Office maintenance is one of those responsibilities that is easy to deprioritise until something goes wrong. A fire alarm that has not been tested fails during an inspection. An air conditioning system that has not been serviced breaks down during a heatwave. A blocked gutter that has not been cleared causes a damp patch in the meeting room ceiling.
This checklist sets out the maintenance tasks that keep an office premises compliant, functional, and in good condition — organised by frequency so they can be built into a practical facilities management routine. It covers both the statutory obligations (which are non-negotiable) and the building fabric tasks that prevent expensive reactive repairs.
DailyTasks
Check all fire exits are clear and unobstructed
Fire SafetyCheck emergency lighting is illuminated (not in test/fault mode)
Fire SafetyCheck HVAC or boiler is operating correctly — no fault lights
Heating/CoolingCheck toilets, kitchen, and welfare facilities are functioning
FacilitiesWalkthrough to identify obvious defects, hazards, or damage
GeneralWeeklyTasks
Weekly fire alarm function test (test one zone per week)
Fire SafetyLog the test result — required by BS 5839-1
Check all locks, access control, and CCTV are functioning
SecurityRun water through infrequently used taps and toilets (Legionella control)
DrainageRequired if any outlets are used less than weekly
Check and clear external entrances and car park of debris
GeneralMonthlyTasks
Monthly emergency lighting function test
Fire SafetyPress the test button on each fitting — log the result
Check fire extinguisher pressure gauges and condition
Fire SafetyInspect fire doors — check self-closing, seals, and hinges
Fire SafetyCheck boiler pressure and bleed radiators if needed
Heating/CoolingCheck distribution board for tripped breakers or fault indicators
ElectricalCheck external gullies and drainage channels are clear
DrainageQuarterlyTasks
Clean or replace air conditioning filters
HVACClean extractor fan grilles and check ventilation is adequate
HVACCheck all taps and showers for flow rate and temperature (Legionella)
PlumbingHot water should reach 60°C at the calorifier and 50°C at the outlet
Inspect external gutters and downpipes — clear if needed
ExternalCheck all internal and external lighting is functioning
GeneralAnnuallyTasks
Annual gas safety inspection and certificate (Gas Safe engineer)
GasLegally required — failure is a criminal offence
Full HVAC service including coil cleaning and refrigerant check
HVACAnnual fire alarm full inspection and service
Fire SafetyAnnual emergency lighting full discharge test
Fire Safety3-hour discharge test — log the result
Annual fire risk assessment review
Fire SafetyAnnual thermographic survey of electrical distribution boards
ElectricalAnnual Legionella risk assessment review
PlumbingAnnual roof inspection — check covering, flashings, and outlets
ExternalAnnual inspection of external walls, render, and pointing
ExternalAnnual review of PPM schedule and contractor performance
GeneralThe Most Commonly Missed Office Maintenance Tasks
These are the tasks that TCM most commonly finds have been neglected when carrying out compliance audits or responding to reactive callouts at office premises in Hertfordshire.
Legionella risk assessment and water system flushing
Often treated as a one-off task rather than an ongoing programme. The risk assessment must be reviewed regularly, and infrequently used outlets must be flushed weekly.
Emergency lighting annual full discharge test
Monthly function tests are usually done, but the annual 3-hour full discharge test is frequently missed. This is a statutory requirement under BS 5266-1.
Fire door inspection
Fire doors are inspected during the annual fire risk assessment, but quarterly checks of hinges, seals, and self-closing mechanisms are rarely carried out. Defective fire doors are a common enforcement finding.
Air conditioning filter cleaning
Dirty filters reduce efficiency, increase energy costs, and can cause system failure. Quarterly cleaning is the minimum — monthly in high-occupancy or dusty environments.
External drainage clearance
External gullies and drainage channels are rarely on in-house maintenance schedules. Blocked drainage causes surface water to pond near the building, increasing damp risk.
Frequently Asked Questions
What are the most important daily office maintenance tasks?+
The most important daily tasks are: checking that all fire exits are clear and unobstructed; checking that emergency lighting is illuminated (not in test mode); checking that the boiler or HVAC system is operating correctly; checking that all toilets and kitchen facilities are functioning; and a general walkthrough to identify any obvious defects or hazards. These tasks take 15–20 minutes and catch the issues most likely to cause disruption or compliance problems.
How often should office air conditioning be serviced?+
Office air conditioning systems should be serviced at least twice a year — typically in spring before the cooling season and in autumn before the heating season. Systems with a cooling capacity above 12kW must be inspected by an accredited energy assessor every 5 years under the Energy Performance of Buildings Regulations. Filters should be cleaned or replaced every 3–6 months depending on the system and the level of use.
What is the difference between hard FM and soft FM?+
Hard FM (facilities management) covers the physical building fabric and mechanical and electrical systems — heating, cooling, electrical, plumbing, fire safety, and structural maintenance. Soft FM covers the services that support the occupants — cleaning, catering, security, waste management, and landscaping. Most commercial maintenance contractors, including TCM, focus on hard FM. Soft FM services are typically procured separately.
Do I need a facilities manager for a small office?+
For offices up to around 5,000 sq ft with a single tenant, a dedicated facilities manager is usually not cost-effective. Instead, appoint an office manager or administrator with responsibility for maintenance coordination, and outsource the technical work to a commercial maintenance contractor. The contractor should provide a PPM schedule, carry out all statutory compliance work, and be available for reactive call-outs. This approach typically costs significantly less than a full-time FM role.
What are the most commonly missed office maintenance tasks?+
The most commonly missed tasks are: Legionella risk assessment and water system flushing; emergency lighting full discharge test (monthly function tests are done, but the annual full discharge is often missed); air conditioning filter cleaning; fire door inspection (hinges, seals, and self-closing mechanisms); and external drainage clearance. These are all either statutory requirements or tasks that cause expensive reactive repairs when neglected.
Related Services and Guides
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PPM contracts and reactive maintenance for Hertfordshire offices
Commercial Property Maintenance Guide
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Commercial Building Maintenance Checklist
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Refurbishment of existing office premises across Hertfordshire
Commercial Fit-Out Services
CAT A and CAT B fit-outs across Hertfordshire and North London
What to Expect During a Commercial Fit-Out
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Need a Commercial Maintenance Partner in Hertfordshire?
TCM Building & Maintenance provides PPM contracts and reactive maintenance for office premises across Hertfordshire and North London. We handle all statutory compliance documentation.