Routine Checks for the mechanical and electrical plant in council buildings — air handling and ventilation, gas and heating, lifts and hoists, access equipment and lightning protection. Treat these as the routine visual/functional layer between your statutory contractor services (Gas Safe, LOLER lift exams, lightning-protection testing), not a replacement for them.
Before you use this checklist: you don't build these — they're built in and matched to your assets. To put one on someone's phone, create an inspection (or a job) on the asset and pick the checklist. A checklist only appears for the right asset type. See How to Use a Checklist.
Jump to a checklist
Air Handling Unit Check
Covers: Air Handling Unit. recommended monthly.
FUNCTIONALITY
Airflow Output
Airflow NormalAirflow ReducedNo Airflow
ⓘ Guidance
Confirm the air handling unit is delivering airflow from its supply outlets and that any timers or sensors are operating. "Airflow Reduced" = weak or partial airflow to investigate; "No Airflow" = no output - the unit is not ventilating.
Filter Condition
CleanDirty or LoadedBlocked or Damaged
ⓘ Guidance
Inspect the air handling unit air filter for blockage, damage or excessive loading. "Dirty or Loaded" = due for cleaning or replacement soon; "Blocked or Damaged" = airflow restricted or the filter is damaged - replace now.
Indicator & Panel Status
OptimalWarning LightMultiple Faults Shown
ⓘ Guidance
Read the status indicator / control panel on the air handling unit. "Optimal" = normal, healthy status with no faults; "Warning Light" = a single fault or warning indication to investigate; "Multiple Faults Shown" = several faults or a system error - escalate for service.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the air handling unit based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the air handling unit is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the air handling unit for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Ventilation System Check
Covers: Ventilation System. recommended monthly.
FUNCTIONALITY
Airflow Output
Airflow NormalAirflow ReducedNo Airflow
ⓘ Guidance
Confirm the ventilation system is delivering airflow from its supply outlets and that any timers or sensors are operating. "Airflow Reduced" = weak or partial airflow to investigate; "No Airflow" = no output - the unit is not ventilating.
Indicator & Panel Status
OptimalWarning LightMultiple Faults Shown
ⓘ Guidance
Read the status indicator / control panel on the ventilation system. "Optimal" = normal, healthy status with no faults; "Warning Light" = a single fault or warning indication to investigate; "Multiple Faults Shown" = several faults or a system error - escalate for service.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the ventilation system based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the ventilation system is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the ventilation system for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Ductwork Check
Covers: Ductwork. recommended monthly.
SAFETY
In Place & Accessible
ClearAccess EncroachedAccess ObstructedNot in Place
ⓘ Guidance
Confirm the ductwork is in its designated location on its hangers or brackets, not moved or removed, with access clear and any location/ID signage visible. "Access Encroached" = partly blocked but still reachable; "Access Obstructed" = access genuinely impeded; "Not in Place" = not present at its station.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the ductwork based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the ductwork is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the ductwork for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Fan Coil Unit Check
Covers: Fan Coil Unit. recommended monthly.
FUNCTIONALITY
Airflow Output
Airflow NormalAirflow ReducedNo Airflow
ⓘ Guidance
Confirm the fan coil unit is delivering airflow from its supply outlets and that any timers or sensors are operating. "Airflow Reduced" = weak or partial airflow to investigate; "No Airflow" = no output - the unit is not ventilating.
Filter Condition
CleanDirty or LoadedBlocked or Damaged
ⓘ Guidance
Inspect the fan coil unit air filter for blockage, damage or excessive loading. "Dirty or Loaded" = due for cleaning or replacement soon; "Blocked or Damaged" = airflow restricted or the filter is damaged - replace now.
Indicator & Panel Status
OptimalWarning LightMultiple Faults Shown
ⓘ Guidance
Read the status indicator / control panel on the fan coil unit. "Optimal" = normal, healthy status with no faults; "Warning Light" = a single fault or warning indication to investigate; "Multiple Faults Shown" = several faults or a system error - escalate for service.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the fan coil unit based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the fan coil unit is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the fan coil unit for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Chiller Check
Covers: Chiller. recommended monthly.
SAFETY
Refrigerant / F-Gas Leak Check
No Leak FoundSuspect LeakConfirmed Leak
ⓘ Guidance
Check the chiller refrigerant circuit for signs of leakage (oil staining, ice or frost) and the F-Gas leak detector if fitted. "Suspect Leak" = a possible leak to investigate; "Confirmed Leak" = a confirmed refrigerant leak - isolate and call an F-Gas engineer.
FUNCTIONALITY
Indicator & Panel Status
OptimalWarning LightMultiple Faults Shown
ⓘ Guidance
Read the status indicator / control panel on the chiller. "Optimal" = normal, healthy status with no faults; "Warning Light" = a single fault or warning indication to investigate; "Multiple Faults Shown" = several faults or a system error - escalate for service.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the chiller based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the chiller is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the chiller for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Condenser Unit Check
Covers: Condenser Unit. recommended monthly.
