Describe the property, systems, and frequency. Makeform creates a digital building systems checklist with equipment checks, ratings, photos, and follow-up actions.
Route inspection records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it, or send it to the Makeform builder.
Audience
Commercial facilities teams
Format
Mobile checklist by system and floor
Prompt size
302 chars
Example checklist structure
Mobile checklist by system and floor
Inspector, date, floor, and weather
HVAC operating condition
Electrical and lighting checks
Photo and details for failed items
Priority and requested completion date
Suggested routing tags
Passed
Monitor
Repair needed
Identify assets by location and equipment ID so every finding points to specific equipment.
Step 1
Identify
building, location, asset, and inspection round
Step 2
Check
system status, readings, access, and visible condition
Step 3
Document
notes, photos, severity, and immediate controls
Step 4
Close
owner, due date, repair, and verification
A usable inspection record
A digital checklist combines consistent routine checks with readings, photos, and location-specific observations recorded at the asset.
Group items by floor, room, or system to match the physical inspection path.
Use pass, monitor, fail, and not applicable across systems, then add tailored readings where a simple status is not enough.
Reveal evidence, priority, owner, and due-date fields after a failed check.
Fit the inspection program
Change the assets, frequency, and follow-up rules for each inspection purpose.
Daily, weekly, or monthly checks with the same status scale and a clear record for every building.
Record temperature, pressure, voltage, run-hour, or level values.
Check access, guards, exit routes, lighting, alarms, and visible hazards, with urgent observations routed promptly.
Assign deficiencies and record repair and retest status.
Build the workflow
Define the route and evidence once, then publish a form inspectors can open on a phone for each round.
Name the properties, systems, rooms, equipment, frequency, and reviewers.
Add equipment IDs, acceptable reading ranges, and not applicable choices.
After monitor or fail, request location, evidence, severity, owner, and target date.
Share the form and route submissions to the facilities team's workflow.
Choose the record format
Choose a format based on the record and follow-up your team needs.
Field guide
Use six sections to assess core systems and route clear findings.
HVAC and mechanical
Identify the asset and location before recording readings, condition, leaks, noise, vibration, and accessible controls.
Electrical
Check panels, disconnects, lighting, receptacles, and emergency power within the inspector's assigned procedure.
Plumbing and water
Record the floor, room, fixture, or equipment before its condition, organized into short asset groups.
Fire and life safety
Document assigned checks for exit signs, emergency lights, extinguishers, doors, alarms, and sprinkler areas.
Envelope and common areas
Add roofs, drains, doors, walls, stairs, loading areas, and exterior surfaces with clear locations and condition choices.
Deficiency follow-up
For failed or monitored checks, capture what, where, urgency, next action, and closure confirmation.
Related tools
Add focused forms for inspections, maintenance records, and repair requests.
Record electrical access, labels, and visible condition.
Open toolFAQ
Practical answers for facilities managers, building engineers, property managers, and inspectors.
It is a structured record for inspecting HVAC, electrical, plumbing, fire and life-safety items, the building envelope, and common areas. Each check identifies a location or asset, records status or readings, and captures needed follow-up.
Capture the building, date, inspector, zone, and inspection type. Add HVAC readings, electrical condition, plumbing and leaks, assigned fire and life-safety observations, drainage, doors, and common areas. For exceptions, request location, photo, priority, owner, and target date.
Match the route inspectors walk: perhaps building and floor, or mechanical room and asset ID. Use short sections, one status scale, and numeric readings beside the relevant equipment.
Yes. Conditional logic can keep pass or not applicable brief while monitor or fail reveals notes, photos, priority, immediate action, owner, and due date. A verification field can record repair closure.
Yes. Share a link inspectors can open while walking the property. Use short labels and quick choices for routine responses, with text and photo fields for findings such as leaks, damage, blocked access, or equipment labels.
Frequency depends on the asset, property use, manufacturer guidance, applicable requirements, risk, and maintenance program. Separate daily operator checks, monthly walks, seasonal reviews, and specialist inspections, and label every submission with its inspection type and period.
Yes. Makeform supports unlimited free forms and responses, so you can generate, edit, publish, and reuse your checklist without a response cap. The paid tier removes the Makeform badge.
No. It supports your defined process but does not replace expertise, equipment instructions, or specialist testing. Limit users to assigned checks and keep separate procedures for qualified testing or detailed service work.
Replace scattered notes with one inspection route.
