Commercial property maintenance checklist (UK): what to inspect and what to record
Last reviewed 6 October 2026
How to use this checklist
A commercial property maintenance checklist lists the building systems that need routine attention, what to look at on each, and what to write down afterwards. The list below is grouped by system so you can adapt it: delete what does not apply, and add what is specific to your building.
It separates two things that are easy to blur:
- Good-practice checks and records. Routine inspections that keep a building in order and leave a useful history. Most of the checklist is this.
- Items that may carry legal duties. Depending on the building, how it is used and where it is in the UK, some of these have statutory requirements for risk assessment, inspection or examination. The section on legal requirements covers a few examples.
Completing a generic checklist does not show that a building meets its legal obligations. The right inspection frequencies depend on the equipment, the manufacturer’s instructions, the risk assessment and the rules that apply to your premises.
The checklist
For each item, note the date, who checked it, what you found and any follow-up needed.
Building fabric
- Roof, flashings, gutters and downpipes: condition, blockages, signs of leaks
- External walls, cladding and render: cracks, damp, loose or damaged areas
- Windows, glazing and seals: damage, failed seals, operation
- Internal finishes: ceilings, walls and floors, especially for stains that suggest hidden leaks
- Car park, paths and external areas: surface damage, drainage, lighting
Electrical
Fixed installation inspection frequency depends on the installation and its condition. Follow the latest report and professional advice.
- Distribution boards and switchgear: accessible, labelled, no signs of damage or overheating
- Date and result of the latest fixed-wiring inspection report, and whether recommended actions were completed
- Portable appliance checks, if you operate a testing regime: dates and results
- Emergency and standby supplies (generators, UPS): last test or service
Heating, ventilation and air conditioning
- Boilers, heat pumps and heating controls: service dates and any faults
- Air handling units, extract fans and air conditioning: filter changes, service visits, performance problems
- Refrigerant systems: service records kept by the engineer, where applicable
- Radiators, fan coils and distribution pipework: leaks, noise, cold spots
Plumbing and water
Water hygiene duties depend on the premises and its water systems. HSE guidance is the starting point.
- Tanks, pumps and water heaters: condition, service dates
- Evidence of any water-hygiene risk assessment and the actions taken from it
- Drainage and gullies: blockages, odours, slow drains
- Taps, toilets and showers, including infrequently used outlets: leaks and condition
Fire-related records
Fire safety duties are set by nation-specific legislation. See the legal requirements section below.
- The fire risk assessment: date, who completed it, review date and the actions arising
- Fire alarm panel: faults, test records and service visits
- Emergency lighting: test and service records
- Extinguishers and other firefighting equipment: service dates
- Escape routes and fire doors: checks carried out and defects reported
- Fire drills and staff instruction, where you run them: dates and attendance
Access, doors and security
- Entrance doors, automatic doors and shutters: operation and service records
- Lifts and other lifting equipment: examination reports and service records
- Access control, intruder alarm and CCTV: service and fault records
- Locks, keys and key holders: who holds what
Plant and equipment
- A current list of installed plant, with location, make, model and serial number
- Manuals, warranties and commissioning records filed against the item
- Condition notes and expected replacement horizon for major items
- See what a plant and equipment register is
Inspections, services and history
- A maintenance schedule showing what is due, when it was last done and who does it
- Completed work: description, date, contractor, cost where relevant, invoice reference
- Open defects and who is dealing with them
- See how to create a property maintenance schedule
Documents
- Certificates and inspection reports, filed so the latest and previous versions are both findable
- Insurance and landlord or tenant responsibilities for repair, if relevant to the building
- Contractor details and service agreements
- See what documents to keep for a commercial building
What may have legal requirements
These are examples, not a complete list. Which duties apply depends on who controls the premises, how the building is used, its size, and whether it is in England, Scotland, Wales or Northern Ireland.
| Area | What official guidance says | Source |
|---|---|---|
| Fire safety | The person responsible for non-domestic premises (an employer, owner, landlord, occupier or anyone with control) must carry out and regularly review a fire risk assessment and keep a written record. This applies in England and Wales under the Fire Safety Order; Scotland and Northern Ireland have separate legislation. | GOV.UK |
| Water hygiene (legionella) | Employers and those in control of premises must assess and control the risk from legionella bacteria in water systems. HSE publishes the approved code of practice and technical guidance. | HSE |
| Fixed electrical systems | Systems must be maintained so far as reasonably practicable to prevent danger. HSE says the regulations do not set a single inspection frequency for every installation. | HSE |
| Lifts and lifting equipment | Lifting equipment used at work is subject to thorough examination at set intervals, with written reports. HSE’s guidance gives six months for equipment that lifts people. | HSE |
Recording what you find
A checklist only helps if the outcome is kept. For each check, record:
- what was inspected and where
- the date and who carried it out
- what was found, including “no issues”, which is itself useful history
- any follow-up work, who is responsible and a target date
- the supporting document: the report, certificate, photo or invoice
Over time this gives you a history for each system, which is what you need when an issue recurs, a contractor asks what was done before, or a new manager takes over.
Official sources
Related guides
- What is a plant and equipment register?
What a building’s plant and equipment register is, and which details are worth recording for each item.
- What documents should be kept for a commercial building?
The documents worth keeping for a commercial building, in practical groups, and what is useful versus required.
- How to create a property maintenance schedule
A step-by-step method for a schedule you can keep up: items, frequencies, due dates, history and overdue work.
This guide is general information about keeping records. It is not legal, safety or technical advice. MyPropertyRecord stores the records and dates you enter; it does not check or determine whether a property meets any legal requirement. Requirements differ across England, Scotland, Wales and Northern Ireland, and by property type, use and tenancy, and they change. Where this guide mentions a legal duty, check the current official guidance linked on this page before relying on it.