---
title: "Maintenance Schedule Template: Annual, by Month"
description: "A maintenance schedule template for common building equipment, by frequency and month."
---

1. [Templates](/templates/)

# Annual maintenance schedule

Recurring maintenance for common building equipment, by frequency and month.

[Download CSV](/templates/annual-maintenance-schedule/annual-maintenance-schedule.csv)

- Or [start on the free plan](https://app.fixahead.com/signup), no card.

- Use this file as a spreadsheet.

| Equipment or system | Task | Frequency | Months | Performed by | Last done | Next due | Record kept |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Boiler | Flue gas temperature and composition; relief valves for leaks; low-water cutoff; pilot and burner clean; flame failure test; water and steam leaks; linkages; air leaks at damper seals | Weekly | Jan to Dec |  |  |  | |
| Boiler | Blowdown adequacy; flue gas comparison; combustion air inlet; fuel system; belts and packing; gaskets; insulation and casing; steam control and pressure-reducing valves; water quality test | Monthly | Jan to Dec |  |  |  | |
| Boiler | Clean water side and fire side; recondition or replace relief valve; recondition feedwater and fuel systems; clean electrical terminals; hydraulic and pneumatic valves; flue gas adjustment; eddy current test as required | Annually | Sep |  |  |  | |
| Chiller | Evaporator and condenser coil fouling; compressor motor temperature; water quality; leak test; insulation; control operation | Weekly | Jan to Dec |  |  |  | |
| Chiller | Vane control, motor load limit, load balance, chilled water reset settings | Semi-annually | Apr, Oct |  |  |  | |
| Chiller | Lockout setpoint; clean condenser and evaporator tubes; eddy current tests; motor alignment and seals; oil analysis and filter; electrical connections; water flows; refrigerant level | Annually | Apr |  |  |  | |
| Cooling tower | Fan motor; clean suction screen; water samples; make-up water switch; vibration; structure and fill; belts and pulleys | Weekly | Jan to Dec |  |  |  | |
| Cooling tower | Lubrication; motor supports; motor alignment; drift eliminators | Monthly | Jan to Dec |  |  |  | |
| Cooling tower | Clean tower of dust, scale and algae; bearings and drive belts; motor condition | Annually | Apr |  |  |  | |
| Air handling unit | Filters; casing leakage; damper actuators and linkage | Monthly | Jan to Dec |  |  |  | |
| Air handling unit | Filter rack integrity; coil fins | Annually | Mar |  |  |  | |
| Fans | Belts; pulleys; dampers; actuators; blade rotation and cleanliness; filters; moisture or growth in housing | Monthly | Jan to Dec |  |  |  | |
| Fans | Wiring connections; ductwork; coils; insulation | Annually | Jun |  |  |  | |
| Pumps | Lubrication; packing; motor-pump alignment; mountings | Monthly | Jan to Dec |  |  |  | |
| Pumps | Bearings and drive belts; motor condition | Annually | Jan |  |  |  | |
| Electric motors | Motor condition | Weekly | Jan to Dec |  |  |  | |
| Electric motors | Lubrication; packing; alignment; mountings; terminals; cleaning | Monthly | Jan to Dec |  |  |  | |
| Electric motors | Bearings and belts; condition; balanced power; over- or under-voltage | Annually | Feb |  |  |  | |
| Air compressor | Leaks; run time; dryers; ventilation; oil level; drain condensate; operating temperature | Daily | Jan to Dec |  |  |  | |
| Air compressor | Relief valves; belts; intake filter pads; air-consuming devices; drain traps | Weekly | Jan to Dec |  |  |  | |
| Air compressor | Motor bearing lubrication; system oil | Monthly | Jan to Dec |  |  |  | |
| Air compressor | Couplings; shaft seals; air line filters; mountings | Annually | Jul |  |  |  | |
| Lighting | Inspect for failed lamps or ballasts | Monthly | Jan to Dec |  |  |  | |
| Lighting | Inspect for dirt, degraded lenses, failed controls | Semi-annually | Apr, Oct |  |  |  | |
| Lighting | Clean lamps and fixtures | Annually | Aug |  |  |  | |
| Portable fire extinguishers | Visual inspection | Monthly | Jan to Dec |  |  |  | |
| Portable fire extinguishers | Maintenance check; date recorded | Annually | Oct |  |  |  | |
| Emergency lighting | Test for 30 seconds | Monthly | Jan to Dec |  |  |  | |
| Emergency lighting | Test for 90 minutes | Annually | Nov |  |  |  | |
| Backflow preventers | Field test | Annually | May |  |  |  | |
| Roof | Inspect drains, downspouts, flashing, membrane and rooftop equipment; clear debris (spring and fall) | Semi-annually | Apr, Oct |  |  |  | |

