The Property Management Checklist Every Facilities Leader Should Use Before Renewing

A practical, no-fluff guide to avoiding scope gaps, cost overruns, and vendor issues in 2026.

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Why This is Needed

Most cleaning contracts, specifically, don’t fail because of effort. They fail because expectations were never clearly defined.

We see the same issues repeatedly:

  • Vague scope language

  • No accountability mechanism

  • Pricing that looks competitive but isn’t comparable

This checklist exists to fix that.

What’s Inside the Facility Manager Cheat Sheet

This is not a brochure, and it’s not theory. It’s a practical, field-tested reference designed to help facility managers identify problems early and prevent costly issues before they escalate.

Inside the checklist, you’ll get:

  • Clear warning signs that your current cleaning provider may be quietly costing you money through poor staffing, weak training, or lack of accountability

  • A daily, weekly, and monthly building maintenance checklist covering cleaning, washrooms, HVAC, lighting, safety, pest monitoring, and common failure points

  • A simple audit scorecard to objectively assess your current cleaning provider and determine whether to maintain, monitor, or replace them

  • A breakdown of 16 hidden issues that create the most risk and expense in commercial buildings — and exactly how to prevent them

  • A vendor reference list outlining the key contractors every facility manager should have readily available

  • A short outreach script you can use if you’re exploring alternative providers or benchmarking your current service

The goal is simple: fewer surprises, fewer complaints, and better control over your building operations.

Why We Created This Checklist

Most facility managers don’t struggle because they lack effort or attention. They struggle because problems are often invisible until they become expensive.

We created this checklist based on recurring issues we see across office, industrial, and mixed-use facilities:

  • Inconsistent cleaning standards

  • Reactive service instead of proactive prevention

  • Limited reporting and poor communication

  • Contracts that look fine on paper but fail in execution

This resource was built to help facility managers ask better questions, spot issues sooner, and hold service providers accountable — regardless of who they work with.

If you’re currently reviewing your cleaning or maintenance setup, this checklist will help you identify gaps quickly and objectively.