Published 21 Apr 2023
What is a Hotel Maintenance Checklist?
A hotel maintenance checklist is a tool used to list comprehensive maintenance tasks and inspections that need to be carried out in various areas of a hotel, such as guest rooms, common areas, facilities, and outdoor spaces. It serves as a guide for hoteliers and their maintenance teams to ensure that all areas are regularly inspected and properly maintained for a positive guest experience.
Hotel Maintenance Checklist
Download this free hotel maintenance checklist when conducting your regular maintenance checks and inspections to help you keep track of hotel safety and cleanliness. Apart from that, you may also do the following:
- Fill in basic details of the inspection being conducted, such as the location, date and time, and the inspector’s name.
- Select ✔ or ✖ or answer Yes-No-N/A questions when covering areas like guest rooms, common areas, food and beverage facilities, swimming pools and recreational areas, and others for general maintenance.
- Add notes and attach annotated photos, videos, and other files to help you provide proper documentation of the conducted
- inspection.Before completing the checklist report, include digital signatures.
- Export it into a hotel maintenance checklist PDF, Excel, or Word file for recordkeeping and store it securely on the cloud.
In this article
- Types and Examples of Maintenance in Hotels
- What to Include in a Hotel Maintenance Checklist
- Step-by-Step Guide to Creating and Using One for Maintaining Your Hotel
- FAQs About Hotel Maintenance Checklists
- Effectively Maintain Hotels with SafetyCulture
- Related Hotel Maintenance Templates
Hotel management involves complex operations that require regular maintenance and continuous attention to ensure that everything is in working order. Failure to address maintenance issues in a timely manner can lead to guest complaints, negative reviews, a bad reputation, and even legal liabilities. Therefore, it’s crucial for hoteliers to prioritize maintenance as a fundamental aspect of their operations.
In this aspect, using hotel checklists helps those responsible for maintaining tasks to stay organized and focused on essential tasks. Apart from that, the following can be achieved as a result of using this invaluable tool:
- Proactive Maintenance – It allows hoteliers to proactively identify and address maintenance issues before they escalate into costly problems.
- Improved Guest Experience – A well-maintained hotel property with the help of standardized maintenance checklists creates a positive impression on guests and enhances their overall experience.
- Enhanced Safety and Security – The checklist must include routine checks of safety equipment to ensure they are functioning properly, create a safe and secure environment for guests, and reduce the risk of accidents.
- Increased Operational Efficiency – It helps hotel staff prioritize tasks, allocate resources efficiently, and prevent any overlapping or missed maintenance tasks.
- Compliance with Regulatory Requirements – A checklist for hotel maintenance includes checks for compliance with relevant standards and regulations to enhance the hotel’s reputation as a responsible and trustworthy establishment.
- Better Budgeting and Cost Control – By identifying and addressing maintenance issues early on during inspections using checklists, hoteliers can prolong the lifespan of hotel assets and facilities, as well as avoid costly repairs and replacements in the future.
Types and Examples of Maintenance in Hotels
There are two main types of how hotels are maintained:
It refers to the process of fixing or addressing something only after it occurs, breaks down, or malfunctions to return the asset to its normal operation. This type of maintenance usually applies to assets that are relatively easier or cheaper to repair or replace. However, it may not be highly suitable for long-term asset management and care.
For hotels, some assets that can undergo reactive maintenance are the following:
- Alarm systems
- Pantry or kitchen appliances
- Fitness equipment
On the other hand, this process refers to performing maintenance tasks to extend the lifespan of assets, equipment, and even infrastructures. At its core, it deals with minor issues to prevent them from becoming major and costly ones and limit their possibility of breaking down, deteriorating, or causing downtime.
Some examples of assets and systems in a hotel that are suitable for preventive maintenance are the following:
- Heating, Ventilation, and Airconditioning (HVAC) units
- Pool readings
- Electrical systems
- Servicing of plumbing systems
What to Include in a Hotel Maintenance Checklist
To ensure an in-depth maintenance routine for your hotel, the checklist should list specific tasks and inspections for each area, such as checking for safety hazards, cleanliness, the functionality of equipment, and compliance with regulations. Apart from those, the following hotel maintenance tasks must also be included:
- Guest Rooms:
- Checking for leaky faucets, dripping showers, and malfunctioning toilets
- Inspecting electrical outlets, switches, and lighting fixtures
- Testing HVAC systems for temperature control and air quality
- Checking for any signs of pest infestations
- Inspecting furniture, fixtures, and appliances for wear and tear
- Testing fire safety equipment, such as smoke detectors and sprinkler systems
- Checking door locks, latches, and hinges
- Inspecting windows, curtains, and blinds
- Common Areas:
- Checking for cleanliness and tidiness, including trash removal and floor cleanliness
- Inspecting lighting fixtures and electrical outlets
- Testing fire safety equipment, such as fire extinguishers and emergency exits
- Checking for any signs of damage or wear and tear on walls, ceilings, flooring, furniture, fixtures, and decor
- Checking for any potential safety hazards, such as loose handrails or slippery floors
- Inspecting elevators and escalators
- Food and Beverage Facilities:
- Checking for cleanliness and hygiene in food preparation areas, including countertops, sinks, and utensils
- Inspecting kitchen equipment, such as ovens, grills, fryers, and refrigerators
- Inspecting dining areas, including tables, chairs, flooring, and lighting fixtures
- Checking for proper ventilation and exhaust systems in kitchens and dining areas
- Inspecting bar equipment, such as dispensers, refrigerators, and ice machines
- Swimming Pools and Recreational Areas:
- Checking water quality and chemical balance in swimming pools and spas
- Inspecting pool equipment, such as pumps, filters, and heaters
- Checking for cleanliness and tidiness in the pool and recreational areas, including decks, seating areas, and locker rooms
- Inspecting safety features, such as lifeguard stations, safety signs, and fencing
Step-by-Step Guide to Creating and Using One for Maintaining Your Hotel
To guide you in creating a hotel preventive maintenance checklist, here are the steps you can take:
- Begin by identifying all the areas of the hotel that need to be included in the maintenance checklist. Make sure to assign responsibilities to specific team members and communicate the schedule to them.
