Office Maintenance Walkthrough Reports
An occupied-office walk works best when building observations, furniture issues and unrelated service requests are clearly separated. Give the facilities team a report it can route without exposing staff information or confusing a photo record with a helpdesk ticket.
By Blu Mint Digital. 3 minute read. Last reviewed .
Plan around occupancy and access
Confirm which rooms are available and who can authorise entry. Record the visit scope, including meeting rooms, circulation areas and other agreed spaces. An occupied or locked room should be recorded as unavailable rather than silently omitted.
Before photographing, check for screens, whiteboards, papers or personal details that are unrelated to the observation. Choose an angle that shows the component without collecting those details. Avoid putting door codes or internal contact directories into a widely shared report.
Give observations a clear route
- Building fabric: describe the surface, opening or fixed component.
- Joinery or furniture: identify the unit and observed issue.
- Cleaning question: record what obscures or affects the visible condition.
- Service request: route it to the relevant system without claiming a technical diagnosis.
- Access limitation: identify the room and the reason it was not reviewed.
Keep the report focused on what the agreed walk can establish. A photograph of a fitting does not prove the condition of electrical or mechanical systems. Specialist testing and workplace safety processes remain with the responsible people.
Example for a meeting room
A useful entry might be: “Meeting 04, cupboard beneath display, left door. Door face contacts adjacent panel during normal opening. Interior partly loaded; contents not moved.” One photo locates the cupboard, and another shows the contact area without including information on the display.
Ask the facilities coordinator to identify the repair route and confirm whether the cupboard can be emptied for attendance. The access task and repair assessment are separate steps; neither should be assumed from the existence of a due date.
Preserve a clear current record
Use Site Audit to keep the item description, room reference and photos together. With Pro, export the contractor selection when a trade needs its own list. Include a helpdesk reference in the description if your team needs to match the PDF to another system.
The app does not update that external ticket automatically. Nominate who records contractor responses and who verifies the result. If another facilities colleague takes over, provide the issued file, outstanding actions and access limitations using the inspector handover checklist. For the final document, follow the client privacy workflow before sharing.