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Maintenance Process
Guestroom/Preventive Maintenance is a Five Step Process
1. Select a guestroom(s) for maintenance.
4. In a binder, index the completed Checklist form under the appropriate room number.
5. In the front of the binder, record the room number on the Preventive Maintenance Summary under
the appropriate quarter.
Develop a schedule to determine how many guestrooms you must check each week in order to
inspect all of them within the four months (three times per year). Use this formula:
In this case, at least six rooms would need to be inspected each week in order to inspect all rooms
within four months.
Once your calculations are complete and you know how many rooms/suites you are to perform
preventive maintenance to meet your goal, the next step is to establish a preventive maintenance
schedule for every guestroom or suite.
- Begin by selecting two checked-out rooms. If there are no checked-out rooms, select two
available rooms.
- Notify Housekeeping and the Front Desk you will be in these rooms.
- Pull all linens (sheets and towels).
- Refer to the Guestroom/Suite Preventive Maintenance Program Checklist and begin the
PM process.
- Once PM is completed on these rooms/suites, check off each item under the appropriate
quarter on each individual Checklist.
- On return to the office, file or index each sheet and record the room numbers on the
Preventive Maintenance Summary.
- Notify the Front Desk and Housekeeping that PM has been completed in the room(s).
Recordkeeping
Maintain all room inspections in a three ring binder. There should be one inspection sheet for each room.
Place the Preventive Maintenance Summary in the very beginning of the binder. This summarizes the frequency
of each room inspection by quarter.
Recommendations
It is recommended that you complete room preventive maintenance on a daily basis to stay caught up on this
activity. As Chief Engineer it is your responsibility to maintain the rooms and records and to keep up-to-date in
the event of an inspection, which is unannounced.
Entrance Door
Close door and check striker plate for a tight, weatherproof fit.
- Adjust or replace missing striker plate.
- Replace worn or missing weather-stripping.
- Door gaps should be adjusted at hinges or through re-hanging the door for proper fit.
Warped doors should be replaced.
- Clean the finish using the manufacturers recommended method. Avoid using chemicals
on lockset to protect finish and finish coating.
- Make sure lock is operating correctly. Lock and deadbolt should operate easily. Tighten,
adjust or replace as necessary. Lubricate with WD-40 or powdered graphite (lubrication
varies by lock type, check manufacturers recommendations). Replace lock assembly if
necessary. If cutting new keys, rotate lock for added guest safety.
Inspect the door guard and peephole. Examine the door guard and peephole for damaged or missing
parts. Repair or replace as necessary.
Ensure that the door stop is correctly positioned to prevent wall damage from door knob. Repair
damaged or lock door stop. Refer to the Hampton Standards Manual Construction Standards to
identify replacement.
Drapes/Sheers
If draperies are worn beyond repair, replace them. Replace any missing drapery hooks or pull wands.
Test pulling action. Drapes should meet and no light should filter through when drapes are closed.
Drapes should roll easily along their track. Drapes will not glide easily if track is damaged or bent.
Replace the track if necessary. Use Velcro tape on the edge of drapes if small light gaps are evident.
Check drapery height. Drapes should not drag on top of the A/C unit or floor. Draperies should clear
the A/C unit floor by a minimum of 1/2" and maximum of 1". Draperies will have to be adjusted to
correct height problems since tracks are mounted securely. Use wall anchors, toggle bolts, or tapcons
to re-secure drapery tracks.
HVAC
Operate the unit in all positions and temperature settings to ensure proper working condition. (Do not
switch thermostat back and forth between cool and hot. This may damage the unit.) You should hear
and feel a difference in fan speed and temperature with each adjustment. Compressor should operate
in the cool position Compressor should shut off when warm or heat is selected.
Ensure all control knobs are present, clean, and in good condition.
Clean/replace filter quarterly at a minimum. Clean coils with a coil cleaner and pressure wash unit
twice a year.
Ensure plug and receptacle have a tight fit and in overall good condition.
