HVAC air filters, air intakes, blower motors, compressors, and exhaust fans
- Test and run all safety controls
Lifts and Docks
- Ensure that the external maintenance company is fulfilling the contract
Landscaping, Gardening, and Outdoor Aras
- Maintenance of flowerbeds and garden areas
- Clean the automatic irrigation sprinklers and filters
- Check pergolas, benches, swings, and similar
- Check landscaping equipment
- Inspect BBQs and fire pits for functionality and safety
- Golf course general maintenance tasks
Biannual Preventive Maintenance (PM) Checklists
Comfort Areas (Guest Rooms, Common Areas, etc.)
- Check the operation of doors, windows, lamps, telephone, internet connection, furniture, water pressure in the toilet, hairdryer, clean mirrors and glasses
- Check all of the furniture in the common area and make any repairs
- Check and repair TV and other electronics that are functioning properly (upon any new guest checking in)
- Check all safety features, including smoke detectors, carbon monoxide detectors, and fire extinguishers
Pools and Spas
- Clean and disinfect pools and spas and surrounding areas
- Do a thorough cleaning, remove water, service, and check the filters, engine, pumps, etc.
- Processes for winterizing the pool will depend on each Hotel’s Standard Operating Procedures that they have in place but is good to be done bi-annually
- Check the recirculation pump, pressure gauges, and turbine
- Check the operation of the filters under pressure
- Clean the intermediate tank
Industrial kitchen
- Check coolant gas levels
- Check the sealing rubbers and silicone condition on all applicable equipment
- Calibrate the scales
- Check all safety devices
- Check metal structures for corrosion and oxidation
Chillers
- Measure the consumption of condenser compressors and fans
- Check the differential pressure in the compressor oil pumps
- Clean and inspect the condenser
- Test the operation of the condenser fans
- Check the thermal insulation of the evaporator
- Check the oil levels in the compressors
- Check the operation of the flow switches
- Check pressure gauges and thermometers
- Retighten electrical and mechanical components as needed, including motor terminals
- Clean the electrical panel and check the electrical installation
- Control of the overheating
- Check the structure for corrosion
Cooling Towers
- Perform a general inspection of the equipment
- Inspect the condenser and filling
- Disassemble, clean, and disinfect the system
Industrial Laundry
- Check and clean the dosers
- Clean the calender machine
- Check the steam and hot water pipes insulation
- Check hoses
Water Sources and Plumbing
- Check the pipes’ condition
Air Handling Units
- Check the condition of the heating and cooling batteries and clean them with a water jet
- Measure the air temperature (insufflation/return)
- Check free cooling
- Lubricate mechanical and electrical components
- Clean the drop separators and sanitize the drainage system
Safety Equipment
- Check the operation of safety alarms
- Check the smoke, temperature, and carbon monoxide detection equipment
Boilers
- Clean the space and structure
Back-up Generator
Landscaping, Gardening, and Outdoor Aras
- Check the irrigation system controller and pump
- Maintenance of flowerbeds and garden areas
- Clean the automatic irrigation sprinklers and filters
- Check pergolas, benches, swings, and similar
- Check landscaping equipment
- Inspect BBQs and fire pits for functionality and safety
- Golf course general maintenance tasks
Solar Panels
- Check the temperature and pressure of the primary
- Check the cover and housing for dirt, deformation, condensation, or other anomalies
- Check the joints for deformations, degradations, or cracks
- Check the structure for corrosion and oxidation
- Clean the purger and the collector cover
- Check the safety valve
- Retighten the case screws
- Clean the purger
Annual Preventive Maintenance (PM) Checklists
Comfort Areas (Guest Rooms, Common Areas, etc.)
