Facilities & Property checklist
Property Condition Checklist
Assess property health across site and grounds, roofs and facades, structural warning signs, interior finishes, electrical and life-safety condition, HVAC and plumbing, moisture and pests, accessibility, security, amenities, maintenance backlog, repair priorities, and capital needs.
Are there visible structural, envelope, electrical, life-safety, water, or access defects requiring immediate control or specialist review?
Property Manager | Restrict affected area | Arrange specialist assessment and verified repair
Select an answer to preview the workflow.
About this checklist
What a property condition checklist should help you assess
Assess the visible condition and serviceability of property assets, identify deterioration and safety defects early, separate routine maintenance from urgent repair and specialist review, and support longer-term renewal and capital planning.
When
Annual or periodic condition reviews, acquisition or handover checks, portfolio inspections, and capital planning
Use it for annual property-condition reviews, landlord or portfolio inspections, lease handover, acquisition due diligence support, budget planning, refurbishment planning, severe-weather follow-up, or recurring defect review.
Who
Property managers, facilities, engineering, maintenance, landlords, consultants, and asset owners
Property managers, facility teams, maintenance, engineering, EHS, landlords, asset managers, surveyors, specialist contractors, and operations leaders can contribute evidence and follow-up.
Outcome
A prioritized view of building condition, repair needs, and longer-term asset risk
Create one evidence trail for site condition, building fabric, structural warning signs, MEP defects, life-safety visibility, occupant areas, recurring deterioration, work orders, capital needs, and sign-off.
Complete property condition review
60 checks across grounds, roofs, facades, structural condition, interior finishes, electrical and life-safety systems, utilities, moisture and pests, accessibility, security, amenities, condition ratings, repair backlog, and capital planning
Ten sections, sixty checks. Expand any section, then adapt the checklist to your property type, lease boundaries, building age, asset strategy, local building and fire rules, accessibility obligations, insurance requirements, maintenance standards, and specialist-inspection programme.
Section 1Property profile, inspection scope, occupancy, asset context, and prior condition history
- Confirm the property name, address or site identifier, building or asset reference, inspection date, occupancy status, and inspection scope are recorded.
- Identify the buildings, floors, units, common areas, exterior zones, roofs, service spaces, parking, landscaping, and other property elements included in the review.
- Review available property plans, asset registers, lease or responsibility boundaries, previous condition reports, defect logs, open work orders, and capital plans.
- Confirm known high-risk or recurring conditions such as water ingress, facade defects, structural cracking, electrical issues, HVAC failures, drainage problems, or repeated tenant complaints are highlighted before inspection.
- Identify responsible property manager, facility manager, maintenance owner, landlord, tenant contact, engineering contact, and specialist contractors where relevant.
- Record property, building or zone, inspection date, inspector, property owner, maintenance owner, and planned follow-up date.
Section 3Roof, facade, exterior walls, windows, doors, sealants, and building-envelope condition
- Inspect accessible roof areas or safely visible roof sections for damaged coverings, ponding, loose materials, blocked drains, failed flashing, deteriorated sealants, or vegetation growth.
- Check exterior walls, cladding, render, masonry, joints, panels, trims, canopies, parapets, and soffits for cracks, spalling, corrosion, impact damage, loose components, or displacement.
- Inspect windows, glazing, frames, gaskets, seals, louvers, shutters, and exterior doors for cracks, failed seals, broken hardware, water entry, deterioration, or unsafe glazing condition.
- Look for staining, efflorescence, peeling coatings, corrosion, dampness, biological growth, or other evidence of persistent moisture at the building envelope.
- Verify roof drains, gutters, scuppers, downpipes, flashings, penetrations, expansion joints, and facade sealants are included in maintenance follow-up when recurring leakage is evident.
- Escalate loose facade elements, unstable parapets, falling-material risk, significant roof damage, or other envelope conditions requiring immediate access restriction or specialist assessment.
Section 5Interior finishes, floors, ceilings, walls, doors, common areas, and occupant-facing condition
- Inspect internal floors, tiles, carpets, coatings, transitions, skirtings, and thresholds for wear, cracks, lifting, loose materials, staining, or trip hazards.
- Check walls, partitions, columns, paint, finishes, wall protection, panels, and decorative elements for damage, impact, staining, dampness, peeling, or deterioration.
