Templates & Checklists

Scheduled electrical maintenance on a live installation. Thermographic survey under load, torque checks that are recorded rather than assumed, and RCD trip times written down.

Two test regimes on two clocks, every luminaire logged, and the duration each fitting actually held rather than the duration it was supposed to.

Work on one piece of equipment, with meter readings at start and finish, criticality, the isolation and permit record and warranty status.

The whole facilities remit across a portfolio: hard and soft services building by building, who delivers each one, what it costs per unit of area and when the contract runs out.

The loss-control inspection an insurer, broker or risk manager fills in. Property conservation and liability exposure rather than a maintenance walk, ending in coded recommendations.

The facility manager's running checks, organized by how often they happen rather than by what they are. Daily through annual, with completion reported per cadence.

A facilities scorecard where every measure carries how it is calculated, written out in words, so the same KPI reported by two sites actually means the same thing.

The operating plan for running a facility, not just maintaining it. Which services are delivered in-house and which are bought, what they cost per occupant, and how performance is judged.

Price a visit made of several small unrelated jobs, task by task, with each one approved before it starts.

For a housekeeping department in a hotel, hospital or student accommodation: room status agreed with the front desk, a departure clean separated from a stayover, and minutes recorded per room.

Scheduled HVAC maintenance by frequency, with the two seasonal changeovers that decide whether a summer or a winter goes quietly, and the filter and belt sizes written down.

A mechanical service record with as-found and as-left readings, refrigerant handling, filter size and component checks against one unit.

Record what happened while it is fresh, keep the facts apart from the analysis, and decide inside the form whether a regulator has to be told.

A job ticket that says go and inspect this. Pass, fail or N/A on every point, and every fail leaves with a photo reference, a corrective work order number and a date.

A janitor's duty roster from daily through to yearly, covering the caretaking a building needs as well as the cleaning: the lamp changes, the setups, the salt bins and the plant room walk.

Authorize a piece of work against a cost center, record who approved it at each stage, and close it against actual cost.

A grounds visit recorded zone by zone, with conditions on arrival, crew hours per area and every chemical application logged.

A written energy control procedure for one machine. Every energy source named, zero energy proved before anyone works, and one lock per person.

One asset and its whole service history, planned, reactive and corrective in one register, so lifetime spend can be read against what the thing would cost to replace.

The governance document above the plan. What the organization commits to, who may decide what and up to what value, which standards apply, and how anyone knows it is being followed.

One form for corrective and preventive jobs, with downtime captured, parts and labor totalled, and two signatures closing the job.

The report a facilities provider sends its client each month, written narrative first and ending with the one section most reports leave out: what the client has to do.

A cleaning specification for a commercial building, written area by area with a frequency and a time against every task, so a contractor can price it and a client can audit against it.

For US workplaces. Which standards apply to you, what has to be written, posted and reported, by when, and how long every record has to be kept.

For US workplaces. What to do from the moment a compliance officer shows credentials at reception, through the walkaround, to the day the contest period expires.

Authorization for one job, in one place, for a stated window of time. Precautions confirmed before issue, and the area handed back before it closes.

One treatment visit recorded with the device readings, the pesticide application detail and the restricted entry interval an auditor will ask for.

Plan, run and restart a planned shutdown. Scope frozen before it starts, daily progress against plan, and a pre-startup review that has to pass before anything is energized.

A planned preventative maintenance schedule built as a compliance register: every statutory task with its frequency, provider, next due date and certificate reference.

A task library rather than a job sheet. Seventy tasks across six building systems, adopted only where you can name an owner and a frequency, with a coverage score and an hours check.

The record of PM that actually happened. Every visit against the date it was due, so the sheet works out how many days early or late each one ran.

The program document rather than a task list. Which assets get preventive attention and which run to failure, why, what it costs, who delivers it, and how you will know within a year whether it worked.

A twelve-month matrix of what falls due when, with hours rather than ticks in the month cells, so the workload totals itself and August's triple booking shows up in December.

One scheduled PM visit recorded against its task list, with as-found and as-left readings, every deficiency raised as a corrective job, and a verdict on the interval.

An insurance-grade record of damage to a building and its contents: what caused it, what you did to stop it worsening, and what the claim comes to.

A tenant request taken through entry permission, an owner approval limit and a vendor visit, with every cost line allocated before the invoice arrives.

The front door for repair requests: plain language from whoever noticed the problem, then triage, spend approval and the work order it turns into.

A breakdown record with a timestamped downtime timeline, failure category, root cause and the cost evidence a replacement decision needs.

The sheet that goes on the back of the door and the schedule behind it: hourly checks signed as they happen, a full clean specified properly, and the par levels that stop a building running out of hand towel.

Audits the safety management system rather than the housekeeping. Every requirement is tested three ways and backed by the evidence you actually saw.

A physical walkthrough of what is actually in front of you, with every hazard logged, scored by severity and likelihood, and banded high, medium or low.

Cleaning a school runs on two calendars. Term time is fast, constant and worked around children; holidays are when the real work happens. This specifies both, with the safeguarding a school needs and an office does not.

The notice you send before switching something off, written so that an occupant who reads it once does not need to ring and ask what is still working.

An invoice for maintenance and facilities work, built to be reconciled rather than just sent. Every line references a work order and says whether it is contract, chargeable or warranty.

A facilities services SLA written to be measured. Priorities defined with worked examples, response separated from fix, and the stop-the-clock rules that settle most disputes.

One front door for everything a facilities team does, not just repairs. A catalog of sixteen services, each with a published fulfillment target and an approval threshold.

Record a customer visit with the SLA clock, the fault in the customer's words, and every line marked billable, warranty or contract.

Taking a building from the people who built it to the people who will run it, while there is still leverage to get the asset register, the spares and the training that operating it depends on.

A plan written before anything is spilled. What is stored where, which drain it would reach, who does what in the first ten minutes, and who has to be told.

Approve a subcontractor before they start and score them once they have, with weights set once so the whole approved list stays comparable and documents tracked to their expiry date.

A review instrument: sample closed work orders, score them across raising, safety, closure and data quality, and turn the result into a compliance rate.

The closing document for a finished job. What was done, what it cost, whether it is genuinely resolved, how long it is warranted, and two signatures.

Price work before it is authorized: what is included, what is not, the assumptions, two or three priced options, and a signature that turns it into an order.

A simple work order that works for any job and any trade. Raise it on one page, close it on the other, and let the costs add themselves up.

One register for every open and closed work order, with aging that calculates itself, SLA outcomes and the reactive share of the workload.