Weekly Facilities Inspection Checklist | Policies and Procedures

Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron
Reviewed date: 2025-12-19
Next review date: 2026-12-18

1. Purpose

This checklist ensures the proactive, weekly inspection of the office premises to identify and document maintenance needs, safety hazards, security breaches, and necessary repairs, minimizing operational disruptions and ensuring compliance.

2. Scope

This checklist covers all internal and external areas of the microfinance office and is to be completed by the designated Facilities Manager or Supervisor.

3. Instructions

Complete all items during the weekly inspection, preferably on a Friday afternoon.
Mark the status of each item: OK (Pass), Needs Action (Requires immediate or scheduled repair), or N/A (Not Applicable).
Document all Needs Action items in the Maintenance Log/Notes section below.
A score of 90% or higher is required for a passing inspection.

Item #	Area	Task Description	Status (OK / Needs Action / N/A)	Notes/Details (Specify location/severity)
A	Building Exterior & Grounds
A1	Entrance and sidewalk are free of hazards (e.g., loose pavement, water, debris)
A2	Signage (Exterior) is clean, intact, and well-lit
A3	Exterior lighting (security/walkway) is fully functional.
A4	Perimeter security (gates, fencing, windows) is secure.
A5	The dumpster/waste area is clean, and the bins are covered.
B	Safety & Fire Systems
B1	Fire extinguishers are in designated spots, charged, and not expired (check tag)
B2	Emergency exit doors are unobstructed and functional.
B3	Exit signs are illuminated and working.
B4	First aid kits are stocked and accessible.
B5	Emergency contact lists (e.g., Fire, Police, Ambulance) are visible/current.
C	Security & Access
C1	All doors, windows, and locks are secure and functioning.
C2	Alarm system (if present) is functional, and the test log is current.
C3	CCTV cameras (if present) are clean, positioned correctly, and recording
C4	Vault/safe room (if applicable) is secured, and access logs are up to date.
D	Internal Structure & Utilities
D1	Walls, ceilings, and floors are free of cracks, leaks, or water stains.
D2	All light fixtures (ceiling/task) are working; bulbs are not burnt out.
D3	HVAC/A/C unit air filters are clean (visual check for excessive dust).
D4	Restroom plumbing (faucets, toilets, drains) is leak-free and functional.
D5	Electrical outlets/cords are not frayed or overloaded.
E	Office Equipment & Furniture
E1	Client chairs and seating are intact and stable.
E2	Desks/workstations are stable and free of sharp edges/damage.
E3	Office equipment (printers, scanners) is clean and functional.
E4	The water cooler/filtration system is clean and functioning.
F	Housekeeping/General Order
F1	General clutter is absent from walkways and under desks.
F2	Cleaning supplies are properly stored and secured
F3	Utility/storage rooms are neat and organized.

Maintenance Log/Notes

Use this section to detail any items marked "Needs Action" and assign a priority level (High, Medium, Low).

Item # (from above)	Detailed Description of Issue	Priority (H/M/L)	Action Taken / Assigned To	Completion Date (Target)

Inspection Completed By:

Name: __________________________ Signature: _________________ Date: _____________

Manager Review:

Name: _________________________ Signature: _________________ Date: ______________