Templates
Hotel preventive maintenance plan: the Excel template, from fire extinguishers to Legionella in the showers
A hotel has more dated checks than almost any other business: in Spain it counts as premises open to the public whatever its size, residential use gets no exemption from the ten-year fire inspection, and Legionella control reaches every room's shower. Here is the plan in Excel, with each task, its frequency and its rule, plus a few recommended ones no law asks for but that save complaints.
The short answer
A hotel's preventive maintenance plan brings two lists together. The compulsory one has dates and rules: fire equipment every 3 and 6 months by staff, every year and every 5 by the contractor and every 10 by an inspection body; an electrical inspection every 5 years; the lift every month and every 2 years; Legionella with showers checked every month and a test every 3; heating and cooling by power; and the pool every day if there is one. The recommended one looks after the rooms: air filters, cisterns, blinds and locks. The template has both, kept apart.
The columns of the plan
| Column | What it is for |
|---|---|
| Installation or equipment | What is checked: one row per task, even if the equipment repeats. |
| Task | Exactly what is done, so someone else can do it. |
| How often | The frequency: the rule's if it is compulsory, the manufacturer's if not. |
| Who | Own staff, maintenance company or inspection body. |
| Compulsory or recommended | Separates what a rule requires from good practice. |
| Rule | The article that requires it: what you show at an inspection. |
| Last done | The date it was last done. |
| Next due | When it is due again: the column to look at every week. |
| Done by and notes | Who did it, the report or certificate and anything found. |
These are the columns of the Excel file, in the same order.
The tasks already written in
The compulsory ones are those in hotel regulations, with the same article: fire protection, low voltage, lifts, Legionella, RITE, swimming pools, HACCP, self-protection plan and defibrillator. The recommended ones are not required by any of those rules: their frequency is a guide.
| Installation or equipment | Task | How often | Who | Compulsory or recommended | Rule |
|---|---|---|---|---|---|
| Extinguishers and fire equipment | Check by hotel staff | Every 3 and every 6 months | Hotel staff | Compulsory | RD 513/2017, Art. 21 |
| Extinguishers and fire equipment | Servicing with a written report | Every year and every 5 years | Maintenance company | Compulsory | RD 513/2017, Art. 21 |
| Fire protection installation | Periodic inspection | Every 10 years | Inspection body | Compulsory | RD 513/2017, Art. 22(2) |
| Electrical installation | Periodic inspection by an inspection body | Every 5 years | Inspection body (OCA) | Compulsory | REBT, ITC-BT-05 (4.2) and ITC-BT-28 |
| Lifts (if any) | Maintenance | Every month (20 to 45 days) | Lift maintenance company | Compulsory | RD 355/2024, ITC AEM 1, Art. 5(4) |
| Lifts (if any) | Periodic inspection | Every 2 years | Inspection body | Compulsory | RD 355/2024, ITC AEM 1, Art. 11(4) |
| Showers and taps (Legionella) | Rotating check of showers and taps | Every month | Hotel staff | Compulsory | RD 487/2022, annex IV, part B |
| Showers in little-used rooms (Legionella) | Open them and let the water run | Every week | Hotel staff | Compulsory | RD 487/2022, annex IV, part B |
| Domestic water (Legionella) | Legionella test | Every 3 months | Laboratory | Compulsory | RD 487/2022, annex V, table 3 |
| Heating and cooling (over 70 kW) | Contracted servicing; yearly certificate; efficiency every 4 years | Every month | Maintenance company | Compulsory | RD 1027/2007 (RITE), Arts. 26, 28 and 31 |
| Heating and cooling (up to 70 kW) | Servicing with a log | Every 1 or 2 years, per table 3.1 | Maintenance company | Compulsory | RD 1027/2007 (RITE), IT 3.3 |
| Pool (if any) | Water check before opening | Every day | Trained staff | Compulsory | RD 742/2013, Art. 11 |
| Pool (if any) | Laboratory analysis | Every month | Laboratory | Compulsory | RD 742/2013, Art. 11 |
| Pool (if any) | Send the year's data to SILOE | Before 30 April | The holder | Compulsory | RD 742/2013, Art. 15 |
| Kitchen and breakfasts (HACCP) | Keep the procedure up to date | Ongoing | A named person | Compulsory | RD 1021/2022, Art. 20 |
| Self-protection plan (if you have one) | Drill | At least once a year | The holder | Compulsory | Orden INT/1068/2026, annex I |
| Defibrillator (if you have one) | Maintenance | As per manufacturer | The holder | Compulsory | RD 365/2009, Art. 7 |
| Room air conditioning | Clean the split or fan-coil filters | Every 3 months, depending on use | Maintenance | Recommended | None of those cited: a guide |
| Rooms | Run-through of taps, cisterns, blinds, sockets, remote and lock | Every 3 months or at season end | Maintenance | Recommended | None of those cited: a guide |
| Electronic locks | Check batteries and opening | As per manufacturer | Maintenance | Recommended | None of those cited: a guide |
Spanish national rules read in the BOE on 19 Oct 2026. Your autonomous community and your council may require more.
