What is HotelAmplify?

HotelAmplify is a comprehensive hotel management platform that helps hotels optimize revenue, streamline operations, and enhance guest experiences through data-driven insights and automated workflows.

How does HotelAmplify help increase hotel revenue?

HotelAmplify uses advanced analytics and AI-powered recommendations to optimize pricing strategies, identify upselling opportunities, and improve operational efficiency, leading to increased revenue and profitability.

Is HotelAmplify suitable for small hotels?

Yes, HotelAmplify offers plans for hotels of all sizes, from independent boutique hotels to large hotel chains. Our Starter plan is perfect for smaller properties looking to optimize their operations.

Hotel Preventive Maintenance Checklist: The Complete 2025 Guide (Free PDF)

Here's a number every hotel GM should know: reactive maintenance costs 3-5x more than preventive maintenance.

An emergency HVAC repair at 2 AM on a Saturday? That's a $500-1,500 call-out. The same issue caught during a scheduled monthly inspection? A $50 part and 30 minutes of labor.

Multiply that across hundreds of rooms and dozens of systems, and a preventive maintenance program can save a mid-size hotel $30,000-80,000 per year.

This guide gives you the complete checklist.

Daily Maintenance Tasks

These should be checked every single day, either by housekeeping during room turnover or by a dedicated morning maintenance walkthrough.

Guest Room Daily Checks (During Housekeeping)

[ ] HVAC — Is the unit running? Unusual noises? Proper airflow?
[ ] Lighting — All bulbs working? Switches functioning?
[ ] Plumbing — Faucets off? No dripping? Toilet flushes properly?
[ ] TV & Remote — Turns on? Remote has batteries? Channels work?
[ ] Door & Lock — Opens/closes smoothly? Lock engages? No drafts?
[ ] Smoke Detector — Green light visible? Not beeping?
[ ] Windows — Open/close properly? Blinds/curtains intact?
[ ] Furniture — Drawers open smoothly? No wobbling? No damage?

Public Area Daily Checks

[ ] Lobby lighting — All fixtures working, clean glass
[ ] Elevators — Operating normally, no unusual sounds, buttons responsive
[ ] Restrooms — Faucets, toilets, hand dryers all functioning
[ ] Parking lot — Lighting working, no potholes, signage visible
[ ] Pool area (if applicable) — Chemical levels, pump running, gates functioning
[ ] Emergency exits — Clear, lit, signs visible

Pro tip: Train housekeeping to report issues digitally rather than verbally. A QR code-based reporting system lets housekeepers flag problems in 10 seconds without leaving the room.

Weekly Maintenance Tasks

HVAC Systems

[ ] Inspect and clean accessible air filters (replace if disposable)
[ ] Check thermostat calibration in sample rooms (rotate weekly)
[ ] Inspect window unit gaskets and seals
[ ] Clear condensate drain lines
[ ] Check for unusual vibrations or sounds in air handling units

Plumbing

[ ] Run water in all unoccupied rooms (prevents trap drying)
[ ] Check common area faucets for drips
[ ] Inspect visible pipe connections for leaks
[ ] Test water pressure in sample rooms
[ ] Clean drain screens in housekeeping areas

Electrical

[ ] Test emergency lighting and exit signs
[ ] Check breaker panels for tripped circuits
[ ] Inspect power strips and extension cords in common areas
[ ] Test GFCI outlets in bathrooms and kitchen (push test button)
[ ] Check exterior lighting (timer/photocell operation)

Life Safety

[ ] Test fire alarm pull stations (one per floor per week, rotating)
[ ] Inspect fire extinguisher gauge readings
[ ] Check stairwell lighting and door closers
[ ] Verify sprinkler system pressure gauge readings
[ ] Inspect AED units (if equipped)

Monthly Maintenance Tasks

HVAC Deep Inspection

[ ] Replace all air filters hotel-wide
[ ] Clean evaporator coils (or schedule cleaning)
[ ] Inspect ductwork connections for separation
[ ] Check refrigerant levels in major units
[ ] Calibrate all thermostats
[ ] Inspect and lubricate fan motors
[ ] Test heating mode (even in summer — catch issues early)

