Equipment failures, delayed shipments, safety hazards, and staff injuries all trace back to the same thing: overlooked upkeep. And with hundreds of moving parts in your facility, it’s not just what breaks — it’s when.

That’s why our FM2 team compiled this warehouse maintenance checklist. We’ve partnered with warehouses across the Southeast for more than 80 years, offering proactive maintenance plans built around your risks and priorities. This checklist is a strategy for keeping your operations lean, safe, and interruption-free.

Why Regular Warehouse Maintenance Matters

Most warehouse issues don’t start with a major failure. They start with something small that gets ignored. A clogged drain pan. A tripped breaker that never gets logged. An HVAC system with a failing capacitor.

And suddenly, a $200 fix becomes a six-figure shutdown. Facilities lose an average of $108,000 per hour in unplanned downtime. But proactive maintenance can dramatically change that.

A solid warehouse preventive maintenance checklist reduces risk and keeps your entire operation running with fewer surprises.

Benefits include:

• Fewer emergency repairs and last-minute shutdowns
• Safer conditions for staff, vendors, and inventory
• Extended lifespan of HVAC, electrical, and fire systems
• Clearer planning and fewer compliance setbacks

In one large-scale study covering 14 million square feet of facility space, key systems like compressors and chillers — often among the most expensive to repair or replace — performed significantly better with regular upkeep. Preventive maintenance extended equipment lifespan, reduced repair frequency, and delayed costly replacements. The result was a documented 545% return on investment, driven by smarter asset management and fewer capital expenditures.

Our Facilities Management Plan gives warehouse leaders 24/7 access to licensed pros, digital reporting, and proactive service schedules built around your facility’s needs.

Next, let’s look at the daily, weekly, monthly, and annual maintenance tasks every warehouse should prioritize.

The Ultimate Warehouse Maintenance Checklist

Most warehouse disruptions give you warning signs, but only if someone’s checking. Here’s how to break your building maintenance checklist into manageable routines that catch issues before they spiral.

Daily Inspections

These quick visual checks take minutes but offer massive returns if something’s off.

• Check high-traffic areas for trip hazards like loose mats, wet spots, cracked flooring, or blocked exits.
• Verify emergency lighting and alarms function correctly. Battery backups and indicator lights should be checked and logged.
• Inspect forklifts and powered equipment before use. Look for leaks, low tire pressure, or control lag.
• Confirm access control systems (badges, gates, keypads) are working as expected.
• Ensure fire exits and aisles are fully clear. No stored items, stacked boxes, or blocked views.

If you notice a problem, don’t wait. Flag it, log it, and assign a fix before shift change. Daily habits build a safer floor.

Weekly Tasks

This is where you dig deeper into systems that don’t need daily checks but can’t go a month untouched. This is also a great time to loop in shift leads and confirm they’ve had no unreported maintenance issues.

• Test all dock levelers, roll-up doors, and locks. Misalignment or mechanical strain can snowball into a full replacement.
• Walk your pallet racking. Look for bent beams, loose hardware, or shifted loads.
• Check and restock PPE. Inventory vests, gloves, and goggles, and make sure safety signage is visible, accurate, and placed where it matters.

This is also a good time to spot behavioral drift. Are forklifts being parked where they shouldn’t be? Are fire extinguishers being used as doorstops? These are signs your safety culture needs improving.

Monthly Maintenance

Some of your most expensive equipment (HVAC, roofing, plumbing, electrical) shows early signs of failure in ways you won’t catch on a quick daily or weekly walkthrough. This is where deeper systems get your attention so you can prevent expensive mechanical breakdowns:

• Inspect HVAC belts, filters, and drain pans. Belts should be tight with no cracking. Filters must be clean. Drain pans must be clear to avoid leaks and mold.
• Check electrical panels for signs of wear. Look for rust, overheating, buzzing, or loose wires.
• Assess your plumbing. Check floor drains for clogs, inspect visible pipes for corrosion or leaks, and make sure commercial water heaters are functioning correctly, especially in winter months or in areas prone to freezing.
• Do a rooftop check. Walk the membrane, flashing, and drains. Look for pooling water, open seams, or clogged scuppers.

