Block Maintenance Schedule

Who this is for

A year planner for the common parts. List each recurring task once with its area, how often it is done and who does it, then use the month-by-month grid to see what falls due and tick it off when it is done.

Managing agents, directors of residents' companies and volunteer block representatives who need one view of the communal upkeep for the year.

What this helps you track

• Every recurring task for the common parts, with its area and frequency
• Which contractor or person does each task
• When each task was last done and when it is next due
• What falls due in each month and whether it happened

How to use it

1. Fill in the building, the year and who manages the upkeep.
2. List each recurring task in the first table with its area, how often it is done, who does it and the months it falls in.
3. Take the intervals from your service contracts, equipment manuals and insurer's conditions rather than guessing them.
4. Copy each month's tasks into the month grid and tick them as booked and done, writing the date done.
5. Update the last done and next due dates as you go, and start a fresh sheet each year.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Which tasks belong on the schedule?

Anything recurring in the common parts: cleaning, window cleaning, gutters, lift servicing, fire alarm and emergency lighting tests, door entry, gardens and pest control. One-off repairs go in a repairs log instead.

How often should each task be done?

That comes from your contracts, the manufacturers, your insurer and the rules where you are. This sheet has a column for the frequency you have been given; it does not supply one.

Can I fill it in online?

Yes. The browser version saves what you type in your own browser, and you can add rows for extra tasks. Print it or save it as a PDF when you want a copy for the file.

How is this different from a service contract register?

The contract register records who is contracted, at what cost and until when. This schedule is the working plan of what is due each month and whether it was done.