107 free templates
Templates & Checklists
Free, editable templates for facility and maintenance teams: work orders, safety, preventive maintenance and more. Preview any of them before you download.
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Showing 9 of 107AED Maintenance Checklist
Pads and batteries expire quietly and the device only fails when it matters. Check every unit monthly and track every expiry date before it lapses.
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Asset Management Plan
A whole-life plan for an asset base rather than a maintenance program for next year, stating the service the assets must deliver, what sustaining it costs, what is actually funded, and what the difference does to condition over twenty years.
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Asset Register Template
The document every maintenance system is built on and most buildings do not have, with each asset located, coded and rated for criticality, and a completeness score at the end because a register is only as good as the field people stopped filling in.
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Bed Bug Inspection Form
For buildings where people sleep and somebody else is responsible. Evidence graded rather than described, and the rooms either side, above and below inspected at the same time, because treating only the unit that complained is how a building ends up treating the same floor four times.
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Boiler Maintenance Checklist
Commercial heating plant, with the combustion readings written against their commissioning figures and the statutory examination dates counting down, because a boiler that drifts two points of efficiency costs more over a winter than the service that would have caught it.
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Building Maintenance Checklist
A condition walk of the whole building, element by element. Rate what you see rather than ticking it off, price the defects you find, and the walk ends with a number.
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Building Maintenance Log Template
One building and every job done to it, sorted by the part of the building that consumed the money, so an element quietly taking a rising share becomes visible.
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Building Maintenance Work Order Template
Fabric and common-area work issued by building element, with the asbestos and access checks made before starting and the statutory items kept separate.
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Calibration Form Template
A calibration record with as-found readings taken before anything is adjusted, because as-found is what tells you whether every measurement the instrument made since its last calibration can be trusted.
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CCTV Maintenance Checklist
A camera that records is not the same as a camera that is useful. This grades image quality against what each camera is actually there to do, proves the footage is really being retained, and keeps the data protection obligations on the same sheet as the lens cleaning.
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Chiller Maintenance Checklist
Built around approach temperature, the number that tells you a chiller is fouling months before anybody notices it on the electricity bill, plus the log readings, oil analysis and tube condition that say whether the machine will see out the summer.
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Cleaning Work Order Template
A cleaning round recorded area by area, with minutes spent, an inspection score against each space, and the consumables and chemicals used.
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Cold Room Maintenance Checklist
Walk-in refrigeration, where a maintenance failure becomes a food safety failure within hours. Temperature integrity first, measured at the warmest point rather than read off the display, then the door, the defrost and the stock.
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Commercial Building Maintenance Schedule
A maintenance schedule for a let building, where the question is not only when a task falls due but who is responsible for it and how much of it the tenants actually pay for.
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Commercial Property Inspection Checklist
Due diligence on a building somebody is about to buy, lease or take over, where every finding carries a cost and a timing band, because the question is never what is wrong with the property but what the first three years will cost and who pays.
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Commercial Water Heater Maintenance Checklist
Domestic hot water plant in a commercial building, where the temperature regime is not a comfort setting but a control measure: hot enough at the heater, hot enough at the outlet, and cool enough at the point a hand touches it.
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Complaint Report Template
A complaint record for when somebody is unhappy with the service rather than hurt by it, with each point they raised answered separately instead of under one overall verdict.
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Confined Space Entry Permit
Hazards, atmospheric testing, isolation, named roles and an entry tally, built around one rule: the permit is not valid until the rescue arrangement is written on it.
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Contractor Work Order Template
Issue work to an external contractor with an agreed price, logged variations, and acceptance signed before the invoice is approved.
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Cooling System Inspection Checklist
A survey of the whole cooling system rather than a service of one machine, built around delta-T measured at every stage, because a system running a low temperature difference costs two or three times more to pump and nothing about it looks broken.
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Cooling Tower Maintenance Checklist
A cooling tower is the one piece of building plant that can make people seriously ill from the other side of a parking lot. This covers the mechanical maintenance and the legionella control regime together, because treating them as separate jobs is how outbreaks happen.
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Downtime Log Template
Each stoppage timed in stages from failure to restart, because on most sites the repair is the short part and the waiting either side of it is what closed the line for a shift.
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Electrical Maintenance Checklist
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.
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Emergency Light Inspection Checklist
Two test regimes on two clocks, every luminaire logged, and the duration each fitting actually held rather than the duration it was supposed to.
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Energy Audit Checklist
A commercial building walked with the bills in hand, starting from what it draws at three in the morning when it is empty, because almost every site has plant running around the clock nobody ever asked to run.
