What should be on a preventive maintenance checklist?
Every system that costs real money or causes real disruption when it fails. For most condo and HOA buildings, that includes these.
| System | Typical tasks | Common frequency |
|---|---|---|
| Elevators | Vendor service visit and safety checks | Monthly |
| HVAC in common areas | Filter changes, coil cleaning, seasonal start-up | Quarterly to seasonal |
| Roof and gutters | Inspection, debris clearing, drain checks | Quarterly, plus after storms |
| Generators and pumps | Run tests, fuel and battery checks | Monthly |
| Fire and life safety | Inspections and testing by a licensed vendor | As required by code |
| Pool and amenities | Water chemistry, equipment checks, cleaning | Weekly |
| Garage and gates | Door service, sensor and remote checks | Twice a year |
| Common area lighting | Walk-through, lamp and timer checks | Monthly |
| Plumbing | Backflow testing, water heater checks, leak review | Annually |
How should you adjust the checklist for your building?
Start with the list above, then tailor it to your equipment, climate and the age of the building.
- Follow manufacturer guidance for each piece of equipment, which may set different intervals
- Check local code for systems such as fire safety, elevators and backflow
- Account for climate with storm checks, freeze protection or extra HVAC servicing
- Look at the history because equipment with repeated repairs may need more frequent attention
This checklist is a general starting point, not a substitute for vendor advice or code requirements.
How do you keep the checklist running all year?
Put it in a system that reminds people, rather than a spreadsheet that waits to be opened.
A checklist only works if someone acts on it. In preventive maintenance software, each task is set up once with its frequency and the vendor or staff member responsible. Reminders go out when work is due, overdue tasks are flagged, and each completed task is recorded against the asset with photos and notes.
Why does this matter to the board?
Because maintenance that is done on time costs less than repairs done in a hurry.
Boards fund the building and are accountable to owners. A schedule that is followed, with records to prove it, makes it easier to explain the budget, plan for reserve needs and show owners the building is being looked after. For more on HOA maintenance, see HOA maintenance management.