A property manager's periodic inspection of a commercial building: grounds, car park, facade, roof, common areas, fire and life safety, plant rooms, security, tenant areas, contractors on site and compliance certificates — with a list of actions that says who pays for each: the owner, the outgoings or the tenant.
Property Details
Which building, for whom, and why you are walking it today.
Inspection Title
Reference
Property name
Address
Owner or client
Kind of property — Office, Retail or shopping centre, Industrial or warehouse, Mixed use, Residential common property, Medical or healthcare, Other
Number of tenancies
Reason for this inspection — Monthly routine, Quarterly routine, Owner or asset manager visit, Before a new lease starts, After a storm or incident, Other
Your Company
Property manager
Your Role
Building manager or contractor who walked with you
Date
Time
Since the Last Inspection
Open actions, incidents and complaints first.
Are the actions from the last site inspection all closed out? — Yes, No, N/A
Which are still open, and what is holding them up?
Have there been incidents, insurance claims or emergency call-outs since?
What happened, and what was done?
Have tenants raised complaints or requests that are still open?
Which complaints are open, and from which tenants?
Grounds, Paths and Landscaping
The approach to the building and everything around it.
Are footpaths, ramps and outdoor steps even, with no lifted edges or trip points? — Yes, No, N/A
Are handrails on outdoor stairs and ramps firm and continuous? — Yes, No, N/A
Are gardens, lawns and trees kept, with no branches over paths, roofs or signs? — Yes, No, N/A
Is the site free of litter, dumped items and overflowing bins? — Yes, No, N/A
Is the bin store enclosed and tidy, with lids shut and the area washed down? — Yes, No, N/A
Are stormwater pits and grates clear, with no ponding left from the last rain? — Yes, No, N/A
Are the street number, site signs and wayfinding easy to read? — Yes, No, N/A
Is external lighting working on paths, entries and approaches? — Yes, No, N/A
Is the site free of graffiti and fresh vandalism? — Yes, No, N/A
Notes on the grounds
Photographs — grounds
Car Park and Driveways
Vehicles, pedestrians, and where they meet.
Is there a car park, loading area or driveway on site?
Is the surface sound — no potholes, wide cracks or oil slicks? — Yes, No, N/A
Are bays, arrows, crossings and accessible bays clearly painted? — Yes, No, N/A
Are speed, height clearance and direction signs present and readable? — Yes, No, N/A
Is lighting working throughout, with no dark corners or stairwells? — Yes, No, N/A
Where the car park is enclosed, are the exhaust fans running and the CO monitoring in service? — Yes, No, N/A
Do boom gates, roller doors and card readers work? — Yes, No, N/A
Are wheel stops, bollards and column guards fixed in place? — Yes, No, N/A
Are grated drains and any oil separator clear? — Yes, No, N/A
Is there a safe walking route from the parking to the lifts or entry? — Yes, No, N/A
Are bays free of stored goods, abandoned vehicles and rubbish? — Yes, No, N/A
Notes on the car park
Photographs — car park
Building Exterior and Facade
Look up as well as along.
Is the facade free of cracking, spalling, loose panels or missing fixings? — Yes, No, N/A
Is the glazing unbroken, with gaskets and sealant joints in good order? — Yes, No, N/A
Are awnings, canopies and building signage firmly fixed? — Yes, No, N/A
Do entry doors, automatic doors and door closers work smoothly? — Yes, No, N/A
Are gutters and downpipes, as seen from the ground, clear and connected? — Yes, No, N/A
Is the facade free of water staining, white salt deposits and plants growing from joints? — Yes, No, N/A
Are windows, entries and shopfronts clean? — Yes, No, N/A
Notes on the exterior
Photographs — exterior
Roof and Roof Access
Only with safe access, and with someone knowing you are up there.
Did you go onto the roof or roof plant area on this visit?
Is the roof hatch, ladder or door locked and signed against unauthorised entry? — Yes, No, N/A
Are roof anchors and static lines tagged with an in-date certification? — Yes, No, N/A
Are edges, skylights and fragile roofing protected where people walk? — Yes, No, N/A
Is the roof covering free of damage, ponding and debris? — Yes, No, N/A
Are roof drains, box gutters and overflows clear? — Yes, No, N/A
Is rooftop plant secure, with panels closed and no visible leaks? — Yes, No, N/A
Is the roof clear of offcuts, packaging and contractor rubbish? — Yes, No, N/A
Notes on the roof
Photographs — roof
Common Areas and Amenities
What tenants and visitors use every day.
