Blog · Preventive maintenance
The hotel preventive maintenance checklist, by asset class.
Guest satisfaction is decided in the plant room long before it shows up in a review. This is the checklist we see working across hotels, serviced residences and mixed-use towers.
Why a written PPM checklist matters
Every hotel already does preventive maintenance. Very few can prove it. When an owner, brand auditor or insurer asks for evidence, the answer is usually a binder, a WhatsApp thread and an engineer's memory. A written checklist with defined frequencies turns that into a repeatable programme — and into a record you can hand over in minutes.
Build the checklist around asset classes rather than departments. Assets fail on their own schedule, not on your org chart.
Guest rooms — quarterly
Bathroom
Silicone and grout condition, drain flow, shower mixer temperature, extract fan airflow, WC fill and flush, visible leaks under vanity.
HVAC in room
Filter clean or change, condensate tray and drain, thermostat calibration, fan coil noise, supply and return air temperature delta.
Electrical and lighting
Socket and USB function, lamp levels, bedside master switch, key card holder, emergency light in corridor outside the room.
Joinery and finishes
Door closer and lock function, wardrobe runners, chipped edges, skirting and silicone lines, balcony door seals.
Plant and central systems
Chillers and AHUs — monthly
Approach temperatures, pressure differentials, belt tension, filter pressure drop, coil cleanliness, vibration and log readings.
Water systems — monthly and quarterly
Tank inspection, temperature checks at sentinel outlets, pump alternation, chlorination and legionella controls per local regulation.
Kitchens — monthly
Extract canopy and duct degreasing, grease trap service, gas interlock test, refrigeration temperature logs, gasket condition.
Pools and wet areas — daily and weekly
Chemistry logs, filter backwash, pump seal check, handrail and tile safety, balance tank level controls.
Lifts and escalators — monthly
Contractor visit sign-off, emergency phone test, door timing, levelling accuracy, machine room housekeeping.
Life safety — monthly and annual
Fire alarm zone tests, sprinkler and pump runs, extinguisher servicing, emergency lighting drop test, Civil Defence documentation.
Recommended frequencies at a glance
Daily: pool chemistry, boiler and chiller log readings, public area walk. Weekly: generator run-up, pump alternation, kitchen refrigeration logs. Monthly: HVAC filters, fire alarm zones, lift contractor report. Quarterly: full guest-room PPM, water temperature checks, duct and canopy deep clean. Annually: thermographic survey, sprinkler pump full-flow test, tank clean and certification, insurance inspection.
Turning the checklist into a running programme
A checklist only becomes a programme when three things are automatic: the task is generated on time, it is assigned to a named technician, and completion is captured with photo evidence. That is exactly what BKORA's preventive maintenance module does — schedules by asset class, mobile completion in the field, and an audit trail your owner and brand auditor can read without chasing anyone.
Frequently asked questions
How often should hotel guest rooms be inspected?
Most hotels run a full room PPM every 90 days, with a lighter monthly check on high-occupancy floors and a deep inspection during any out-of-order period.
What is the difference between preventive and reactive maintenance in a hotel?
Preventive maintenance is scheduled work that stops a failure from reaching the guest — filter changes, calibration, inspections. Reactive maintenance is triggered by a guest complaint or a breakdown. A healthy hotel sits around 70–80% planned work.
Who should own the PPM schedule?
The chief engineer owns the schedule; department heads own compliance for their areas. A CMMS such as BKORA assigns tasks automatically so ownership does not depend on someone remembering.
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