- Inspect ceilings, suspended ceiling grids, tiles, access panels, bulkheads, and overhead finishes for staining, sagging, loose components, missing panels, or water damage.
- Check internal doors, frames, handles, locks, closers, glazing, thresholds, seals, and hardware for damage, alignment problems, sticking, or poor operation.
- Review lobbies, corridors, reception areas, stairwells, shared rooms, tenant or occupant common areas, and public-facing spaces for overall condition, cleanliness, lighting, and damage.
- Record recurring cosmetic deterioration, repeated patch repairs, tenant damage, vandalism, or finish failures that may warrant planned refurbishment rather than repeated minor repair.
Section 7HVAC, plumbing, water, drainage, lifts, mechanical equipment, and utility condition
- Inspect visible HVAC units, air-handling areas, vents, grilles, thermostats, ducts, pipework, and occupied conditions for damage, excessive dust, leakage, corrosion, unusual noise, or poor performance.
- Check plumbing fixtures, pipes, valves, drains, traps, pumps, water heaters, tanks, and visible water systems for leaks, corrosion, blockage, staining, or poor drainage.
- Inspect plant rooms, mechanical rooms, service risers, pump rooms, boiler areas, compressor rooms, and utility spaces for housekeeping, access, leaks, alarms, damage, and stored materials.
- Review lifts, elevators, escalators, automatic doors, dock equipment, or other building-service equipment for out-of-service status, visible damage, unusual operation, or overdue service indicators where available.
- Check recurring temperature complaints, drainage backups, water-pressure problems, odors, noise, vibration, condensation, or utility failures against maintenance history where available.
- Escalate active major leaks, sewage backup, significant loss of ventilation, mechanical alarms, overheating, unsafe plant-room condition, or failure of critical property utilities.
Section 9Accessibility, security, amenities, tenant or occupant areas, and operational property condition
- Inspect accessible entrances, ramps, handrails, doors, circulation routes, sanitary facilities, parking spaces, and other accessibility features for visible damage, obstruction, or loss of intended use.
- Check access-control readers, locks, gates, intercoms, CCTV housings, security doors, barriers, key systems, and visible security hardware for damage or service issues.
- Inspect washrooms, pantry or kitchen areas, lounges, meeting rooms, gyms, reception spaces, locker areas, and other amenities for condition, cleanliness, damage, and serviceability where provided.
- Review tenant, occupant, visitor, customer, or employee complaints relating to leaks, temperature, lighting, odors, noise, access, security, cleanliness, or recurring building defects.
- Confirm vacant areas, low-use spaces, storage rooms, unused plant rooms, and temporarily closed units are still included in condition monitoring for leaks, pests, damage, and unauthorized access.
- Record any property condition that materially affects occupant safety, accessibility, security, usability, comfort, or the ability to operate the space as intended.
Section 2Site, grounds, parking, landscaping, drainage, boundaries, and external access condition
- Inspect driveways, parking areas, pedestrian paths, curbs, ramps, steps, service roads, loading approaches, and paved surfaces for cracking, settlement, potholes, edge failure, or trip hazards.
- Check site drainage, channels, grates, catch basins, gutters, downpipes, swales, and surface grading for blockage, ponding, erosion, overflow, or uncontrolled runoff.
- Inspect retaining walls, boundary walls, fences, gates, bollards, barriers, railings, and perimeter structures for leaning, corrosion, impact damage, loose components, or deterioration.
- Review landscaping, trees, branches, roots, irrigation, planting beds, and ground cover for conditions that may affect buildings, walkways, drainage, lighting, or visibility.
- Confirm exterior lighting, parking lighting, security lighting, wayfinding, property signage, and visible external fixtures are intact and operational where provided.
- Record blocked emergency or service access, unsafe external conditions, unstable site features, or drainage failures requiring urgent temporary control or specialist review.
Section 4Structural condition, foundations, columns, beams, slabs, movement, and visible distress
- Inspect visible foundations, columns, beams, slabs, walls, structural frames, balconies, platforms, and other load-bearing elements for obvious distress or damage.
- Record significant cracking, widening cracks, diagonal cracks, settlement, displacement, deflection, bowing, spalling, exposed reinforcement, corrosion, or impact damage.
