Checklist
Printable checklist
Quarterly property walk sheet
One sheet for the quarterly walk, in a fixed order, with a box to tick beside every item. Print it, carry it, and keep each quarter on file.
How to use the sheet
Walk the property in the order printed. The order is the same every quarter, so this quarter can be compared with the last one in a few minutes. Tick an item when it is sound. Write a short note beside it when it is not, and take a photograph of anything you note.
The walk is a look, not a repair visit. Nothing on the sheet involves opening a panel or touching live equipment. Record what was fine as well as what was not, because a record that lists only faults cannot show that a condition was checked. For each fault, write where it is, what you saw and whether it is a safety item, a tenant item or a presentation item, in that order of priority.
The reasoning behind the order is in our article on the quarterly walk, and the door items follow the annual door closer and hinge service. Where the sheet will sit in a wider calendar is covered in building a preventive maintenance schedule.
The checklist
Quarterly property walk sheet
Exterior and entrances
- Paving and walkways: trip hazards at joints and thresholds
- Line markings, accessible bay markings and signage legibility
- Trash room: gate hardware present and latching
- Fencing, gates and keypads: pedestrian gate closes properly
- Drainage: drains and channels, anything visibly blocked
- Vegetation touching the building
- Paint by elevation: chalking, fading, blistering
- Stucco cracking; tap-test anywhere that looks suspect
- Staining below windows, copings and penetrations
- Metalwork: railings, stairs, frames and fasteners, especially near the coast
- Roof edge, parapet and any downspout discharging where it should not
- Floor finishes and matting at entrances, any lifting edge
Doors and hardware
- Every entrance door: open it, let it go, confirm it closes and latches on its own
- Closer body: oil weeping at the seals or valve screws
- Closer arm and fasteners: loose screws, bent arm, cracked bracket
- Hinges: lift and push the door by the edge, check for movement, loose screws, worn pins, cracked leaves
- Gaps around the frame and strike plate alignment
- Threshold, weatherstripping and floor stop: nothing preventing full closing
- Opening force on accessible entrances
- Every exit device pushed once, flat-handed: releases in one motion
- Nothing added to an exit door: chains, padlocks, bolts
- Nothing stacked in front of an exit, inside or outside
- Fire doors close and latch fully from any angle, nothing wedging them
- Every lock off the main circulation operates
- Mechanical room doors secured, access controlled
Glass
- Glazing at entrances and storefront: chips and cracks
- Sealed units: fogging between the panes
- Sealant joints around windows and doors: checked by eye and thumbnail at ground level
Interior walls and ceilings
- Ceiling tiles: missing, damaged or stained, with the location of each stain
- Wall damage at cart and equipment height
- Stockroom shelving condition, nothing overloaded
- Cleaner stores and chemical storage tidy and secured
Lighting
- Lot and exterior lighting: any obviously failed heads (check after dark)
- Corridor and stairwell lighting: any lamp out
- Exit signage present and illuminated
- Emergency lighting tested where your regime provides for it, result recorded
- Any lighting fault involving wiring, ballasts or drivers: flag for a licensed electrician, do not open the fixture
Restrooms and water signs
- Fixtures, sealant and tile in good order
- Restroom doors and locks operate
- Extract fan running
- Any sign of water: staining, damp smell, efflorescence on masonry
- Visible leaks or staining beneath equipment
- Condensate lines discharging where they should
- Panel doors closed and labeled, clear access in front of them
- Roof access secured, hatch or ladder in safe condition
Notes and photos
- For each fault: location, what you saw, a photograph
- Priority group: safety and compliance, then tenant impact, then presentation
- Items that were sound, with date and observation
- Compared with last quarter: new, unchanged or worse
- Walk completed by, date and start time
Common questions
Questions about this checklist
How long does the walk take?
About ninety minutes on a mid-sized property, done by one person with a phone for photographs. It needs no specialist and no equipment.
Should I record items that were fine?
Yes. A record listing only faults cannot show that a condition was checked and found sound, and that evidence supports an insurance claim or answers a diligence question later.
Which items on the sheet need a licensed contractor?
Anything involving wiring, ballasts, drivers, panels, plumbing lines or air conditioning equipment. Note it on the sheet and flag it. Relamping, doors, hardware, glass, sealant, paint and ceiling tile are work our own technicians carry out.
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Found items on the walk?
Send us the completed sheet with the photographs. Doors, hardware, glass, painting, sealant, ceiling tile and relamping are carried out by our own technicians. Electrical, plumbing and HVAC items are carried out by licensed, insured contractors, coordinated and documented by TrionX.