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The Guestroom/Suite Preventive

Maintenance Process
Guestroom/Preventive Maintenance is a Five Step Process
1. Select a guestroom(s) for maintenance.

2. Complete a visual inspection. Note those items needing repair or attention.

3. Perform all necessary corrective work in the guestroom/suite.

4. In a binder, index the completed Checklist form under the appropriate room number.

5. In the front of the binder, record the room number on the Preventive Maintenance Summary under
the appropriate quarter.

Calculating and Scheduling Guestroom/Suite Maintenance


All guestroom/suites and meeting rooms must be scheduled for a preventive maintenance check at
least every four months. Follow the example below to create your own list.

Develop a schedule to determine how many guestrooms you must check each week in order to
inspect all of them within the four months (three times per year). Use this formula:

Number of guestrooms/suites x 3 (checks per year) divided by 52 weeks


For example, a hotel with 100 rooms: 100 x 3 = 300 300/52 = 5.8

In this case, at least six rooms would need to be inspected each week in order to inspect all rooms
within four months.

Once your calculations are complete and you know how many rooms/suites you are to perform
preventive maintenance to meet your goal, the next step is to establish a preventive maintenance
schedule for every guestroom or suite.
- Begin by selecting two checked-out rooms. If there are no checked-out rooms, select two
available rooms.
- Notify Housekeeping and the Front Desk you will be in these rooms.
- Pull all linens (sheets and towels).
- Refer to the Guestroom/Suite Preventive Maintenance Program Checklist and begin the
PM process.
- Once PM is completed on these rooms/suites, check off each item under the appropriate
quarter on each individual Checklist.
- On return to the office, file or index each sheet and record the room numbers on the
Preventive Maintenance Summary.
- Notify the Front Desk and Housekeeping that PM has been completed in the room(s).

Guestroom/Suite Preventive Maintenance Program Checklist


This two page checklist details what needs to be checked in each and every room at least three times a year. The
blank lines on each page allow for other amenities that may be found in the rooms at your property such as
VCRs, fireplaces, whirlpools, etc.
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This two page checklist details what needs to be checked in each and every room at least three times a year. The
blank lines on each page allow for other amenities that may be found in the rooms at your property such as
VCRs, fireplaces, whirlpools, etc.

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In addition to acting as a guide, this checklist acts as a record of any repairs or replacements that may be
necessary. Only attempt minor repairs. Someone trained in that specific area should complete all major repairs.
If you dont have the skills to perform tasks as carpet replacement, wall vinyl hanging, major painting, and so
on, tell your manager. Its more efficient long-term to hire a professional in specific repair areas.

Recordkeeping
Maintain all room inspections in a three ring binder. There should be one inspection sheet for each room.

Place the Preventive Maintenance Summary in the very beginning of the binder. This summarizes the frequency
of each room inspection by quarter.

Recommendations
It is recommended that you complete room preventive maintenance on a daily basis to stay caught up on this
activity. As Chief Engineer it is your responsibility to maintain the rooms and records and to keep up-to-date in
the event of an inspection, which is unannounced.

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Using the Guestroom Preventive
Maintenance Program Checklist
It is recommended to follow manufacturers instructions where applicable. The following procedures represent
repair methods found to be useful and productive in the PM process.

Entrance Door

Check overall condition of door, door frame and room number.


- Repaint/stain scratched or marred door surfaces. Severely damaged doors should be
replaced.
- Replace broken, cracked or missing room numbers.
- Lubricate door hinges.

Close door and check striker plate for a tight, weatherproof fit.
- Adjust or replace missing striker plate.
- Replace worn or missing weather-stripping.
- Door gaps should be adjusted at hinges or through re-hanging the door for proper fit.
Warped doors should be replaced.

Inspect the threshold.


- There should be no gaps and it should be in place and secure.
- Carpet seams are tight and neat.
- Threshold meets the bottom of door to prevent a gap.
- To re-secure threshold, use anchors for tight fit. Replace weather stripping as necessary.
The addition of a door sweep may help with small gaps due to settling of the building.

Check condition of lockset.

- Clean the finish using the manufacturers recommended method. Avoid using chemicals
on lockset to protect finish and finish coating.
- Make sure lock is operating correctly. Lock and deadbolt should operate easily. Tighten,
adjust or replace as necessary. Lubricate with WD-40 or powdered graphite (lubrication
varies by lock type, check manufacturers recommendations). Replace lock assembly if
necessary. If cutting new keys, rotate lock for added guest safety.

