Maintenance Schedule Template

As far as building maintenance goes, a good way to keep track of when and what work is required to be done is to prepare a schedule of tasks with tentative dates and other details included. Looking at this schedule or even pinning it up in your office will serve as a reminder of what needs to be done and you can prepare days or weeks in advance. You can also keep everyone involved, up-to-date.

Advantages of Maintenance Schedule:

The advantages of preparing a maintenance schedule are:

  • You can plan your agenda knowing that the maintenance task is coming up.
  • You can be prepared with all the required material and resources.
  • You can remind your contractors of the upcoming task and make sure they are available and prepared.
  • You can budget for the task well in advance.
  • Work goes smoothly with minimum glitches.
  • You can avoid emergencies by doing the job well in time.

Writing a maintenance schedule for a commercial building involves the following steps:

  • Inspection
  • Listing
  • Budgeting
  • Sorting into Long term Short term
  • Research
  • Information

Here is preview of a ready made Sample Maintenance Schedule Template that can help anyone in creating their own comprehensive Building Maintenance Schedules,

Building Inspection:

Conduct a thorough inspection of your building; if necessary call a professional inspector to do it. The inspector will identify all the faults in the constructions and places where repair or maintenance work is required. He will also submit a formal report on the result of his inspection.

Listing :

Based on the building inspector’s findings, make a list of all the work that is required to be done. Your list should include:

  • List of things to be done
  • People you need to contact for these jobs
  • The time estimate for each job
  • The actual times when the job will be done i.e. morning aftetnoon or evening with dates.
  • The budget estimate for each job.

Budgeting :

Prepare a tentative cost estimate based on your research for each job that you need done. Add 10% for things you may have overlooked or for any last minute changes. Note down the budget for each job on your list. Sum up the amount and add another 5% to the over all budget as a buffer.

You should ideally budget for this amount.


Sort your list based on priority keeping the most urgent tasks at the top and moving down to the least important ones. While sorting cross check that you have noted the details about the persons you need to contact for getting each job done.


Contact the people whose names you have noted for each job and get them to have a look at the building. Get a cost estimate and time frame from each. Then ask a few others or you can also research online. Many building administrators call for tenders and the work is allocated to the lowest bidder.

Once you finalize whom you will be retaining, prepare a final list with complete details including the cost and time estimates and a date and time schedule detailing when each job will be done and how much time it will take.

You may need to revise your budgets too.


Once your schedule is ready, circulate a copy to all the residents informing them of the upcoming work and the times when they may be inconvenienced such as when you will be cutting off the water supply or power so that they are forewarned.

Here is download link for the above mentioned Maintenance Schedule Template,