- Check for water ingress, corrosion, persistent dampness, chemical exposure, or other environmental conditions that may accelerate structural deterioration.
- Inspect balconies, guardrails, canopies, suspended structures, service platforms, stairs, and external attachments for secure condition and visible deterioration.
- Compare known structural defects or monitoring points with previous records where available and note any visible progression or new movement.
- Escalate any condition suggesting instability, falling material, significant movement, severe corrosion, major cracking, or structural damage for qualified assessment and interim control.
Section 6Electrical, lighting, fire protection, emergency systems, and visible life-safety condition
- Inspect electrical panels, distribution boards, switchgear, disconnects, visible conduits, covers, and service areas for damage, water exposure, overheating evidence, or blocked access.
- Check receptacles, switches, visible wiring, cords, junction boxes, lighting fixtures, emergency lighting, and exterior lights for obvious damage, looseness, failed components, or exposed parts.
- Confirm exit routes, exit doors, stairs, corridors, and discharge paths are not obstructed by storage, temporary work, furniture, or property defects.
- Inspect visible fire extinguishers, fire doors, alarm points, detectors, sprinkler valves, hose cabinets, hydrant or fire-service access, and emergency signage for obstruction or obvious damage.
- Verify emergency lighting, exit signs, alarm-panel condition, evacuation information, and other visible emergency safeguards provided by the property are serviceable or defects are logged.
- Escalate blocked exits, exposed electrical hazards, water near electrical equipment, impaired life-safety systems, or other urgent safety conditions for immediate control.
Section 8Moisture, mold-like growth, pests, sanitation, waste, storage, and environmental condition
- Inspect for active leaks, dampness, condensation, water staining, musty odors, mold-like growth, damaged finishes, wet insulation, or other evidence of moisture problems.
- Identify likely moisture sources such as roof leaks, facade defects, plumbing leaks, condensation, failed sealants, drainage issues, or poor ventilation for specialist follow-up where needed.
- Check for pest evidence including droppings, nesting, insects, damaged materials, entry gaps, standing water, food or waste sources, and conditions supporting infestation.
- Inspect waste rooms, bin areas, recycling zones, janitorial rooms, service areas, and common spaces for cleanliness, containment, drainage, odor, damage, and pest risk.
- Verify storage areas do not block access to electrical equipment, fire protection, exits, valves, maintenance panels, ventilation, or service routes.
- Record sanitation, waste, pest, or moisture conditions that recur despite routine cleaning so building-source or maintenance causes can be investigated.
Section 10Condition rating, maintenance backlog, repair priority, capital planning, verification, and sign-off
- Assign each finding an approved condition or severity rating such as good, acceptable, monitor, repair, poor, critical, or another property-standard category.
- Classify findings by building fabric, structural, water, electrical, fire, mechanical, plumbing, accessibility, security, amenity, cosmetic, or other relevant property category.
- Prioritize defects using safety risk, operational impact, deterioration rate, water-damage potential, service disruption, occupant impact, repair cost, and asset criticality.
- Create or link corrective maintenance work orders, specialist surveys, contractor tasks, refurbishment projects, capital requests, or planned-replacement actions with owners and target dates.
- Verify completed high-risk or significant repairs through reinspection, technical evidence, photographs, testing, or specialist sign-off before the finding is closed.
- Record final property condition status, critical open defects, maintenance backlog, major capital needs, restricted areas, follow-up date, inspector, property manager, maintenance owner, and management approval.
Take it with you
Download the printable PDF to assess property condition consistently, record C, PC, NC, or NA findings, capture live deterioration evidence, and connect urgent defects, planned repairs, specialist reviews, and capital needs to clear owners.
Use the complete checklist during your next property condition review
This internal Facilities & Property template supports visible condition assessment and maintenance planning. Apply current building, fire, electrical, accessibility, lease, insurance, manufacturer, specialist-survey, and local regulatory requirements as controlling references.How to use it
Turn property condition reviews into a controlled inspect-to-invest workflow
Define the property assets and historical issues, assess visible deterioration and safety concerns, prioritize repairs and specialist reviews, then verify completed work and use recurring condition data to plan renewals.