- Replace the mattresses (Determined by Hotel Management)
- Do a major walk-through to endure that all safety issues and repairs are made
Pools and Spas
- Check the recirculation pump, pressure gauges, and turbine
- Check the operation of the filters under pressure
- Clean the intermediate tank
- Change the water and do a complete cleaning
Chillers
- Check the operation of the flow switches
- Check pressure gauges and thermometers
- Retighten electrical and mechanical components as needed, including motor terminals
- Check the protection thermals
- Clean the electrical panel and check the electrical installation
- Control of the overheating
- Check the structure for corrosion and correct it if necessary
- Completely service chillers to manufacturers’ specifications
Cooling Towers
- Inspect cold water basin
- Purge the water
- Adjust belt tension
- Flush water distribution system/inspect spray nozzles
- Lubricate fan shaft bearings
- Drain basin & piping
- Analyze the physical-chemical quality of water
- Inspect and clean the condensate tray
- Inspect the drop separator
- Do a complete service according to the manufacturer’s specifications
Industrial Laundry
- Do a complete service according to the manufacturer’s specification
- Check the thermostat, stopwatch, timers, and the machines’ water intake
- Check the electrical system, including circuit breakers, fuses, thermal relays, and signaling
Water Sources and Plumbing
- Replace AQS aluminum anodes, to the manufacturer’s specification to protect against corrosion
- Clean the installation
- Analyse domestic cold water
- Do any manufacturers suggestions for the upkeep
Electrical Installation
- Check the installation, including protection systems, transformer, connections, grips, and cleanliness
of the frame - Check the partial electrical panels, including apparatus, contacts, programmable clocks, controllers, and contactor status
- Check electrical connections
- Check the ground connection
- Clean and check the transformer station
Air Handling Units
- Check for corrosion and correct it if necessary
- Check the ducts’ insulation
- Mechanical and electrical retightening
- Inspect and clean the fans
- Inspect the frost protection
- Replace filters, belts, and other consumables depending on the state and/or the manufacturer
- Clean and disinfect the tray
- Analyze the tray of water
- Perform meter readings
- Clean HVAC air filters, air intakes, blower motors, compressors, and exhaust fans
- Test and run all safety controls
- Inspect compressed air line
- Monitor oil levels and replace air compressor pumps as necessary
- Overall cleaning as specified by the manufacturer’s requirements
Back-up Generator
- Lubricate hinges
- Check valve clearances
- Retighten the terminals on the alternator and circuit breaker
- Perform general cleaning of the equipment
- Retighten the engine and alternator supports
- Replace oil and oil filters check the manufacturer’s recommendations
- Replace the fuel filter and check the manufacturer’s recommendations
Fire Pumping Station
- Measure running consumption
- Check pressure gauges and temperatures
- Lubricate bearings
- Perform a general cleaning
Lifts and Docks
- Inspect the cabin and equipment
- Check for oil leaks
- Clean the lift shaft and pit
- Test the fire and safety alarm
Landscaping, Gardening, and Outdoor Aras
- Check the irrigation system controller and pump
- Maintenance of flowerbeds and garden areas
- Clean the automatic irrigation sprinklers and filters
- Check pergolas, benches, swings, and similar
- Check landscaping equipment
- Inspect BBQs and fire pits for functionality and safety
- Golf course general maintenance tasks
Solar Panels
- Inspect the solar panels for any signs of damage or degradation, including cracks, scratches, or discoloration
- Inspect all electrical connections for tightness and signs of wear or damage. Make sure all connectors are firmly seated and secure
- Check the inverter for any warning lights or error messages. Make sure the inverter is properly functioning
- Clean the solar panels to remove any dirt, dust, or debris that may be blocking sunlight. Use a soft-bristled brush and water to clean the panels
- Check the performance of the solar panels using a solar panel performance monitor or through your solar energy system’s monitoring app. Make sure the system is producing the expected amount of energy
- Inspect the mounting hardware for any signs of wear or damage. Make sure all bolts, clamps, and brackets are secure
- If your system includes a battery backup, check the battery for any warning lights or error messages. Check the battery’s charge level and perform any recommended maintenance
- Check the surrounding area for any new trees or structures that may be causing shading on the solar panels. Trim back any overhanging branches or remove any new structures that may be blocking sunlight.
Customize Your Checklists
This list is only a sample of some of the maintenance tasks that hotel maintenance managers are responsible for. There are many more tasks and checklists that need to be completed, but by using CMMS checklists you can easily manage and monitor the work of both technicians and service providers. By standardizing your processes and procedures through step-by-step checklists, each technician or service provider can perform their work consistently. You can add documentation and images to the checklist to help them with their tasks. Checklists can help ensure that you are ready for those inspections and audits that you must face every month.
If you’re interested in maintenance management and would like to learn more about checklists and how they can improve your productivity and reduce costs, you can schedule a free demo and see for yourself.