Plumbing Deep Inspection

[ ] Inspect water heater anode rods (quarterly in hard water areas)
[ ] Test water temperature at farthest fixtures (should be 120°F ± 5°)
[ ] Inspect toilet wax rings and bolts (look for base moisture)
[ ] Check washing machine hoses for bulging
[ ] Clean and inspect grease traps (kitchen/restaurant)
[ ] Inspect backflow prevention devices

Electrical Deep Inspection

[ ] Thermal scan electrical panels (identify hot spots)
[ ] Test generator (30-minute loaded run)
[ ] Inspect and tighten connections in main panels
[ ] Test all transfer switches
[ ] Check UPS battery status (server room, POS, PMS)
[ ] Inspect parking lot lighting timer settings (adjust for seasons)

Guest Room Deep Inspection (Rotate 25% of rooms per month)

[ ] Deep inspect bathroom caulk and grout
[ ] Test all outlets with outlet tester
[ ] Inspect under sinks for leaks
[ ] Check window hardware and seals
[ ] Inspect mattress for damage/stains (flip schedule)
[ ] Test door closers and deadbolts
[ ] Inspect balcony rails and surfaces (if applicable)
[ ] Check in-room safe operation

Exterior & Grounds

[ ] Inspect roof for damage, ponding, or debris
[ ] Clear gutters and downspouts
[ ] Inspect parking lot surface for cracks/potholes
[ ] Check irrigation system operation
[ ] Inspect building exterior for paint peeling, stucco cracks
[ ] Test exterior security cameras

Seasonal Maintenance Tasks

Spring (March - May)

[ ] HVAC seasonal switchover — Test cooling mode in all units
[ ] Service cooling towers
[ ] Inspect and start pool equipment
[ ] Power wash exterior walkways, parking areas, pool deck
[ ] Inspect and repair window screens
[ ] Service landscaping irrigation system
[ ] Schedule exterior painting touch-ups
[ ] Deep clean and inspect kitchen exhaust hoods

Summer (June - August)

[ ] HVAC peak load test — All units under full cooling demand
[ ] Monitor and adjust pool chemicals (increased usage)
[ ] Inspect and maintain outdoor furniture
[ ] Check ice machine capacity and cleanliness
[ ] Inspect exterior lighting (storm damage)
[ ] Service laundry equipment (high volume season)
[ ] Test dehumidification in humid climates

Fall (September - November)

[ ] HVAC seasonal switchover — Test heating mode in all units
[ ] Service boilers and heating equipment
[ ] Winterize irrigation systems (cold climates)
[ ] Clean gutters (leaf season)
[ ] Inspect and service fireplaces
[ ] Test pipe insulation before freeze season
[ ] Service snow removal equipment (cold climates)
[ ] Schedule annual fire alarm system inspection

Winter (December - February)

[ ] Monitor heating systems daily during cold snaps
[ ] Check for pipe freezing risks (poorly insulated areas)
[ ] Inspect ice dam formation on roofs
[ ] Maintain clear walkways (salt/sand)
[ ] Service kitchen equipment (holiday banquet season)
[ ] Plan and budget capital improvement projects for next year
[ ] Schedule warranty claims before year-end

The Top 5 Maintenance Issues (And How to Prevent Them)

1. HVAC Failures (30% of all requests)

Prevention: Monthly filter changes, quarterly coil cleaning, annual professional service. The #1 cause of HVAC emergency calls is dirty filters — the cheapest and easiest thing to prevent.

Cost of failure: Emergency HVAC repair: $500-2,000. Room out of service: $150-400/night lost revenue. Guest complaint: priceless (negative).

2. Plumbing Leaks (25% of all requests)

Prevention: Quarterly inspection of supply lines, annual faucet cartridge replacement in high-use rooms, monthly drain cleaning. Teach housekeeping to report even minor drips immediately.

