Find Problems Before They Find You
Most church facility problems don't announce themselves. The HVAC compressor that dies on a Friday afternoon in August was showing signs weeks earlier — the condenser coil was dirty, the refrigerant was low, the capacitor was running hot. Nobody caught it because nobody was looking.
That's what a maintenance checklist changes. Instead of reacting to problems, you're finding them early — when a dripping faucet is still a $12 washer, not a $400 call. When the roof flashing issue is still a caulk job, not a ceiling replacement. Routine inspection is the cheapest maintenance you'll ever do.
A checklist also gives you documentation. When leadership asks why you're requesting a capital expenditure for the HVAC unit, you can show them eighteen months of inspection logs noting the same declining readings. When an insurance claim comes up, you can show that the building was being maintained properly. A record of what was checked and when is worth more than a verbal report.
This checklist covers daily, weekly, monthly, quarterly, and annual tasks across all major areas of a typical church facility. Not every item will apply to every church — adjust it for your building's size, age, and systems.
Daily Tasks
A daily walkthrough takes 15–30 minutes. The goal is to catch anything that happened overnight or since the last use, and to make sure the building is ready for whatever is scheduled that day.
Daily Walkthrough
Every day- Walk the parking lot — check for trash, overnight guests, or security concerns
- Verify all exterior doors are secure (except those scheduled to be open)
- Test emergency exit lighting in main corridors (press test button, verify illumination)
- Inspect all restrooms — supply levels, cleanliness, any running toilets or leaking faucets
- Check HVAC setpoints match the schedule for the day (Sunday at 68°F ≠ Tuesday at 60°F)
- Walk main gathering spaces and confirm they are ready for scheduled activities
- Note any maintenance issues observed and log them as work orders
Weekly Tasks
Weekly tasks catch things that don't change day to day but need attention before they become problems — failing hardware, building up dust, equipment that should be tested regularly.
Building Systems
Weekly- Test all fire exit hardware — push bars, door closures, and magnetic hold-open devices
- Inspect exterior lighting — parking lot, walkways, building signage, exit signs (verify no burned bulbs)
- Check HVAC supply and return vents for visible dust buildup
- Test kitchen hood exhaust (confirm airflow, no unusual odors)
- Check refrigerator temperatures in kitchen — should be below 40°F
- Inspect one smoke detector on a rotating cycle (full monthly rotation = all detectors tested)
Spaces and Grounds
Weekly- Walk all classrooms — furniture placement, cleanliness, any reported damage
- Check nursery and children's areas — cribs, mats, toys, carpet cleanliness
- Inspect exterior grounds — pick up trash, check landscaping for overgrowth near building
- Review any open work orders and follow up on pending repairs
Monthly Tasks
Monthly tasks require a bit more time — plan for 2–3 hours. These are the items most facilities skip, which is exactly why they produce the most expensive surprises.
Life Safety
Monthly- Fire extinguisher visual inspection — pressure gauge in green, pin in place, no visible damage, accessible
- Test all emergency lighting units — hold test button 30 seconds and verify lights activate and hold
- Test GFCI outlets in restrooms, kitchen, and exterior locations — press test/reset buttons
- Check fire exit door hardware is latching and self-closing properly
HVAC and Mechanical
Monthly- Inspect all HVAC filters — replace immediately if visibly dirty (don't wait for the quarterly schedule)
- Check water heater — temperature setting, look for corrosion or drips at connections and pressure relief valve
- Inspect plumbing under sinks in kitchen and restrooms — check for slow drips
- Flush all floor drains in restrooms and kitchen — pour water down to maintain trap seal and prevent sewer odors
- Check sump pump (if applicable) — pour water in pit to confirm float switch triggers
Roof and Envelope
Monthly- Inspect roof from the ground — look for debris accumulation, visible damage, or standing water areas
- Check gutters and downspouts for blockage, especially after storms
- Look for water stains on ceilings inside the building — any new stains need investigation
- Inspect exterior caulk at windows, doors, and penetrations — note any cracking or separation
Quarterly Tasks
Quarterly tasks are often the first to get skipped when schedules get busy. Schedule them on the calendar at the start of each year — treat them like a staff meeting, not a "whenever I get to it."
HVAC and Mechanical
Quarterly- Replace all HVAC filters (or more often if monthly inspection shows need)
- Clean evaporator coil access panel — verify no ice buildup or signs of refrigerant leak
- Lubricate door hinges, closer arms, and locksets with appropriate lubricant
- Test backup generator — run under load for 30 minutes and check fuel level
- Inspect pest control — check bait stations, look for signs of activity, schedule treatment if needed
Building Systems
Quarterly- Test all PA and AV equipment — speakers, microphones, projectors, streaming equipment
- Check parking lot — note cracks, potholes, fading striping, drainage areas
- Inspect playground equipment (if applicable) — loose hardware, worn surfaces, sharp edges
- Walk all storage areas — verify fire extinguishers are accessible and nothing is blocking egress paths
- Check all ladders and rolling stock for damage and proper storage
Annual Tasks
Annual tasks are almost always done by licensed contractors. Budget for them at the beginning of your fiscal year and schedule them before your busiest seasons. Don't let spring sneak up on you with an uninspected HVAC system.
Contracted Inspections
Annual- HVAC full service by licensed HVAC technician — refrigerant check, coil cleaning, belt/bearing inspection, controls calibration
- Fire alarm system inspection by licensed fire alarm contractor (required in most jurisdictions)
- Fire suppression system inspection — kitchen hood, sprinklers, or clean-agent systems as applicable
- Backflow preventer test — required annually in most jurisdictions; must be performed by licensed plumber
- Elevator inspection — required annually with certificate posted in elevator cab (if applicable)
- Roof inspection by roofing contractor — especially after severe weather season
Internal Annual Tasks
Annual- Flush water heater and inspect anode rod
- Inspect electrical panel — no warm breakers, all breakers labeled correctly, no double-tapping
- Test all GFCI and AFCI breakers
- Update asset inventory — verify serial numbers, model numbers, and warranty dates are current
- Review all open service contracts and vendor agreements — renegotiate or rebid where appropriate
- Audit facility use agreements and key/access credential list — remove access for former staff or volunteers
A Checklist Only Works If You Use It
The reason most maintenance checklists fail at churches is not that they're wrong — it's that there's no system for tracking completion. The person who started the walkthrough gets pulled into Sunday setup and the second half doesn't happen. A week later, nobody remembers what was checked.
Log every task with a date and your initials. It doesn't have to be elaborate. A binder with printed sheets works. A shared spreadsheet works. A digital work order system works even better because tasks show up as scheduled, get assigned, and get marked complete with timestamps.
Whatever system you use, the goal is simple: when someone asks "was this checked?" you should be able to answer with a date, not a guess.
Schedule Recurring Maintenance Automatically
Steward My Church lets you set up recurring maintenance tasks that automatically generate work orders on schedule. Monthly HVAC filter checks, quarterly fire extinguisher inspections, annual contractor visits — all tracked, assigned, and logged in one place.
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