SAFETY
Refrigerant / F-Gas Leak Check
No Leak FoundSuspect LeakConfirmed Leak
ⓘ Guidance
Check the condenser unit refrigerant circuit for signs of leakage (oil staining, ice or frost) and the F-Gas leak detector if fitted. "Suspect Leak" = a possible leak to investigate; "Confirmed Leak" = a confirmed refrigerant leak - isolate and call an F-Gas engineer.
FUNCTIONALITY
Indicator & Panel Status
OptimalWarning LightMultiple Faults Shown
ⓘ Guidance
Read the status indicator / control panel on the condenser unit. "Optimal" = normal, healthy status with no faults; "Warning Light" = a single fault or warning indication to investigate; "Multiple Faults Shown" = several faults or a system error - escalate for service.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the condenser unit based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the condenser unit is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the condenser unit for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Radiator Check
Covers: Radiator. recommended monthly.
SAFETY
Signs of Discharge or Leak
NoneLeakingDischarged
ⓘ Guidance
Check the radiator for any sign of discharge, leakage or loss of charge since the last check. "Leaking" = a slow leak or weep to monitor and report; "Discharged" = discharged or emptied and must be recharged or replaced now.
FUNCTIONALITY
Functional Test
FunctioningPartial FunctionFailed TestNot Tested
ⓘ Guidance
Carry out the device's test procedure and confirm the radiator responds correctly: it operates correctly. "Partial Function" = it part-works (e.g. weak output or one element fails); "Failed Test" = it does not respond and must be reported immediately; "Not Tested" = the test could not be carried out this visit (record why).
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the radiator based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the radiator is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the radiator for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Gas Meter Check
Covers: Gas Meter. recommended monthly.
SAFETY
Gas Leak Check
No Leak FoundSmell DetectedLeak Confirmed
ⓘ Guidance
Check the gas meter and its connections for a gas smell, meter drift or a leak indicator, and apply leak-detection fluid to visible joints. "Smell Detected" = a gas smell to investigate and report; "Leak Confirmed" = a confirmed leak - make safe and report immediately.
In Place & Accessible
ClearAccess EncroachedAccess ObstructedNot in Place
ⓘ Guidance
Confirm the gas meter is in its designated location on its meter cabinet, not moved or removed, with access clear and any location/ID signage visible. "Access Encroached" = partly blocked but still reachable; "Access Obstructed" = access genuinely impeded; "Not in Place" = not present at its station.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the gas meter based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the gas meter is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the gas meter for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Flue Check
Covers: Flue. recommended monthly.
SAFETY
Flue Terminal Clearance
Clear & SoundClearance ReducedObstructed or Damaged
ⓘ Guidance
Inspect the flue terminal externally for obstruction, damage or inadequate clearance from openings. "Clearance Reduced" = clearance tighter than required - review; "Obstructed or Damaged" = a blocked or damaged terminal - do not use until repaired.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the flue based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the flue is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the flue for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Annual Boiler Check
Covers: Boiler, Heating System. recommended annually.
FUNCTIONALITY
Functional Test
FunctioningPartial FunctionFailed TestNot Tested
ⓘ Guidance
Confirm the boiler fires and runs and confirm the boiler responds correctly: it heats without fault or warning indication. "Partial Function" = it part-works (e.g. weak output or one element fails); "Failed Test" = it does not respond and must be reported immediately; "Not Tested" = the test could not be carried out this visit (record why).
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the boiler based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the boiler is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the boiler for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
COMPLIANCE
Inspection Records
Records CompleteRecords IncompleteRecords Out of Date
ⓘ Guidance
Review the inspection and test history for the boiler for completeness and currency. "Records Incomplete" = gaps or missing entries to fill; "Records Out of Date" = the latest required record or certificate is missing or lapsed - obtain it.
Service Label In Date
In DateService Due SoonService Overdue
ⓘ Guidance
Check the service / test label on the boiler: confirm the last annual gas safety service is recorded and the next is not overdue. "Service Due Soon" = the next service is approaching - schedule it; "Service Overdue" = the statutory service has lapsed - arrange it now and record the gap.
Lift Check
Covers: Passenger Lift, Service Lift, Stairlift. recommended weekly.
SAFETY
In Place & Accessible
ClearAccess EncroachedAccess ObstructedNot in Place
ⓘ Guidance
Confirm the lift is in its designated location on its mounting, not moved or removed, with access clear and any location/ID signage visible. "Access Encroached" = partly blocked but still reachable; "Access Obstructed" = access genuinely impeded; "Not in Place" = not present at its station.