Cost of failure: Water damage from a slow leak can cost $5,000-50,000 depending on how long it goes undetected. Insurance claims, mold remediation, and room renovation are catastrophic.

3. Electrical Issues (15% of all requests)

Prevention: Annual thermal scanning of panels, monthly GFCI testing, immediate replacement of flickering fixtures (sign of failing ballast or wiring issue).

Cost of failure: Beyond the fire risk, electrical failures can affect your PMS, door locks, internet, and POS — shutting down operations.

4. Furniture & Fixture Damage (15% of all requests)

Prevention: Quarterly room deep inspection, immediate repair of wobbly chairs/tables (guests won't report until it breaks), rotating mattress inspections.

Cost of failure: Guest injury from a broken chair = liability claim. A wobbly desk that crashes onto a laptop = replacement cost + furious guest.

5. Technology Failures (15% of all requests)

Prevention: Monthly firmware updates for smart TVs, quarterly battery replacement in remotes, annual cable inspection behind furniture, surge protectors on all electronics.

Cost of failure: A guest who can't use the TV, WiFi, or charge their phone writes the harshest reviews.

Tracking Maintenance: Paper vs. Digital

The Paper Problem

If you're still using paper checklists and logbooks, you're fighting with one hand tied behind your back:

No searchability — "When was Room 415's AC last serviced?" requires digging through binders
No trend analysis — You can't identify that Room 302 has monthly plumbing issues
No accountability — Who completed the weekly HVAC check? The signature is illegible
No real-time status — Is the elevator repair done yet? Nobody knows until someone walks over

The Digital Advantage

A digital maintenance tracking system gives you:

Real-time dashboard of all open, in-progress, and completed requests
Automatic trend detection — "Room 302 has had 4 plumbing calls in 3 months"
Response time metrics — Track average repair time by category
Photo documentation — Before/after evidence for every repair
Preventive scheduling — Automatic reminders for monthly/quarterly tasks
Guest communication — Guests know their issue is being handled

Digitize Your Hotel Maintenance Requests

QR code-based maintenance reporting for hotel rooms. Guests scan, report issues, and your team gets notified instantly. Try it free for 30 days.

Building Your Preventive Maintenance Program

Step 1: Audit Your Current State

Walk every inch of your property with a clipboard (or better, a tablet). Document:

Current condition of every major system
Known recurring issues
Equipment ages and warranty status
Last service date for major equipment

Step 2: Prioritize by Impact

Rank your maintenance needs by:

Life safety (fire, electrical, structural) — Non-negotiable, always first
Guest impact (HVAC, plumbing, technology) — Directly affects reviews and revenue
Operational (kitchen equipment, laundry, elevators) — Affects staff efficiency
Cosmetic (paint, carpet, furnishings) — Affects perception over time

Step 3: Create Your Schedule

Use this guide's checklists to build a calendar:

Daily items assigned to housekeeping and morning maintenance rounds
Weekly items split across the work week (Monday = HVAC, Tuesday = Plumbing, etc.)
Monthly items scheduled for the first week of each month
Seasonal items scheduled 2 weeks before season changes

Step 4: Assign Ownership

Every checklist item needs a name attached, not just "maintenance team." Assign:

Primary owner — Who does the inspection/task
Verification — Who confirms it was done (manager spot checks)
Escalation — Who gets notified if it's overdue

Step 5: Track and Improve

After 90 days of data:

Identify your top 3 recurring issues and address root causes
Measure response time improvement
Calculate cost savings vs. previous reactive approach
Adjust your checklist frequency based on actual failure patterns

Getting Started Today

You don't need to implement everything at once. Start with:

This week: Implement daily guest room checks via housekeeping
This month: Set up weekly HVAC and plumbing inspections
This quarter: Deploy a digital maintenance tracking system with QR codes for guest reporting
This year: Build out the full seasonal PM program

The hotel that prevents problems will always outperform the hotel that reacts to them.

Quick Maintenance Tool

Stop using paper forms and phone calls for maintenance requests. Generate QR codes for each room, let guests report issues instantly, and track everything digitally. Starting at $9.99/month.