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Equipment Maintenance Checklist
Planned maintenance for machinery rather than buildings, scheduled on running hours instead of the calendar, because a machine that ran 900 hours last quarter and one that ran 90 do not need the same attention on the same date.
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Equipment Maintenance Log Template
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.
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Equipment Maintenance Report Template
A condition report on one asset written for whoever owns the budget rather than whoever did the work: what state it is in, how much life is left, and whether the next thing to spend money on is a repair or a replacement.
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Equipment Work Order Template
Work on one piece of equipment, with meter readings at start and finish, criticality, the isolation and permit record and warranty status.
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Facilities Maintenance Schedule Template
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.
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Facility Condition Assessment Template
A formal condition assessment that ends in a number. System by system, how much life is left and what the deficiencies cost, resolving to a facility condition index.
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Facility Inspection Form Template
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.
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Facility Maintenance Checklist
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.
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Facility Management KPIs Template
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.
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Facility Management Plan Template
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.
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Fire Extinguisher Inspection Checklist
A register of every unit, a ten-minute monthly walk, and the one section that asks whether the extinguisher on the wall is the right kind for what is next to it.
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Floor Inspection Checklist
Floors inspected as a slip risk and a capital asset, with the covering type recorded against the cleaning method used on it, because the commonest cause of a slippery floor is not dirt but the wrong product on the right surface.
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Forklift Inspection Checklist
Thirty-six checks before the truck moves, signed by the operator who will drive it, ending in a decision with two options and nothing in between.
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Generator Maintenance Checklist
Standby power tested the way it will actually be used, because a generator that has only ever been run off load is an untested generator, and the day it is needed is the worst possible day to find that out.
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Grease Trap Maintenance Checklist
Depth measurements against the quarter rule, a full service record, the kitchen practice that decides what reaches the trap, and the waste transfer note an inspector asks for first.
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Handyman Work Order Template
Price a visit made of several small unrelated jobs, task by task, with each one approved before it starts.
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Hot Work Permit
Welding, cutting, grinding or anything else that makes sparks, controlled from before it starts until well after it stops, with a timed fire watch log that runs past the last spark.
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Hotel Maintenance Checklist
The engineering side of a hotel, guest rooms included, with every room out of order priced in room nights rather than labor hours, because that is the only way a maintenance budget gets approved in a hotel.
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Housekeeping Checklist
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.
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Housekeeping SOP Template
The written method behind the checklist. Every step carries a standard and a way of verifying it, every person who follows it has a training record, and every change has a version number.
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HVAC Installation Checklist
An installation record that ends where most installations go wrong, with the commissioning readings compared against the design figures and the warranty registered before the installer leaves site.
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HVAC Maintenance Checklist
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.
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HVAC Work Order Template
A mechanical service record with as-found and as-left readings, refrigerant handling, filter size and component checks against one unit.
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Incident Report Template
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.
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Indoor Air Quality Checklist
A survey of the air people are breathing rather than the plant that moves it, measured in the areas the complaints came from and at the time of day they happen, because a survey done in an empty building on a quiet morning finds nothing.
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Inspection Work Order Template
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.
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Janitorial Checklist
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.
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Job Order Template
Authorize a piece of work against a cost center, record who approved it at each stage, and close it against actual cost.
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Landscape Maintenance Checklist
An annual grounds program for a commercial site, built around the fact that landscape work is dictated by the growing season rather than the calendar, plus the tree inspections and irrigation checks that are liabilities rather than gardening.
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Landscape Work Order Template
A grounds visit recorded zone by zone, with conditions on arrival, crew hours per area and every chemical application logged.
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Lock Out Tag Out Procedures
A written energy control procedure for one machine. Every energy source named, zero energy proved before anyone works, and one lock per person.
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Maintenance KPIs
The maintenance metric set with its formulas and, more usefully, with what a good number hides, because compliance at a hundred percent and a falling backlog can both be symptoms rather than achievements.
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Maintenance Policy Template
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.
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Maintenance Report Template
A shift or daily report for a site rather than a record of one job: what the team did, what is still open and why, and above all the temporary measures left in place for whoever comes on next.
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Maintenance Work Order Template
One form for corrective and preventive jobs, with downtime captured, parts and labor totalled, and two signatures closing the job.
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Medical Office Cleaning Checklist
Cleaning a clinical setting, where the two things that decide whether it worked are the disinfectant dwell time and whether the room was cleaned between patients or terminally. Neither appears on a commercial cleaning specification.
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Monthly Service Report Template
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.