Inspect the door guard and peephole. Examine the door guard and peephole for damaged or missing
parts. Repair or replace as necessary.

Ensure that the door stop is correctly positioned to prevent wall damage from door knob. Repair
damaged or lock door stop. Refer to the Hampton Standards Manual Construction Standards to
identify replacement.

Drapes/Sheers

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Examine front and back for tears, holes or worn spots and fading/color fastness. Check for missing
drapery hooks and pull wands.

If draperies are worn beyond repair, replace them. Replace any missing drapery hooks or pull wands.

Test pulling action. Drapes should meet and no light should filter through when drapes are closed.

Drapes should roll easily along their track. Drapes will not glide easily if track is damaged or bent.
Replace the track if necessary. Use Velcro tape on the edge of drapes if small light gaps are evident.

Check drapery height. Drapes should not drag on top of the A/C unit or floor. Draperies should clear
the A/C unit floor by a minimum of 1/2" and maximum of 1". Draperies will have to be adjusted to
correct height problems since tracks are mounted securely. Use wall anchors, toggle bolts, or tapcons
to re-secure drapery tracks.

Window and Frame

Examine glass and frame for cracks, pits or holes.


- Replace broken glass and/or damaged frames immediately.
- For scratched frames, use a spray touch-up paint from the manufacturer. Spray scratch
with touch-paint and wipe off overspray with a dry cloth. If the scratch is deep, use a
small paintbrush to paint the scratch. Wipe off any excess paint.
Note: Window frames should have a manufacture date stamped in the frame. Most
windows and frames are warranted for up to ten years against frame and glass
replacement. Check with installer / manufacturer for terms of warranty.

HVAC

Operate the unit in all positions and temperature settings to ensure proper working condition. (Do not
switch thermostat back and forth between cool and hot. This may damage the unit.) You should hear
and feel a difference in fan speed and temperature with each adjustment. Compressor should operate
in the cool position Compressor should shut off when warm or heat is selected.

Ensure all control knobs are present, clean, and in good condition.

Check coils and filters.

Clean/replace filter quarterly at a minimum. Clean coils with a coil cleaner and pressure wash unit
twice a year.

Examine unit cabinet and louvers.

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Clean and repaint as necessary to maintain new appearance.

Examine electrical cord and power outlet.

Ensure plug and receptacle have a tight fit and in overall good condition.

Check drain pan for debris or algae build-up.

Clean any debris that may block drain. Add algae tablet or algaecide to prevent algae growth in
pan/drain line. Do not use bleach.

Check drain plug for corrosion or blockage. Drains should be clear and in good condition. Most
drain plugs are a type of overflow valve that allows the unit to drain. Contact unit manufacturer for
replacement plugs.
Ceilings, Walls, Connecting Doors

Inspect for any wall/ceiling damage, water leaks or mildew.

Repair damaged walls or ceilings by cutting back to center line of adjacent studs and replacing
Sheetrock. Spackle joints using joint tape. After sheetrock is completely dry, repaint/texture as
necessary. For water damage, locate and repair leak then, for mildewed areas, treat with Kilz or
bleach water solution and allow to dry before repainting and applying the finishing coat.

Touch-up painting.
- Always paint only as necessary and once youve cleaned the area thoroughly. Do not use
paint to cover dirty items. Paint should match existing paint and have the same finish
(flat, semi-gloss or gloss). Record the manufacturer, paint number and color for future
reference to ensure product consistency throughout the hotel. Always protect the area
surrounding the paint process with a drop cloth and with tape to prevent paint splatters.

Inspect wall vinyl. Repair or re-glue any damaged or loose wall vinyl. If an entire room needs to be
redone due to damage or fading, notify the GM. Someone with proper training should perform this
work.

Inspect connecting doors. Examine overall condition for scrapes, cracks or other damage. Check for
placement of door stop. Replace broken deadbolt or thumb locks. Ensure sound-stripping is in place
and in good condition.

Carpet and Base

Examine carpet.
- Check to see if the carpet is secured at the entrance door threshold, bathroom door
threshold and edges of the guestroom. Re-secure carpet as necessary. It may require re-
stretching for secure room fit.