- Provide proper training to the maintenance team on how to use the hotel maintenance checklist effectively. Train them on inspection techniques, documentation procedures, and the importance of timely maintenance.
- For each area, list and inspect the specific tasks that need to be performed. You can use multiple-choice questions such as Yes-No-N/A or Pass-Fail-N/A based on the areas or items being checked.
- Record all findings during inspections, including any repairs or maintenance tasks completed. This documentation can be used for future reference and audits.
- Take immediate action to address any issues or repairs identified during inspections by prioritizing critical or safety-related issues and ensuring they are resolved promptly. Communicate with the maintenance team and other relevant departments to coordinate repairs and maintenance tasks if they can’t be resolved or done immediately.
- Use the checklist to verify that all items have been addressed and that the necessary repairs or maintenance have been completed. If not, assign corrective actions or add notes for further context.
- Include a space or section in the checklist to record the dates of inspections and maintenance performed. This will help track when each task was last performed and when it’s due for the next maintenance cycle.
- Regularly review and continuously improve the checklist to ensure it remains effective in maintaining the hotel’s facilities.
- Recommend conducting follow-up inspections, resolving corrective actions, and stating the next steps.
FAQs About Hotel Maintenance Checklists
This depends on various factors, such as the size and type of hotel, the facilities and amenities offered, and local regulations. Typically, hotel maintenance inspections are conducted on a routine basis—whether daily, weekly, monthly, quarterly, or annual tasks. It’s important to establish a schedule based on the needs of your hotel and communicate it to your maintenance team.
The responsibility for using hotel maintenance checklists typically falls on the hotel management and the maintenance team. Hotel managers create or customize the checklists based on the unique needs of their property and ensure that they are effectively implemented. The maintenance team, on the other hand, conduct the tasks and inspections as per the checklist, document findings, and complete assigned tasks in a timely manner.
Consider factors such as the size, layout, facilities, and amenities of your hotel when creating or customizing the checklist to ensure that it aligns with the unique requirements and helps in effectively maintaining your facilities. With this, you can include specific tasks and inspections that are relevant to your property.
Effectively Maintain Hotels with SafetyCulture
Why use SafetyCulture?
One way to digitize and streamline the process of tracking inspections, documenting findings, assigning tasks, and generating reports for analysis and improvement is by using a hotel maintenance management software like SafetyCulture (formerly iAuditor).
With SafetyCulture, hotel management and maintenance teams can do the following and more:
- Download and use hotel maintenance checklists and templates from the Public Library when conducting hotel maintenance and inspections.
- Monitor the performance of your hotel assets, including equipment, amenities, and facilities, with the Asset Management feature.
- Enable scheduling of maintenance, cleaning audit, and inspection checklists to ensure regular checks of the areas and aspects of your hotel.
- Identify maintenance issues and assign corrective actions to respective personnel for resolution.
- Capture and upload photos, videos, and other file attachments to provide further context during inspections and maintenance routines.
- Use the Analytics dashboard to benchmark relevant insights and data on maintaining your hotel, along with its assets, amenities, and facilities.
- Generate reports of completed hotel maintenance checklists in various formats, including PDF, Excel, Word, or weblink, and store them on SafetyCulture’s secure cloud.
- Create training courses for maintenance personnel to make sure they’re well-skilled and aligned with hotel maintenance best practices.
- Use Heads Up when disseminating Standard Operating Procedures (SOPs) in hotel maintenance across the organization.
- Ensure you don’t run out of ample and appropriate PPEs that your maintenance team must wear when performing tasks by purchasing PPE stocks through the SafetyCulture Marketplace.
- Improve the safety of lone workers in your hotel using SHEQSY by SafetyCulture.
Related Hotel Maintenance Templates
Hotel Bedroom Housekeeping, Maintenance & Safety Audit
Use this template for doing housekeeping, maintenance, and safety checks in a hotel. Answer multiple-choice questions, provide additional comments, and attach photos or other relevant documentation to ensure a comprehensive inspection routine.
Hotel Room Checklist
Maintain guest rooms and ensure that they are clean and damage-free using this checklist. Check if items in each room are in good condition, as well as perform an inspection before check-in and after guests check out to ensure that rooms follow hotel standards and provide guests with a high level of service.
Hotel Room Inspection
Use this comprehensive housekeeping inspection checklist that follows a Yes/No format, covering the general guest room cleaning, maintenance issue, amenities, and settings. Attach media of any issues found for endorsement to repairs, replacement, or maintenance tasks.
Hotel Housekeeping Checklist
Use this hotel housekeeping checklist to inspect the work done in cleaning and housekeeping tasks. Ensure that all aspects of your hotel are in clean and pristine condition before the next use.