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Office Cleaning Checklist
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.
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OSHA Compliance Checklist
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.
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OSHA Inspection Checklist
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.
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Permit to Work Template
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.
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Pest Control Inspection Checklist
A monitoring survey rather than a treatment visit, with station readings trended across visits and the conducive conditions recorded separately, because a building with a gap under a fire door will keep paying for treatments that work perfectly and change nothing.
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Pest Control Work Order Template
One treatment visit recorded with the device readings, the pesticide application detail and the restricted entry interval an auditor will ask for.
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Plant Shutdown Checklist
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.
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Plumbing Inspection Checklist
The water and drainage installation across a commercial building, inspected with a pressure gauge rather than by eye, and built around an isolation valve register, because the moment a pipe bursts the only question is which valve stops it.
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Pool Log Sheet
The daily record a health inspector asks for first, with readings entered at the time they were taken, bather counts beside them, and an action and a retest against every result outside range.
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PPM Schedule Template
A planned preventative maintenance schedule built as a compliance register: every statutory task with its frequency, provider, next due date and certificate reference.
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Preventive Maintenance Checklist
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.
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Preventive Maintenance Log Template
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.
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Preventive Maintenance Plan Template
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.
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Preventive Maintenance Schedule Template
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.
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Preventive Maintenance Work Order Template
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.
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Property Damage Report Template
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.
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Property Management Work Order Template
A tenant request taken through entry permission, an owner approval limit and a vendor visit, with every cost line allocated before the invoice arrives.
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Repair Order Form Template
The front door for repair requests: plain language from whoever noticed the problem, then triage, spend approval and the work order it turns into.
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Repair Work Order Template
A breakdown record with a timestamped downtime timeline, failure category, root cause and the cost evidence a replacement decision needs.
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Restaurant Cleaning Checklist
Front of house and back of house on one document, with the two things a generic cleaning list never carries: sanitizer concentration in parts per million, and the duct interval your insurer asks about after a fire.
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Restroom Cleaning Checklist
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.
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Retail Store Cleaning Checklist
Cleaning a shop while it is trading. Front of house is a sales surface rather than just a floor, so the frequencies follow footfall and weather, and the standard is what a customer sees from the door.
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Retail Store Maintenance Checklist
The engineering side of a shop, worked around trading hours, with every section of floor taken out of use priced against sales rather than counted as a backlog item.
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Roof Inspection Checklist
A condition survey of a commercial roof, zone by zone, ending in a remaining life figure, with leaks traced from where they show back to where the water got in.
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Roof Maintenance Checklist
The planned work that keeps a commercial roof in warranty and keeps water moving, with a roof access register, because most roof damage is done by people who went up there for something else.
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Safety Audit Checklist
Audits the safety management system rather than the housekeeping. Every requirement is tested three ways and backed by the evidence you actually saw.
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Safety Inspection Checklist
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.
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School Cleaning Checklist
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.
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Septic Tank Inspection Checklist
An onsite wastewater system serving a commercial property, inspected by measuring rather than looking, because sludge and scum depths decide when the tank is pumped and a tank emptied on a calendar is either wasting money or already failing.
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Service Interruption Notice Template
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.
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Service Invoice Template
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.
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Service Level Agreement Template
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.
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Service Request Form Template
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.
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Service Work Order Template
Record a customer visit with the SLA clock, the fault in the customer's words, and every line marked billable, warranty or contract.
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Site Handover Checklist
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.
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Spill Response Plan Template
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.
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Subcontractor Evaluation Checklist
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.
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Swimming Pool Inspection Checklist
A commercial or public pool inspected the way a health inspector will: chemistry recorded at the right frequency, turnover actually calculated, and the suction outlet covers that are the one defect on the document capable of killing somebody.
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Ventilation Inspection Checklist
The air side of a building inspected with an anemometer rather than a torch, with airflow measured against design, duct cleanliness graded so it can be compared, and the fire dampers that sit inside the same ductwork and are almost never tested.
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Work Order Checklist Template
A review instrument: sample closed work orders, score them across raising, safety, closure and data quality, and turn the result into a compliance rate.
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Work Order Completion Report
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.
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Work Order Proposal Template
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.
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Work Order Template
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.
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Work Order Tracking Template
One register for every open and closed work order, with aging that calculates itself, SLA outcomes and the reactive share of the workload.
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Workplace Housekeeping Checklist
Housekeeping as a safety discipline rather than a cleaning one: order, storage and clear routes, scored by area, because slips and trips on the same level are the largest single category of workplace injury and almost all of them are a housekeeping failure.
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