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Check to see if the carpet is secured at the entrance door threshold, bathroom door
threshold and edges of the guestroom. Re-secure carpet as necessary. It may require re-
stretching for secure room fit.
- Look for buckles (waves) in carpet. Carpet backing that is separating will cause buckles
in the carpeting.
- Examine for stains, holes, burns, or fading. Carpet with many burns or embedded stains
should be replaced. A small cigarette burn can be plugged using a carpet repair kit
available through your carpet supplier. Carpets damaged by bleach or chemicals cannot
be repaired and should be replaced immediately.

Inspect wall vinyl and carpet base. Re-glue any loose base. Replace as necessary being careful not to
get glue on wall above the contact points. Use only cove base glue for your type of base.

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Phone

Examine overall condition. Is the cover secure, cord in good shape, clean, faceplate with dialing
instructions, room number on phone?

Clean and replace parts as necessary.

To check message light, have the front desk turn on the message light and call the room. Ensure that
the message light is operable. Adjust ringer to middle setting on bottom or side of phone. Have
message light turned off.

Kitchen Appliances (If applicable)

Check overall condition and operation of all appliances.

Examine the stovetop, dishwasher, microwave, toaster/toaster oven, disposal and


refrigerator/freezer/icemaker.

Test refrigerators temperature.

Replace stove top burner covers if necessary.

Contract repairs with appliance expert if major repair is needed.

Television

Examine TV set for damage, loose control panel covers, missing knobs or buttons, cigarette burns,
security of cable to wall/set.

Repair or replace any missing or damaged parts or television cable. Small burns may be lightly
sanded out using a 0000 grade steel wool.

Test picture and sound clarity. Picture and sound should be of good quality. Lines, static or poor
color should be reported to an authorized service agent for repair.

TV channel listings should be in good condition or replaced. Ensure all appropriate stations are
programmed. TV channel listing should be in good condition.

Check condition of swivel base for rust, chips, squeaking. Lightly sand and touch up marks and rust
on swivel bases. Squeaky bases should be oiled using a small amount of oil base lubricant such as
WD-40.

Check remote control operation. Remote control should be in good condition and operable. Replace
batteries if unit is weak. Do not mount remote controls to furniture.

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Radio/VCR

Examine AM/FM clock radio for sound quality, number illumination, alarm operation and battery
backup. Repair or replace parts as necessary. Ensure that radio has batteries for back-up in the event
of power outage.

VCR should be in good condition and operable. Ensure that nothing has been placed in VCR
prohibiting it from operating properly. Run head cleaning tape.

Furniture
Replacing Furniture
- Due to the higher cost of replacing guestroom furniture, many companies refer to
the purchasing of these items as a capital expense. This means a number of
items will be purchased at one time to upgrade the appearance of the hotel. On the
room preventive maintenance checklist, a capital column is provided to help you
keep track of items that need to be replaced in the next six to twelve months. As
you perform your room preventive maintenance and find an item that needs to be
replaced in the next few months, mark the item in the capital replacement
column. At the end of the fiscal year, you will be prepared to make a complete list
of hotel items that need replacement and you and your manager will be better
prepared to plan hotel refurbishment. Use this column as described to ensure all
items are remembered and replaced in a timely manner.

- If a piece of furniture is severely damaged, it should be replaced immediately and


not during a regular capital replacement/refurbishment cycle.

All furniture should be examined for condition of veneer/laminate and finish. Burn marks should be
lightly sanded using 0000 steel wool rubbed with the grain of the finish. Once burns are removed,
use a matching furniture touch-up marker to restore color.

All furniture should be wiped down with Old English Scratch Cover once the inspection and repairs
are completed. Wipe with the grain and wipe off any excess.

Check to see if headboards are secure and level.


- If wall mounted cleat is loose, secure properly using wall anchors as required. Be sure the
headboard is mounted with the bottom at least one inch below the top of the mattress.

Inspect nightstand(s).
- Oil drawers with WD-40. If the drawer bottoms are stained, use a thin Formica covered
board cut the exact size of existing drawer bottom. Place this new board on top of the old
drawer bottom to give the drawer a new appearance.

Examine credenza, chest, desk and luggage bench.