If your facility uses a UPS (Uninterruptible Power Supply) system for automation or life safety equipment, this is also the time to schedule load testing or battery health checks. Batteries should be replaced every 3-5 years, and temperature-controlled storage (≤77°F) is critical for safe runtime.

Quarterly Evaluations

This is your chance to look holistically at safety, compliance, and equipment wear:

• Schedule complete servicing of machinery like forklifts, conveyors, and air compressors.
• Conduct pest control and sanitation deep cleans in all zones, including breakrooms and storage.
• Walk the floor with department heads or safety leads for a full audit, checking signage, lighting, barriers, and equipment zones.

Quarterly reviews often uncover slow-developing issues that daily checks miss, giving you time to act before they escalate.

Annual Assessments

Once a year, zoom out. Look at the whole building. Where is your facility aging? Where are you spending the most on reactive fixes? These big-picture inspections help you plan capital budgets, prepare for audits, and uncover structural risks:

• Inspect the whole facility for cracks, bowing, or compromised structural elements.
• Review OSHA logs and internal safety records. Are there repeat issues or problem zones?
• Update your warehouse preventive maintenance checklist based on incidents from the past year and evolving facility goals.

Annual reviews are also when you should schedule external compliance audits, especially if your business works with food, chemicals, or regulated products.

High-Cost Warehouse Infrastructure to Maintain

Not every line item on your warehouse maintenance checklist carries the same financial weight. When some systems fail, they don’t just pause operations. They trigger five- or six-figure replacements, regulatory headaches, and major downtime. These are the systems that demand your closest attention.

HVAC Systems

Your HVAC setup isn’t just for comfort. It protects equipment, sensitive inventory, and the people who keep your warehouse running.

Poor airflow and temperature swings can lead to premature wear on forklifts, static discharge near electronics, and decreased productivity in extreme conditions. In warehouses where machinery or vehicles are running indoors, adequate ventilation is critical for removing exhaust and fumes to protect air quality and employee health.

For large facilities, a full HVAC system replacement can quickly climb into six figures.

Stay ahead by:

• Replacing filters monthly
• Inspecting belts and drain pans regularly
• Auditing zone performance seasonally to address airflow imbalances
• Scheduling periodic energy audits to identify inefficiencies and reduce long-term costs

Roofing Systems

A compromised roof isn’t always obvious. It drips, molds, and insulates poorly until the damage is done. And when it fails, replacement costs can be steep, especially with specialty materials or weatherproofing.

Keep your costs down with biannual walk-throughs, especially after storms. Check for:

• Pooling water
• Soft spots
• Blocked scuppers or downspouts

Electrical Systems

From conveyor belts to emergency lighting, your warehouse relies on stable electrical infrastructure. Panel replacements may start at $3,000, but full upgrades easily cross tens of thousands of dollars, especially when adding automation or capacity.

Use monthly thermal imaging scans to detect hot spots, arcing, or loose connections before they spark bigger issues.

Fire Suppression Systems

Sprinklers, foam, clean agent systems… whatever your fire setup, it protects your inventory and your people. What are you looking at for a replacement?

• Water-based systems: $20,000 to $60,000+
• Clean agent/foam: $75,000 to $100,000+

Conduct annual flow testing, signage checks, and NFPA compliance reviews to keep your warehouse audit-ready and safe.

Plumbing Systems

A single undetected leak can wreck flooring, inventory, or structural foundations. Water damage is one of the most common and costly insurance claims for commercial properties, averaging $24,000 per claim.

