Guest room preventive maintenance: A non-negotiable standard for quality hospitality

Preventive Maintenance (PM) in hotel guest rooms is not just a routine task—it's a vital part of ensuring guest satisfaction, preserving the property's assets, and minimizing emergency breakdowns. A well-executed PM program reduces operational costs, prevents equipment failure, and upholds the brand standards that luxury hospitality is known for.

One of the key elements in successful PM execution is the active involvement of Engineering Team Leaders/Supervisors/Process Owners, who act as quality controllers on the floor. Their role is to verify and validate each task conducted by technicians, ensuring nothing is overlooked.

Engineering Checks: Beyond Visual Inspection

In the HVAC segment alone, several critical parameters must be verified beyond basic functional checks:

• Grille Temperature: Ensure supply air grille temperature is within the acceptable cooling range. This confirms that the indoor unit is operating efficiently.
• Room Temperature: Must be cross-checked against thermostat settings and actual ambient temperature. A mismatch could indicate sensor faults or control errors.
• Air Velocity & CFM Measurement: Air velocity must be measured using an anemometer. Calculating the Cubic Feet per Minute (CFM) ensures airflow is sufficient for the room size and guest comfort.
• Sound Level Monitoring: Excessive noise from the blower, loose panels, or refrigerant flow can disturb guests. A sound level meter helps record decibel readings to ensure they remain below acceptable thresholds.

Carpentry, Garden, Pool & More – All Departments Play a Role

Your room might have a perfect air conditioner, but if the bathroom door doesn’t close, a drawer is broken, or pool water smells unpleasant, the guest experience is compromised.

Carpentry Checks Include:

• Inspection of all doors, locks, hinges, vanity counters, and wooden fixtures.
• Smooth sliding of wardrobe doors and drawers.
• Repair or replacement of any broken furniture, skirting boards, or fittings.

Garden and Exterior Elements:

• Trim overgrown branches near room entrances.
• Ensure potted plants are healthy, neatly arranged, and not obstructing pathways.

Pool & Jacuzzi Rooms (Where Applicable):

• Verify water clarity, pH and chlorine levels.
• Check pumps, jets, and heaters.
• Clean filters and ensure water circulation systems are operational.

Frequency of Guest Room Preventive Maintenance

For luxury resorts and high-occupancy properties, it is recommended to conduct Preventive Maintenance every 3–4 months per room. This schedule should be adjusted based on the following:

• Occupancy Patterns: Rooms used more frequently (high turnover) need more frequent checks.
• Seasonal Demand: Pre-peak season PM ensures readiness for the surge.
• Room Category: VIP rooms, suites, and pool villas should receive priority and even more detailed inspections.

Each visit should include:

• Full functional checks of all MEP systems(Mechanical, Electrical, and Plumbing).
• Interior and exterior inspections.
• Verification and sign-off by the Team Leaderafter completion.

Housekeeping (HK): Custodians of Interior Care

The role of Housekeeping is paramount during PM:

• Pre-PM Preparation: Housekeeping must protect all furniture, bedding, and linen with proper covers before Engineering starts.
• Support on Final Setup: Once Engineering completes the PM, HK is responsible for restoring the room’s presentation, ensuring it’s clean, dust-free, and guest-ready.

Their attention to detail ensures the guest never sees signs of maintenance—only the results of it.

Front Office (FO): Coordinators of Timing and Flow

PM execution is only possible when the Front Office places rooms Out of Order (OOO) at the right time.

• Proper Room Blocking: FO must plan and coordinate in advance to allocate rooms for PM without impacting occupancy goals.
• Avoiding Delays: Delayed OOO marking leads to rushed or skipped inspections, which compromises room quality.
• Smooth Handover: After completion, FO updates the room status and ensures it’s back in inventory only when all works and cleaning are verified complete.

Without FO’s timely involvement, even the most efficient Engineering and HK efforts can fall short.

The Role of Documentation

Each PM cycle must be documented using a checklist. For example, in PM Program, a master checklist is maintained for each room. The technician performs the work, the team leader inspects and signs off, and then it's escalated to the Assistant Chief Engineer or Director of Engineering for final authorization.

This multi-level approach not only ensures accountability but also helps track the performance of both assets and personnel.

Conclusion

A guest room is more than a physical space—it’s a personal sanctuary for the guest. The responsibility of delivering a flawless experience lies heavily on the shoulders of the Engineering Department. By enforcing strict PM standards and empowering team leaders with proper checklists and tools, we can ensure every guest walks into a room that reflects perfection.

Jayampath Thabrew - Engineering Professional in Hotel/Building, Maintenance & Sustainable Development and Projects, MIEPSL, MIM (SL), MIET (UK), MBA (Cardiff Met UK), Bsc(Marine Eng.), GBSLGreen@AP, Dip.in English (UK), JP(WI), Trained Trainer

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