Apartment Preventive Maintenance Program Quarterly Audit Checklist
This apartment preventive maintenance program quarterly audit checklist provides a structured evaluation of the PM program that protects asset value, reduces emergency repairs, and extends equipment life. Industry data consistently shows that properties with robust PM programs spend 10-15% less on total maintenance than reactive-only operations, while experiencing significantly higher resident satisfaction and fewer warranty claim disputes. Quarterly audits verify the PM program is executing as
- Industry: Property Management
- Frequency: Quarterly
- Estimated Time: 2 hours
- Role: Maintenance Supervisor / Property Manager
- Total Items: 28
- Compliance: ASHRAE 180 Standard Practice for Inspection and Maintenance of HVAC Systems, NFPA 72 Fire Alarm Testing Requirements, ASME A17.1 Elevator Maintenance Requirements, OSHA Walking-Working Surfaces (Maintenance Safety), Manufacturer Warranty Requirements (Equipment Service Intervals)
PM Schedule Completeness and Execution
Verify PM schedule covers all required items and is being executed.
- Written PM schedule documented covering all major equipment and systems?
- Current quarter PM tasks on track for completion by quarter end?
- PM completion rate above 90% for prior quarter?
- No PM items more than 30 days past scheduled date without documented reason?
- Next seasonal PM tasks scheduled (spring HVAC, fall boiler, winter plumbing)?
- All PM tasks assigned to specific staff member with completion accountability?
Equipment Service History
Review service history for major building equipment.
- All HVAC units serviced per manufacturer schedule within last 12 months?
- Water heaters flushed and anode rods inspected per annual schedule?
- Elevator maintenance contract current and service records up to date?
- Emergency generator monthly load test completed and documented?
- Fire pump annual flow test completed per NFPA 25?
Warranty Tracking and Management
Verify warranties are tracked and utilized.
- Equipment warranty log maintained with warranty expiration dates?
- In-warranty equipment repaired through manufacturer warranty process (not expensed)?
- Warranty registration completed for all newly installed equipment?
- Unit appliance warranties tracked by unit and communicated to maintenance?
- Extended warranty cost-benefit evaluated for aging major equipment?
Cost Benchmarking and Efficiency
Evaluate maintenance costs against industry benchmarks.
- Monthly maintenance cost per unit tracked and within budget?
- Emergency repair cost ratio below 30% of total maintenance (vs. planned PM)?
- Unit make-ready costs tracked per unit and benchmarked?
- In-house vs. vendor work split optimized for cost and quality?
- Maintenance staff productivity tracked (work orders completed per staff per day)?
Documentation and Planning
Maintain PM program documentation.
- Service records complete for all equipment with dates, technician, and work performed?
- Equipment inventory current with make, model, serial, install date, and location?
- Deferred maintenance log current with items, reason for deferral, and target dates?
- Maintenance staff training current on major systems and safety procedures?
- Quarterly PM program audit filed in maintenance records?
- Resident-reported issues analyzed for preventive maintenance pattern identification?
- PM program benchmarked against IREM or BOMA best practice standards?
Related Property Management Checklists
- Apartment Renovation and Capital Project Progress Inspection Checklist
- Apartment Construction Defect and Builder Warranty Claims Management Checklist
- Property Management Vendor Performance Management Quarterly Review Checklist
- Apartment Sustainability and Green Operations Annual Audit Checklist
- Apartment Property Marketing and ILS Management Monthly Audit Checklist
- Property Management Employee Performance and Training Quarterly Audit Checklist
- Property Management Procurement and Purchasing Controls Quarterly Audit Checklist
Related Equipment Maintenance Checklists
- Apartment Renovation and Capital Project Progress Inspection Checklist - FREE Download
- Apartment Construction Defect and Builder Warranty Claims Management Checklist - FREE Download
- Property Management Vendor Performance Management Quarterly Review Checklist - FREE Download
Why Use This Apartment Preventive Maintenance Program Quarterly Audit Checklist?
This apartment preventive maintenance program quarterly audit checklist helps property management teams maintain compliance and operational excellence. Designed for maintenance supervisor / property manager professionals, this checklist covers 28 critical inspection points across 5 sections. Recommended frequency: quarterly.
Ensures compliance with ASHRAE 180 Standard Practice for Inspection and Maintenance of HVAC Systems, NFPA 72 Fire Alarm Testing Requirements, ASME A17.1 Elevator Maintenance Requirements, OSHA Walking-Working Surfaces (Maintenance Safety), Manufacturer Warranty Requirements (Equipment Service Intervals), EPA Clean Air Act Section 608 (HVAC Refrigerant Handling), UK Landlord and Tenant Act 1985 Repair Obligations, Australia Building Code Maintenance Requirements. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Apartment Preventive Maintenance Program Quarterly Audit Checklist cover?
This checklist covers 28 inspection items across 5 sections: PM Schedule Completeness and Execution, Equipment Service History, Warranty Tracking and Management, Cost Benchmarking and Efficiency, Documentation and Planning. It is designed for property management operations and compliance.
How often should this checklist be completed?
This checklist should be completed quarterly. Each completion takes approximately 2 hours.
Who should use this Apartment Preventive Maintenance Program Quarterly Audit Checklist?
This checklist is designed for Maintenance Supervisor / Property Manager professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.