| Equipment or system | Task | Frequency | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec | Performed by | Last done | Next due | Record kept |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Boiler | Flue gas temperature and composition; relief valves for leaks; low-water cutoff; pilot and burner clean; flame failure test; water and steam leaks; linkages; air leaks at damper seals | Weekly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Boiler | Blowdown adequacy; flue gas comparison; combustion air inlet; fuel system; belts and packing; gaskets; insulation and casing; steam control and pressure-reducing valves; water quality test | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Boiler | Clean water side and fire side; recondition or replace relief valve; recondition feedwater and fuel systems; clean electrical terminals; hydraulic and pneumatic valves; flue gas adjustment; eddy current test as required | Annually |  |  |  |  |  |  |  |  | X |  |  |  |  |  |  | |
| Chiller | Evaporator and condenser coil fouling; compressor motor temperature; water quality; leak test; insulation; control operation | Weekly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Chiller | Vane control, motor load limit, load balance, chilled water reset settings | Semi-annually |  |  |  | X |  |  |  |  |  | X |  |  |  |  |  | |
| Chiller | Lockout setpoint; clean condenser and evaporator tubes; eddy current tests; motor alignment and seals; oil analysis and filter; electrical connections; water flows; refrigerant level | Annually |  |  |  | X |  |  |  |  |  |  |  |  |  |  |  | |
| Cooling tower | Fan motor; clean suction screen; water samples; make-up water switch; vibration; structure and fill; belts and pulleys | Weekly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Cooling tower | Lubrication; motor supports; motor alignment; drift eliminators | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Cooling tower | Clean tower of dust, scale and algae; bearings and drive belts; motor condition | Annually |  |  |  | X |  |  |  |  |  |  |  |  |  |  |  | |
| Air handling unit | Filters; casing leakage; damper actuators and linkage | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Air handling unit | Filter rack integrity; coil fins | Annually |  |  | X |  |  |  |  |  |  |  |  |  |  |  |  | |
| Fans | Belts; pulleys; dampers; actuators; blade rotation and cleanliness; filters; moisture or growth in housing | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Fans | Wiring connections; ductwork; coils; insulation | Annually |  |  |  |  |  | X |  |  |  |  |  |  |  |  |  | |
| Pumps | Lubrication; packing; motor-pump alignment; mountings | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Pumps | Bearings and drive belts; motor condition | Annually | X |  |  |  |  |  |  |  |  |  |  |  |  |  |  | |
| Electric motors | Motor condition | Weekly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Electric motors | Lubrication; packing; alignment; mountings; terminals; cleaning | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Electric motors | Bearings and belts; condition; balanced power; over- or under-voltage | Annually |  | X |  |  |  |  |  |  |  |  |  |  |  |  |  | |
| Air compressor | Leaks; run time; dryers; ventilation; oil level; drain condensate; operating temperature | Daily | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Air compressor | Relief valves; belts; intake filter pads; air-consuming devices; drain traps | Weekly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Air compressor | Motor bearing lubrication; system oil | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Air compressor | Couplings; shaft seals; air line filters; mountings | Annually |  |  |  |  |  |  | X |  |  |  |  |  |  |  |  | |
| Lighting | Inspect for failed lamps or ballasts | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Lighting | Inspect for dirt, degraded lenses, failed controls | Semi-annually |  |  |  | X |  |  |  |  |  | X |  |  |  |  |  | |
| Lighting | Clean lamps and fixtures | Annually |  |  |  |  |  |  |  | X |  |  |  |  |  |  |  | |
| Portable fire extinguishers | Visual inspection | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Portable fire extinguishers | Maintenance check; date recorded | Annually |  |  |  |  |  |  |  |  |  | X |  |  |  |  |  | |
| Emergency lighting | Test for 30 seconds | Monthly | X | X | X | X | X | X | X | X | X | X | X | X |  |  |  | |
| Emergency lighting | Test for 90 minutes | Annually |  |  |  |  |  |  |  |  |  |  | X |  |  |  |  | |
| Backflow preventers | Field test | Annually |  |  |  |  | X |  |  |  |  |  |  |  |  |  |  | |
| Roof | Inspect drains, downspouts, flashing, membrane and rooftop equipment; clear debris (spring and fall) | Semi-annually |  |  |  | X |  |  |  |  |  | X |  |  |  |  |  | |

Where a maker's manual sets a different interval, it governs. A state or water supplier's rule governs backflow test intervals. Sprinkler, fire alarm, and emergency generator testing is not on this schedule, so follow the fire authority and the equipment maker for those.