What a hotel has that other businesses do not
- Showers in empty rooms. Legionella grows in standing water: the plan asks for showers and taps to be checked every month in rotation and for those in little-used rooms to be run every week. In low season, that is a lot of rooms.
- The ten-year fire inspection. Public residential use has no floor-area exemption: a small guesthouse goes through it just like a large hotel.
- Open to the public, with no minimum. For the electrical regulation a hotel or guesthouse is one "cualquiera que sea su ocupación" (whatever its occupancy): an inspection every five years whatever its size.
- The pool counts as public. Even if only guests use it, the whole royal decree applies: a daily check, a monthly lab test and the year's data before 30 April.
How to use it so no date slips by
- Remove what you do not have and add your own: the boiler, the laundry, the pressure pump, the kitchen cold room.
- «Last done» takes the date on the report or certificate, not from memory; «Next due», by adding the frequency.
- Every Monday, sort by «Next due» and call for whatever falls this month: contractors and inspection bodies have diaries too.
- Split the Legionella showers by floor and week: if they depend on someone remembering, they will not get done in August.
- Keep the plan with the paperwork: at an inspection the reports are shown, not described.
Worth knowing
A spreadsheet plan fails in the calendar, not in its rows: one person keeps it, and the date slips the month that person is on holiday or the hotel is full. The contractor comes when called; the one who needs to know it is due is the hotel.
The plan and the fault log
Preventive maintenance has a date even if nothing has failed. Whatever breaks between checks, the fault housekeeping spots or a guest mentions at the front desk, is a separate record: a maintenance ticket with the room, the time reported, who takes it and when it is fixed. A good plan makes that record shorter, but never makes it go away.
Frequently asked questions
What is a hotel preventive maintenance plan?
The list of checks done before something fails, with how often, who and the next due date: the compulsory ones (fire, electrics, lifts, Legionella, heating and cooling, pool) and the recommended ones for rooms (air filters, cisterns, blinds, locks).
Which inspections are compulsory for a hotel in Spain?
Fire equipment every 3 and 6 months (staff), every year and every 5 (contractor) and every 10 years (inspection body); an electrical inspection every 5 years; the lift every month and every 2 years; Legionella with monthly shower checks and a test every 3 months; heating and cooling by power; and the pool, if there is one, daily and monthly.
How often should showers in empty rooms be run?
Every week for little-used rooms, on top of the monthly rotating check of showers and taps (Royal Decree 487/2022, annex IV, part B). It is part of Legionella control.
Does a small guesthouse have to pass the same checks?
Almost all of them: the electrical inspection has no minimum because a guesthouse counts as open to the public whatever its occupancy, and public residential use has no floor-area exemption from the ten-year fire inspection. What changes is what you do not have: a lift, a pool or more than 70 kW of heating and cooling.
What is the difference between the preventive plan and the fault log?
The plan has dates and is done even if nothing fails. The fault log starts with a report: something has broken and someone says so. A hotel needs both records.
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.
- Compulsory inspections calendar for premisesThe spreadsheet with the nine compulsory checks a business in Spain most often has: how often, who does it, which rule requires it and where it usually applies.
- 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.