Templates
Compulsory inspections calendar for business premises in Spain: the Excel template, with each rule
The electrical inspection is every five years, lifts every two, four or six, and extinguishers every three months, every year and every five. Nobody knows them by heart, and the one that slips is the one the inspector asks for. Here are all nine in an Excel file, with the frequency, who does it and the rule behind each one.
The short answer
Business premises in Spain usually have between four and nine compulsory inspections or checks, depending on what is inside. The most common: the electrical installation, every five years by an inspection body; fire equipment, every three months, every year and every five; heating and cooling, depending on power; Legionella control of the hot water; and, if present, lifts, a pool, a defibrillator and a self-protection plan. This calendar gathers them with their frequency, who does them and their rule.
The columns of the calendar
| Column | What it is for |
|---|---|
| Installation | What is checked or inspected. |
| How often | The frequency the rule sets, with its exceptions. |
| Who | Who does it: the holder, the contractor or an inspection body. |
| Rule | The rule and article: what the inspector asks for. |
| Usually applies to | The businesses where it usually applies; the exact condition, on its page. |
| Do you have it? | Whether it applies to you: filter out what you do not have. |
| Last done | The date of the latest report or certificate. |
| Next due | When it is due again: the column to check every month. |
| Report or certificate | Who signed it and where it is kept. |
These are the columns of the Excel file, in the same order.
The nine inspections it includes
Each one has its own page with the article, the official gazette and the exact condition that triggers it: low voltage, fire protection, thermal installations, Legionella, lifts, swimming pools, HACCP, defibrillator and self-protection plan.
| Installation | How often | Who | Rule | Usually applies to |
|---|---|---|---|---|
| Fire protection (RIPCI) | 3 and 6 months; 1 and 5 years; inspection every 10 years unless exempt | Owner (3 and 6 months), maintenance company (1 and 5 years), inspection body (10) | RD 513/2017 (RIPCI), Arts. 21 and 22 and Annex II | Restaurants and bars, Gyms, Hotels, Residents' associations, Shops and franchises, Offices, Schools, Industrial units |
| Self-protection plan | Drill at least once a year; plan reviewed at least every 5 years | The owner of the activity; drafted and signed by a qualified technician | Basic Self-Protection Directive (Orden INT/1068/2026), Annexes I and II | Gyms, Hotels, Shops and franchises, Offices, Schools, Industrial units |
| Low-voltage inspection | Every 5 years; every 10 for residential common areas over 100 kW | An accredited inspection body (OCA) for low voltage | REBT (Royal Decree 842/2002), ITC-BT-05 | Restaurants and bars, Gyms, Hotels, Residents' associations, Shops and franchises, Offices, Schools, Industrial units |
| Thermal installations (RITE) | Maintenance per table 3.1; inspection every 4 years above 70 kW | Maintenance company; inspection by an independent accredited expert | RITE (Royal Decree 1027/2007, amended by RD 178/2021) | Restaurants and bars, Gyms, Hotels, Residents' associations, Shops and franchises, Offices, Schools, Industrial units |
| Legionella | Hot water: daily temperature; yearly disinfection; quarterly Legionella test | Holder; treatment by qualified staff or a ROESB-registered firm | RD 487/2022, annexes IV and V | Restaurants and bars, Gyms, Hotels, Offices, Schools, Industrial units |
| Lift inspection | Monthly maintenance; inspection every 2, 4 or 6 years by building type | Lift maintenance company and inspection body (OCA) | ITC AEM 1 (RD 355/2024), Arts. 5 and 11 | Hotels, Residents' associations, Offices, Schools |
| Swimming pools | Public use: daily check before opening and monthly lab analysis | Holder, with trained staff and a laboratory | RD 742/2013, Arts. 3 and 11 and annex III | Gyms, Hotels, Residents' associations |
| HACCP (APPCC) | Permanent; reviewed when a product or a process changes | The business itself, with a named person; no external certificate | Regulation (EC) 852/2004, Art. 5 and annex II; RD 1021/2022, Art. 20 | Restaurants and bars, Hotels, Schools |
| Defibrillator (AED) | Maintenance per the manufacturer; report each use (72 h in several regions) | The holder of the premises: notification, maintenance and trained staff | RD 365/2009 plus each region's decree (Madrid, Catalonia, Andalusia…) | Gyms, Hotels, Shops and franchises |
Spanish national rules read in the BOE on 19 Oct 2026. Your autonomous community and your council may require more.
How to use it so none slips by
- First, remove what you do not have: no pool, no lift or no kitchen, mark No in «Do you have it?» and filter. What remains is your calendar.
- Check the condition of each one on its page: the RITE inspection depends on power, the self-protection plan on capacity and activity, the lift inspection on the type of building.
- Fill in «Last done» with the date on the report or certificate, not from memory. If the paper cannot be found, for the inspector it was never done.
- Once a month, sort by «Next due» and call now for whatever falls in the next three months: maintenance companies and inspection bodies have diaries, and an electrical inspection cannot be booked overnight.
- Keep the calendar and the paperwork together. At an inspection they are shown; telling them is not enough.
Worth knowing
What people take for granted: that the maintenance company warns you when it is due. The contractor comes when called or when it has it in its diary, and the inspection body never warns anyone. The one answerable to the inspector is the holder of the premises.
Inspection body, maintenance company and holder
They are three different roles. The holder, the business itself, does the most frequent checks (extinguishers every three months, hot water temperature daily). The maintenance company does the servicing with a written report, once a year or as the rule says. And the inspection body, the OCA, inspects: it does not repair, it checks the installation complies and issues a certificate.
Frequently asked questions
Which compulsory inspections do business premises have in Spain?
It depends on what is inside. Almost all: the electrical installation, every five years where the premises require it, and fire equipment, every three months, every year and every five. Depending on the premises: heating and cooling, Legionella, lifts, a pool, a defibrillator and a self-protection plan, each with its rule.
How often does the inspection body (OCA) come?
It depends on the installation: electrics, every five years on premises that require it; lifts, every two, four or six years by building type; fire equipment, every ten years unless exempt. The OCA does not warn you: you have to call it.
What happens if an inspection date is missed?
The installation is out of date until it is inspected. Which penalty applies is set by each regulation and, often, by the region; the practical answer is not to get there and to call three months ahead.
Does the maintenance company warn you about inspections?
Do not count on it. The contractor does the servicing with its report when due or when called, and the inspection body inspects when the holder asks. Making sure the date does not slip is the holder's job.
Does this calendar work for every region in Spain?
It covers the national rules. Some regions add their own obligations, such as the defibrillator or details of Legionella control, and councils may require more. The exact condition for each is on its regulation page.
Templates
- Hotel maintenance request form: Excel templateThe spreadsheet to log faults in a hotel, with twelve columns explained and how to use it so nothing stays open.
- Restaurant preventive maintenance plan in ExcelThe spreadsheet with a restaurant's checks already written in: what is due, how often, who does it and which rule requires it, with compulsory and recommended kept apart.
- School maintenance request form in ExcelThe spreadsheet to log faults in a school, with twelve columns explained, one to record whether a lesson was lost and another for the date the council was told.