- Check condition of handles. If loose, re-glue or replace.
- Pull drawers out and check tightness of joints. Repair as necessary. Check condition and
security of drawer guides. Lubricate with WD-40. To prevent scratching, make sure
drawer guides are not dragging against
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Pull drawers out and check tightness of joints. Repair as necessary. Check condition and
security of drawer guides. Lubricate with WD-40. To prevent scratching, make sure
drawer guides are not dragging against wood.
- Examine desk legs for security.

Inspect the wardrobe.


- Check hinges for squeaks. Oil with WD-40 as necessary.
- Doors should meet and close properly. Adjust hinges as needed.
- Wardrobes must be security mounted to the wall.

Check portable luggage rack.


- Wood racks should be used in place of metal racks in areas of high humidity.
- Inspect for paint, rust or scratches. Metal racks can be cleaned using 0000 steel wool
lightly sprayed with WD-40. Wipe wood racks with a clean damp cloth.
- Replace damaged nylon straps.
- Replace rusted racks.

Check the pictures on the wall.


- Ensure pictures are level and security mounted. Use wall anchors as necessary. A local
picture frame shop can replace damaged mats and glass.
- If artwork is warped it should be replaced.

Check the mirror.


- Look for cracks and make sure they are level and secure.
- Re-secure any loose fixtures using wall anchors.

Examine the desk and activity chairs.


- Check the security of legs and all screws and bolts; tighten as necessary.
- Buff cigarette burns and scratches with a 0000 steel wool. Rub with the grain. Touch up
with a furniture marker. If upholstery on a chair is burned or torn, replace the chair if you
have a spare and save it until it can be re-upholstered. If no spare is available, make a
note and coordinate the immediate repair or replacement with the general manager.

Inspect sofa sleepers and recliners/ottomans.


- Check security of legs and overall appearance. Cushions should be firm and even.
Replace them as necessary. Fold out mechanisms should operate smoothly. Lubricate any
high friction areas lightly with WD-40, then wipe clean with a clean cloth.

Check bed frames and box springs and mattresses.


- Examine for sturdiness and condition.
- Replace any bent, warped damaged bed base frames.
- Cross bars should be straight and secure. Cross bars should not protrude from edge of box
spring and a plastic cap should cover the rough edges at the box springs. Make sure no
cross bars are protruding or uncapped to prevent injury to a guest.

- Box springs and mattresses should be centered on the bed support. Check overall
condition for sagging, loose springs, rips, tears and stains.
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Box springs and mattresses should be centered on the bed support. Check overall
condition for sagging, loose springs, rips, tears and stains.
- Replace damaged bedding as necessary.
- Turn box springs every six months and rotate mattresses quarterly. Follow the
manufacturers installed rotation tags. If the manufacturer does not tag mattresses, use a
permanent marker to label the corners of the mattresses and box springs for rotation.

- Collect all magazines and other debris from under mattresses and box springs.

Examine the bathroom door


- Inspect overall condition. Touch-up, stain or repaint as needed.
- Adjust strike plate to ensure good fit and ease of operation.
- Repair or replace doorknob and lockset as needed. The doorknob and lockset must be
chrome finish on the bath side. The bedroom side must match the the electronic entrance
lock finish. Door should easily lock and unlock from inside the bathroom.

- Ensure door stop is correctly mounted and secure behind bathroom door to prevent wall
damage. Repair or replace as necessary.
- Replace missing or broken robe hook. If finish is worn, replace the hook.
- Make sure a door mounted full length mirror is firmly mounted to door to prevent injury
to a guest. Tighten anchors or install new mirror anchors. Test security while opening and
closing door.

- Door lock must disengage when the door is closed.

Check the vanity in the bathroom.


- Vanity should be free of scratches, cracks or burns. Remove scratches/burns using a 0000
steel wool. Polish vanity with 600 grit wet or dry sandpaper. If luster is not restored,
replace vanity top.

- Vanity front (skirt) should fit securely to cabinet. Clean and repair any holes, burns or
nicks in skirt using 0000 steel wool and touch up paint to match existing finish. Warped
or severely damaged skirts should be replaced

- Inspect drains and water supplies in the bathroom. Remove vanity front to ensure there
are no water leaks to or from the sink. Area underneath sink should be dry and free of
debris. Dampness will lead to mildew and guestroom odor. Repair as necessary.