Is the lobby or main entrance clean, well lit and presentable? — Yes, No, N/A
Are common-area floors sound — no loose tiles, torn carpet or slippery patches? — Yes, No, N/A
Are stairwells free of storage, with handrails firm and lights working? — Yes, No, N/A
Are corridors clear of stored items, clean and lit? — Yes, No, N/A
Are shared washrooms, tea points and end-of-trip showers clean, stocked and working? — Yes, No, N/A
Are lift cars clean and lit, and does the emergency phone connect when pressed? — Yes, No, N/A
Does the tenant directory show who is actually in the building now? — Yes, No, N/A
Are vacant tenancies locked, clean, and free of leaks and pests? — Yes, No, N/A
Is the accessible route clear — ramps, automatic doors, the accessible toilet? — Yes, No, N/A
Are building rules, emergency information and required notices on display? — Yes, No, N/A
Notes on common areas
Photographs — common areas
Fire and Life Safety
The things that fail quietly. Look at them, do not just ask.
Is the fire indicator panel showing normal — no faults, and no isolations left on? — Yes, No, N/A
Are sprinkler control valves open and secured, with heads unobstructed and unpainted? — Yes, No, N/A
Are extinguishers and hose reels in place, unobstructed, and tagged within their service period? — Yes, No, N/A
Do fire doors close and latch on their own, with no wedges or unconnected hold-open devices? — Yes, No, N/A
Are exit routes and exit doors clear — inside and outside? — Yes, No, N/A
Are exit signs lit and emergency lights showing healthy? — Yes, No, N/A
Are hose reel cabinets, hydrant boosters and fire cupboards free of stored goods? — Yes, No, N/A
Are evacuation diagrams posted, current and facing the right way? — Yes, No, N/A
Is the warden list current, with an evacuation exercise held within the required period? — Yes, No, N/A
Is the fire services logbook on site, signed for each contractor visit, with defects followed up? — Yes, No, N/A
Is the assembly area signed and still usable — not fenced off or built over? — Yes, No, N/A
Notes on fire and life safety
Photographs — fire and life safety
Plant and Building Services
Plant rooms, risers and the systems in them.
Are plant rooms and building services part of this inspection?
Are plant rooms locked, signed, and free of stored goods and rubbish? — Yes, No, N/A
Are switchboards closed, labelled and clear in front? — Yes, No, N/A
Is the air conditioning plant running without alarms, leaks or odd noises? — Yes, No, N/A
Are lifts and escalators on a current service contract, with the logbook signed? — Yes, No, N/A
Are pumps, tanks and hot water plant free of leaks, with readings normal? — Yes, No, N/A
Has the backflow prevention device been tested within its required interval? — Yes, No, N/A
Where there is a standby generator, is its test run logged and fuel adequate? — Yes, No, N/A
Where there is a cooling tower, are water treatment and testing on record? — Yes, No, N/A
Are building maintenance units, davits and abseil anchors inspected and in date? — Yes, No, N/A
Are fixed ladders, platforms and stairs to plant in good repair? — Yes, No, N/A
Notes on plant and services
Photographs — plant
Security and Access
Who can get in, and where they should not.
Are plant rooms, risers, roof access and back-of-house doors locked? — Yes, No, N/A
Are the CCTV cameras working and recording? — Yes, No, N/A
Does access control work, with lost and departed cards cancelled? — Yes, No, N/A
Is the key register current, with master keys accounted for? — Yes, No, N/A
Are after-hours lighting and alarm monitoring in place? — Yes, No, N/A
Are no external or security doors propped open? — Yes, No, N/A
Notes on security
Tenant Areas
Only what is visible from common areas, or seen by arrangement under the lease.
Did you see into tenant areas on this visit?
Are exits from tenancies clear, and fire doors onto common areas not propped? — Yes, No, N/A
Is there no sign of fit-out or alterations that were not approved? — Yes, No, N/A
Is storage kept down from sprinkler heads and away from switchboards? — Yes, No, N/A
Is any hazardous storage within what the lease and the site allow? — Yes, No, N/A
Does the use of the premises look consistent with the lease? — Yes, No, N/A
Is tenant signage approved and safely fixed? — Yes, No, N/A
Matters tenants raised during the visit
Contractors on Site
Who is working here today, and under what permit.
Were contractors working on site during the visit?
Have they signed in and been inducted to the site? — Yes, No, N/A
Are work areas barricaded and signed, with the public kept clear? — Yes, No, N/A
Where a fire or other system is isolated for their work, is it logged with a restore time? — Yes, No, N/A
Contractors working today
Contractor company
Work being done
Floor, area or tenancy where they are working
Permit for hot work, roof access, isolation or confined space — Sighted, Not needed for this work, Needed but not sighted
Certificates and Records
Each document with its expiry date — sighted, not assumed.
Certificates, registers and service records
Which record — Annual fire safety statement or equivalent, Essential safety measures report, Fire services maintenance records, Lift registration or inspection, Backflow test report, Cooling tower risk plan and tests, Electrical testing records, Emergency lighting test log, Asbestos register, Hazardous chemicals register, Building insurance, Other
Name of the record
Certificate number or document reference
Expires or next due
Status today — Current, Due within 30 days, Expired, Not sighted
Photo of the certificate
Where the building has an asbestos register, is it on site, current, and shown to contractors? — Yes, No, N/A
Is there a current register and safety data sheets for chemicals kept on site? — Yes, No, N/A
Has the emergency plan been reviewed within its required period? — Yes, No, N/A
Notes on compliance
Actions and Report to the Owner
What changes, who pays, who does it, and by when.