FUNCTIONALITY
Functional Test
FunctioningPartial FunctionFailed TestNot Tested
ⓘ Guidance
Run the lift through its travel and test the alarm/comms and confirm the lift responds correctly: it levels correctly, the doors operate and the emergency alarm works. "Partial Function" = it part-works (e.g. weak output or one element fails); "Failed Test" = it does not respond and must be reported immediately; "Not Tested" = the test could not be carried out this visit (record why).
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the lift based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the lift is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the lift for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
Hoist Check
Covers: Hoist. recommended weekly.
SAFETY
In Place & Accessible
ClearAccess EncroachedAccess ObstructedNot in Place
ⓘ Guidance
Confirm the hoist is in its designated location on its mounting, not moved or removed, with access clear and any location/ID signage visible. "Access Encroached" = partly blocked but still reachable; "Access Obstructed" = access genuinely impeded; "Not in Place" = not present at its station.
FUNCTIONALITY
Functional Test
FunctioningPartial FunctionFailed TestNot Tested
ⓘ Guidance
Operate the hoist through its full travel and test the overload indicator / limit switches and confirm the hoist responds correctly: the hoist travels smoothly, limits operate correctly and no fault indications are active. "Partial Function" = it part-works (e.g. weak output or one element fails); "Failed Test" = it does not respond and must be reported immediately; "Not Tested" = the test could not be carried out this visit (record why).
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the hoist based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the hoist is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the hoist for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
COMPLIANCE
Asset Identification
ID CorrectID IllegibleID IncorrectID Missing
ⓘ Guidance
Verify the asset ID / serial number on the hoist is present, legible and matches the register. "ID Illegible" = present but hard to read - re-label; "ID Incorrect" = does not match the register - reconcile; "ID Missing" = no identification present.
Ladder & Access Equipment Check
Covers: Ladder, Scaffolding, Steps. recommended monthly.
SAFETY
In Place & Accessible
ClearAccess EncroachedAccess ObstructedNot in Place
ⓘ Guidance
Confirm the ladder / access equipment is in its designated location on its mounting, not moved or removed, with access clear and any location/ID signage visible. "Access Encroached" = partly blocked but still reachable; "Access Obstructed" = access genuinely impeded; "Not in Place" = not present at its station.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the ladder / access equipment based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the ladder / access equipment is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the ladder / access equipment for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
COMPLIANCE
Asset Identification
ID CorrectID IllegibleID IncorrectID Missing
ⓘ Guidance
Verify the asset ID / serial number on the ladder / access equipment is present, legible and matches the register. "ID Illegible" = present but worn/unreadable - re-label; "ID Incorrect" = does not match the register - reconcile records; "ID Missing" = no identifier present - tag and record it.
Annual Lightning Protection System Check
Covers: Lightning Protection System. recommended annually.
SAFETY
In Place & Accessible
ClearAccess EncroachedAccess ObstructedNot in Place
ⓘ Guidance
Confirm the lightning protection system is in its designated location on its bonding and earth termination, not moved or removed, with access clear and any location/ID signage visible. "Access Encroached" = partly blocked but still reachable; "Access Obstructed" = access genuinely impeded; "Not in Place" = not present at its station.
CONDITION
Overall Condition
NewGoodFairPoorCritical
ⓘ Guidance
Your overall judgement of the lightning protection system based on every check above. This updates the asset's condition record. Use "New" only for a recently installed unit, "Good"/"Fair" for serviceable units, "Poor" where several issues need attention, and "Critical" where the lightning protection system is unsafe or non-functional and must be replaced or serviced now.
Physical Damage
SoundDented or CorrodedCracked or Holed
ⓘ Guidance
Inspect the body, fittings and fixings of the lightning protection system for dents, deep corrosion, cracks or splits. Surface scuffs are fine. "Dented or Corroded" = damage to record and monitor; "Cracked or Holed" = cracks, holes or splits that could affect safe operation - take out of service for inspection.
COMPLIANCE
Inspection Records
Records CompleteRecords IncompleteRecords Out of Date
ⓘ Guidance
Review the inspection and test history for the lightning protection system for completeness and currency. "Records Incomplete" = gaps in the history to chase; "Records Out of Date" = the latest required inspection is missing or overdue.
Service Label In Date
In DateService Due SoonService Overdue
ⓘ Guidance
Check the service / test label on the lightning protection system: confirm the last BS EN 62305 periodic inspection is recorded and the next is not overdue. "Service Due Soon" = within its final period - book the service; "Service Overdue" = past its due date and must be serviced now.
Using these checklists in Civic.ly
Every checklist here is built into Civic.ly as a standard template — you don't recreate it. Add the asset, create the inspection or job (standalone or via a routine), pick the checklist, and it appears on the assigned person's phone, with any fault raising a defect automatically. New to this? See How to Use a Checklist.
Common Questions
No. Gas appliances still need an annual Gas Safe check, lifts a LOLER thorough examination, and lightning protection periodic testing by a competent contractor. These are the routine layer in between — and the record you kept an eye on things.