- Inspect for caulking for cracks, dirt and condition. Re-caulk if necessary by removing all
existing caulking first. Re-caulk using Dow Corning #8647 silicon caulking making a
bead as small as possible.

- Examine the faucets (chrome). The faucet should be shiny and clean. Replace tarnished or
pitted fixtures. Inspect for any missing parts. Handles should operate easily generating
adequate water flow. If there is a problem with the fixture, check seats, washers, aerators,
etc. Check the water temperature to make sure that its hot on the hot setting and cold on
the cold setting.

- The pop up valve should be easy to operate. Make sure the pin is not bent. Pop up drain
should be secure. If broken, replace. The O-ring in sink should be shiny. Replace it if
pitted or tarnished.

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Inspect bathroom lighting.
- Light covers and lenses should be free of dust and debris. Remove fixtures and wash with
warm water and mild soap. Replace plastic covers that have yellowed with age.
- Ensure fixtures have maximum rated bulbs to produce adequate lighting. Lens frames
should be free of rust and/or mildew. Wipe frames with clean cloth and sand or paint as
necessary.

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Examine bathroom fixtures.
- Inspect towel bars, shower rod, grab bar, tissue cover and toilet tissue holders for tarnish.
Paint or use 0000 steel wool or scouring pad to remove paint or tarnish from fixtures.
Shine with a clean soft cloth. If fixtures are beyond repair, replace them.

- Ensure towel bars are securely anchored. Anchor to wall using a toggle bolt or directly to
a stud. Tighten screws on toilet tissue holder. Adjust brackets screws for Kleenex
covers/holders.
- Inspect area where rod or bar attaches to wall. Replace any rusted or discolored wall
flanges. If the wall tile is cracked or damaged where rod or bar mounts, repair. Remove
rod or bar and remove and replace tile. To re-install, mark holes and use a punch to chip
off tile glaze. Drill holes with a masonry bit. Install plastic rawls into holes to use as
anchor for screws. Re-install rod or bar securely.

Run the exhaust fan.


- Unit should pull air and operate quietly.
- For roof-top systems, check the ducts and and cover for cleanliness.
- For in-room systems, check filter, motor and cover. Adjust and oil by manufacturers
recommendations.

Inspect tub, shower and faucets.


- Examine tub glazing for chips. Contact professional repair company to re-glaze bathtubs.

- Check non-slip surface. Use non-slip pads in tubs without a factory installed non-skid
surface or where the factory installed product has worn away. Remove existing non-slip
strips using an abrasive cleanser or alcohol. When mats are stained or worn, install a new
mat. Be sure all old glue is removed before installing a new non-skid mat.

- Examine showerhead condition, shine and water output. Replace worn or severely
tarnished fixtures. Water output should be a minimum of 3.5 gallons of water per minute.
Showerhead should secure, do not over tighten. If mineral buildup or hard water deposits
are present, remove using a hard water film remover or a mixture of half vinegar and half
water. Soak no longer than 30 minutes in this solution. Massage style is required upon
replacement.

- Clean and repair any damaged handles, overflow rings, tub drains and O-rings. Tighten
and adjust. Make needed adjustments to drain assembly to ensure tub holds water and
drains properly as selected. Drains should not be lying in the bottom of the tub. If in
disrepair, these items may be re-chromed instead of replaced. If pitted or damaged,
replace. If leaks occur, contact plumber.

Check the commode.


- Tanks should be in good condition with all parts working and no cracks in porcelain.
Replace damaged commodes before room is occupied.
- Examine seat for loose bolts, burns or cracks. If the seat is loose or bolts rusted, replace
bolts and secure for tight fit. If seat is yellowed or has burns, replace it. An open front
toilet seat is required.

- Examine base and security anchors. Examine caulking at base. If anchor bolts are loose,
tighten. If rusted, replace. Caulk base of toilet with Dow Corning #8647 silicon caulking.

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Examine base and security anchors. Examine caulking at base. If anchor bolts are loose,
tighten. If rusted, replace. Caulk base of toilet with Dow Corning #8647 silicon caulking.

- Check flushing action and water level. Examine the ballcock, it its leaking or noisy,
replace it. If flapper is worn, cracked or leaking, replace it. Water level should be
sufficient for flushing. Adjust as necessary. Ensure chain is secure and of adequate length.