Define the property and asset scope
Map buildings, external areas, roofs, service spaces, shared areas, lease boundaries, known defects, open work orders, and existing capital or renewal plans.
Inspect condition and deterioration
Review grounds, envelope, structure, interiors, MEP systems, life-safety visibility, moisture, pests, accessibility, security, amenities, and occupant-facing defects.
Prioritize repair and specialist review
Rate condition, control urgent hazards, create maintenance or contractor work, flag structural or technical concerns, and separate routine repair from capital renewal.
Verify work and plan lifecycle needs
Reinspect significant repairs, trend recurring deterioration, review backlog and defect recurrence, and use findings to support preventive maintenance and capital planning.
Live interactive demo
See how property condition reviews work when they are run in Taqtics
Use the digital workflow to capture building-condition evidence, rate defects, identify critical deterioration, assign repairs and specialist surveys, verify completion, and compare property health across a portfolio.
Capture property, building, zone, asset, condition, photo, severity, owner, work order, repair evidence, and inspection history together.
Separate urgent safety work, routine maintenance, specialist assessment, refurbishment, and longer-term capital renewal with accountable ownership.
Track poor-condition assets, recurring leaks, structural warnings, facade defects, utility failures, maintenance backlog, and verified repair closure across properties.
Illustrative website demo. Responses are not stored or submitted.
Why digitize it
A clearer way to manage property condition across every building and site
Taqtics connects scheduled property reviews, live condition evidence, defect ratings, maintenance work, specialist assessments, capital needs, verification, recurring deterioration trends, and reporting across property portfolios.
Assess every property consistently
Capture property, building, asset, condition, photo, severity, owner, work order, follow-up date, and inspection history together.
Standardize condition ratings
Use consistent C, PC, NC, NA options, critical-condition rules, photo requirements, repair categories, due dates, and specialist-review triggers.
Connect defects to repair and renewal
Assign maintenance, contractors, structural reviews, MEP specialist work, refurbishment, or capital replacement and verify significant work with evidence.
Compare asset condition across a portfolio
Track poor-condition assets, repeated water ingress, structural warnings, utility failures, occupant complaints, maintenance backlog, and capital needs across sites.
Frequently asked questions
Property condition checklist FAQs
What should a property condition checklist cover?
A property condition review should cover the external site, parking and drainage, roofs and facades, windows and doors, visible structural condition, interior finishes, electrical and life-safety condition, HVAC and plumbing, moisture, pests, accessibility, security, amenities, maintenance backlog, condition ratings, repair priorities, and capital needs.
How is a property condition checklist different from a facility inspection checklist?
A facility inspection is typically an operational walk-through focused on current safety, serviceability, housekeeping, and maintenance defects. A property condition review takes a broader asset-health view, including deterioration, recurring defects, structural and envelope warning signs, refurbishment needs, maintenance backlog, and longer-term capital planning.
Should structural cracks be assessed during a routine property condition inspection?
Visible cracks, movement, spalling, corrosion, deflection, or similar warning signs should be documented and escalated when significant. A routine checklist does not replace assessment by a qualified structural professional, so potentially serious structural conditions should trigger specialist review and interim controls.
What safety checks should be included in a property condition review?
Include visible walking-surface defects, blocked exit routes, damaged electrical equipment, obstructed fire-protection assets, emergency-lighting or exit-sign issues, unstable building elements, unsafe access, leaks near electrical equipment, and other conditions requiring immediate control. Apply the exact building, fire, electrical, accessibility, and workplace requirements relevant to the property.
How should property defects be prioritized?
Prioritize using safety risk, likelihood of further deterioration, operational impact, water-damage potential, service interruption, occupant impact, regulatory importance, repair cost, asset criticality, and whether specialist assessment is needed. Keep urgent safety work separate from routine maintenance and planned capital renewal.
What should happen after significant property repairs are completed?
Verify significant repairs through reinspection, photographs, testing, technical evidence, contractor records, or specialist sign-off as appropriate. Recurring defects should also be trended so the organization can decide whether preventive maintenance, refurbishment, redesign, or asset replacement is needed.
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Run retail stock audits with live evidence and accountable variance control
Maintain one operational view of count completion, stock accuracy, value variance, shrink risk, open actions, approvals, and recurring inventory-control issues.
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