Make time to:

• Test water heaters quarterly
• Snake floor drains to prevent backups
• Check exposed lines for corrosion, rust, or pinhole leaks
• Inspect restrooms and breakroom fixtures for slow leaks or clogs
• Ensure backflow preventers are tested annually (especially in facilities with chemical storage or irrigation)

Preventative plumbing maintenance is low-cost insurance against costly water damage.

Common Warehouse Maintenance Mistakes to Avoid

Even with a strong warehouse safety checklist, small missteps can undermine your maintenance strategy. These are the mistakes we see across commercial facilities.

Neglecting Scheduled Inspections

Missing just one quarterly inspection can leave you blind to developing issues. Corroded panels, cracking seals, or shifting structural elements rarely fail overnight. The damage builds quietly and gets expensive quickly. Stick to a consistent inspection schedule and log every walkthrough, no matter how routine it feels.

Overlooking Minor Repairs

A crack in the concrete loading dock. A small stain near a floor drain. A misaligned door that takes two tries to close. These may seem minor but often lead to larger repairs.

We’ve seen five-figure flooring replacements that started with a tiny leak and roof retrofits that could have been avoided with a $20 sealant job. The cost of not fixing “small stuff” adds up fast.

Ignoring Employee Feedback

No one knows the daily pulse of your building like your frontline team. If they say a dock plate is wobbly, a breaker is tripping, or a fan sounds off, it probably is.

Create a simple, visible system for logging these reports. A dry-erase board, a QR code linked to a maintenance form, or a shared digital log can prevent real damage.

Failing to Document Maintenance Activities

It doesn’t matter how proactive your team is if the records don’t show it. Documentation is your proof during audits, insurance claims, and compliance checks. It also helps you catch recurring issues and plan smarter budgets.

Our Facilities Management Plan includes digital reporting tools that make documentation seamless, consistent, and accessible when you need it most.

The right building maintenance checklist, backed by good habits and clear processes, keeps your facility safer, stronger, and more cost-effective in the long term.

Tips for Successful Warehouse Maintenance

A warehouse maintenance checklist is only as strong as the people and systems behind it. Consistency matters. And that comes from training, smart tools, and clear communication.

Training and Empowering Staff

Maintenance is a mindset. Train your team to understand what needs attention daily, weekly, or during emergencies.

Make sure shift leads know when something’s worth escalating and how to report it properly. A forklift operator who recognizes fluid pooling or a manager who spots a power fluctuation can prevent far bigger problems.

Implementing Maintenance Software

Manual tracking leads to missed tasks. With the right software, you can:

• Automate routine task assignments
• Set alerts for inspections or equipment servicing
• Track work orders and recurring issues for smarter long-term planning

Regular Communication

Routine walk-throughs with leads catch blind spots and build accountability. Use team meetings to recap upcoming projects, review completed tasks, and reinforce warehouse safety checklist priorities.

And don’t underestimate the long-term gains. Predictive maintenance reduces costs by 12% and increases asset lifespan by 20%. That kind of operational stability helps avoid surprises, delays, and unnecessary capital spending.

Warehouse Maintenance Services in Tennessee, Alabama, Kentucky, and Georgia

Small issues rarely stay small in a warehouse. Missed inspections turn into shutdowns. Overlooked repairs become major capital projects. That’s why consistent planning, thorough record-keeping, and a strong facility partner matter.

We’ve supported commercial, industrial, and institutional facilities across Tennessee, Alabama, Kentucky, and Georgia since 1944. From HVAC retrofits in high-volume logistics centers to electrical upgrades in distribution warehouses and drainage repairs at government sites, our team brings deep experience across complex environments.

Our Smart Buildings Group helps reduce downtime and extend equipment life through predictive analytics, automation systems, and 24/7 monitoring. Whether your facility is 4,000 or 400,000 square feet, we tailor every maintenance plan to fit your building’s specific needs.

Ready to stay ahead of the next preventable issue? Contact Lee Company today to schedule a full-facility warehouse maintenance assessment.