Did anything need making safe during the visit?
What was it, and what was done on the spot?
Actions
What needs doing
Exactly where
Kind of action — Safety, Compliance, Repair, Cleaning, Tenant matter, Capital works
Who pays — Owner — capital, Outgoings or service charge, Tenant under the lease, Contractor under warranty, To be decided
Priority — Immediately, This week, This month, Next budget
Person responsible
Due by
Rough cost, if known
Photo
Overall state of the property — Good, Acceptable, Needs attention, Poor
Summary for the owner
Any other photographs
Next inspection due
Property manager — signature
Building manager — name
Building manager — signature
Property Management
Property Management Inspection
A property manager's periodic inspection of a commercial building: grounds, car park, facade, roof, common areas, fire and life safety, plant rooms, security, tenant areas, contractors on site and compliance certificates — with a list of actions that says who pays for each: the owner, the outgoings or the tenant.
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A property management inspection is the regular walk a property manager makes of a building they look after for an owner — outside, common areas, life safety, plant, security and whatever can be seen of the tenancies — to find what needs fixing, what is out of compliance, and what the owner needs to hear about. This checklist is written for commercial and mixed-use property, and you can fill it in here and download a finished PDF without creating an account.
What the walk is for
An owner pays a property manager to protect the asset and to keep its risks under control. The site inspection is where both happen: it catches the slow problems — a blocked box gutter, a cracking facade joint, a plant room turning into a storeroom — before they become insurance claims, and it confirms that the things that keep people safe in the building are actually working.
It is not a building condition assessment. That is a deeper, less frequent survey that estimates remaining life and capital costs. This is the monthly or quarterly look that feeds it: findings, actions and a short summary the owner can read in two minutes.
Life safety: look, do not just ask
It is easy to ask whether fire services are being maintained and accept a yes. The useful version is to look at the things that fail quietly:
The fire indicator panel — normal, or showing a fault or an isolation a contractor left on.
Sprinkler control valves — open and secured. A closed valve looks the same as an open one until you check it.
Fire doors — do they close and latch on their own, or are they wedged open?
Exits — clear on both sides, including the outside, where deliveries and bins collect.
The fire services logbook — signed for each contractor visit, with defects followed up.
Certificates with dates, not ticks
Most of a commercial building's compliance lives in documents: the annual fire safety statement or its local equivalent, lift registrations, backflow test reports, cooling tower records, emergency lighting logs, the asbestos register, insurance. The names and intervals vary by country and state, so this form does not hard-code them.
What it does is record each one with its reference, its expiry date and whether it was actually sighted. A tick next to "fire certificate" says nothing about whether it runs out next week. An expiry date does.
Tenancies, contractors and the roof
Tenant areas are the tenant's under the lease, and entry usually needs notice. This form limits itself to what is visible from common areas or seen by arrangement — propped fire doors, obvious overloading, unapproved works — and switches off entirely if you did not go in.
Contractors on site get a short list: who, what, where, and whether the permit for hot work, roof access or a system isolation was sighted. Roof access is gated behind safe access: an anchor point in date, someone knowing you are up there, and never alone near an unprotected edge.
Common questions
How often should a property manager inspect a commercial building?
Monthly is common for multi-tenant offices and retail centres, quarterly for single-tenant industrial sites, with extra visits after storms, incidents or major works. Management agreements often set a minimum, and insurers sometimes ask for evidence of regular inspections.
What should a property management inspection checklist cover?
Grounds and car parks, the building exterior and roof, common areas and amenities, fire and life safety, plant and building services, security and access, what is visible of tenancies, contractors working on site, and the currency of compliance certificates — then actions with owners and dates.
Can I inspect inside a tenant's premises?
Only as the lease allows — usually with notice, and for stated purposes such as inspection, repairs or safety. On a routine walk, record what you can see from common areas, and arrange a separate tenancy inspection when you need more.
Who should come on the inspection?
The building or facilities manager if there is one, because they know where the recurring problems are and can act on findings straight away. For plant rooms and roofs, the relevant contractor is often worth bringing.
What goes in the report to the owner?
A short summary of the building's condition, anything urgent and what was done about it, compliance items due or overdue, and the action list with who pays — capital works for the owner, items recoverable through outgoings or service charges, and matters that are the tenant's responsibility under the lease.
Is this a substitute for statutory fire and building inspections?
No. Statutory inspections, tests and certifications are done by qualified contractors and certifiers on their own schedules. This walk checks that those systems look healthy day to day and that their records and certificates are current.