- Examine water connections. There should be no leaks around the water connections.
Repair or replace as necessary.

Inspect bathroom tile and tub walls.


- Check floor tiles for cracked/missing tiles and discolored grout. Floor tiles should be
clean and in good condition. Replace broken tiles. Grout should be clean. Use a mild
abrasive cleanser and firm soft bristle brush to scrub tile floors and grout. Minor
discoloration should clean with a tile cleaner product. On heavily stained grout try a de-
greaser, de-waxer or neutral detergent should be scraped and replaced with clean grout.
Once clean, bathroom floors should be sealed.

- Examine tub walls for security/caulking. Tub walls should be secure and have fresh
caulking at the seams. Mildewed caulking should be replaced by scraping out old
caulking, spraying the area with bleach to kill mildew behind the tub wall, wiped clean
and re-caulked using a thin bead of Dow Corning #8647 silicon caulking.

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Guestroom / Suite
Preventive Maintenance Program Checklist
Room/Suite Number Legend
0= Paint
Engineer's Initials 1= Repair
2= Replace
Date 4= OK

Bathroom Qtr 1 Qtr 2 Qtr 3 Qtr 4 Bathroom (continued) Qtr 1 Qtr 2 Qtr 3 Qtr 4
Bath mat Drain cover/lever
Caulk/grout Exhaust vent/fan
Ceiling Faucets/controls
Commode angle stop Floor/wall tile/marble
Commode bolt caps Lights
Commode caulking Mirror
Commode lever Outlet GFI cover plates
Commode lid/seat Shower head/plate
Commode supply line Sink/faucet/stopper/panel
Commode tank Soap dish
Curtain rod/door/curtain Switches/cover plates
Door frame Towel rack/towel hooks
Door hinges Tub
Door knobs/strike plate Wall vinyl
Door latch Vanity base
Door robe hook Vanity top
Door stop
Door threshold

Front Door Qtr 1 Qtr 2 Qtr 3 Qtr 4 Air Qtr 1 Qtr 2 Qtr 3 Qtr 4
Room number Thermostat
Frame Filter
Threshold Filter vent cover
Lock lever Coils
Lock strike plate Drain pan
Lock latch Fan/compressor
Deadbolt lever Supply lines
Security night latch
Door viewer
Door stop
Smoke strip
Closer
Emergency evacuation plan

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Bedroom Qtr 1 Qtr 2 Qtr 3 Qtr 4 Living Room Qtr 1 Qtr 2 Qtr 3 Qtr 4
Smoke detector Smoke detector
Balcony rail/floor Walls
Sliding door/window Ceiling
Sliding lock Carpet
Sliding stop Mirror
Sliding frame Pictures
Drapes/rod/hooks/baton Ceiling vent
Closet doors/track Lamps/shades/bulbs
Ceiling Switches/cover plates
Wall vinyl Outlets/cover plates
A/C vent cover Table/chairs
Headboards Sofa bed/mechanism
End tables/handles Lounge chair
Armoire doors and handles End/coffee tables
Armoire drawers Phone/labels
TV/stickers/cable box TV/stickers/cable box
Lamps/shades/bulbs Drapes/rod/hooks/baton
Switches/cover plates Adjoining door/latch
Outlets/cover plates Hanging lamp
Phone/label Window frame
Vanity mirror/lights
Sink/faucet/stopper/panel
Towel bar
Bed/frame
Clock radio
Pictures
Carpet

Hallway/Bedroom Door Qtr 1 Qtr 2 Qtr 3 Qtr 4 Kitchen/Wet Bar Qtr 1 Qtr 2 Qtr 3 Qtr 4
Hinges Microwave
Knobs/strike plate/latch Cabinets/doors/handles
Frame Walls
Law card/rate card Ceiling
Door stop Paper towel holder
Lights
Carpet
Refrigerator
Outlet/cover plates
Switches/cover plates

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Bar sink
Bar sink counter
Bar sink stopper/strainer
Bar sink faucet/lever
Bar sink panel

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Holikare/Preventative Maintenance Schedule
Year 2012 Page of

Quarter Quarter
Room/ Room/
one two three four one two three four
Suite # Suite #

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General Manager Chief Engineer
Date Date

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