Clean any debris that may block drain. Add algae tablet or algaecide to prevent algae growth in
pan/drain line. Do not use bleach.
Check drain plug for corrosion or blockage. Drains should be clear and in good condition. Most
drain plugs are a type of overflow valve that allows the unit to drain. Contact unit manufacturer for
replacement plugs.
Ceilings, Walls, Connecting Doors
Repair damaged walls or ceilings by cutting back to center line of adjacent studs and replacing
Sheetrock. Spackle joints using joint tape. After sheetrock is completely dry, repaint/texture as
necessary. For water damage, locate and repair leak then, for mildewed areas, treat with Kilz or
bleach water solution and allow to dry before repainting and applying the finishing coat.
Touch-up painting.
- Always paint only as necessary and once youve cleaned the area thoroughly. Do not use
paint to cover dirty items. Paint should match existing paint and have the same finish
(flat, semi-gloss or gloss). Record the manufacturer, paint number and color for future
reference to ensure product consistency throughout the hotel. Always protect the area
surrounding the paint process with a drop cloth and with tape to prevent paint splatters.
Inspect wall vinyl. Repair or re-glue any damaged or loose wall vinyl. If an entire room needs to be
redone due to damage or fading, notify the GM. Someone with proper training should perform this
work.
Inspect connecting doors. Examine overall condition for scrapes, cracks or other damage. Check for
placement of door stop. Replace broken deadbolt or thumb locks. Ensure sound-stripping is in place
and in good condition.
Examine carpet.
- Check to see if the carpet is secured at the entrance door threshold, bathroom door
threshold and edges of the guestroom. Re-secure carpet as necessary. It may require re-
stretching for secure room fit.
Inspect wall vinyl and carpet base. Re-glue any loose base. Replace as necessary being careful not to
get glue on wall above the contact points. Use only cove base glue for your type of base.
Examine overall condition. Is the cover secure, cord in good shape, clean, faceplate with dialing
instructions, room number on phone?
To check message light, have the front desk turn on the message light and call the room. Ensure that
the message light is operable. Adjust ringer to middle setting on bottom or side of phone. Have
message light turned off.
Television
Examine TV set for damage, loose control panel covers, missing knobs or buttons, cigarette burns,
security of cable to wall/set.
Repair or replace any missing or damaged parts or television cable. Small burns may be lightly
sanded out using a 0000 grade steel wool.
Test picture and sound clarity. Picture and sound should be of good quality. Lines, static or poor
color should be reported to an authorized service agent for repair.
TV channel listings should be in good condition or replaced. Ensure all appropriate stations are
programmed. TV channel listing should be in good condition.
Check condition of swivel base for rust, chips, squeaking. Lightly sand and touch up marks and rust
on swivel bases. Squeaky bases should be oiled using a small amount of oil base lubricant such as
WD-40.
Check remote control operation. Remote control should be in good condition and operable. Replace
batteries if unit is weak. Do not mount remote controls to furniture.
Examine AM/FM clock radio for sound quality, number illumination, alarm operation and battery
backup. Repair or replace parts as necessary. Ensure that radio has batteries for back-up in the event
of power outage.
VCR should be in good condition and operable. Ensure that nothing has been placed in VCR
prohibiting it from operating properly. Run head cleaning tape.
Furniture
Replacing Furniture
- Due to the higher cost of replacing guestroom furniture, many companies refer to
the purchasing of these items as a capital expense. This means a number of
items will be purchased at one time to upgrade the appearance of the hotel. On the
room preventive maintenance checklist, a capital column is provided to help you
keep track of items that need to be replaced in the next six to twelve months. As
you perform your room preventive maintenance and find an item that needs to be
replaced in the next few months, mark the item in the capital replacement
column. At the end of the fiscal year, you will be prepared to make a complete list
of hotel items that need replacement and you and your manager will be better
prepared to plan hotel refurbishment. Use this column as described to ensure all
items are remembered and replaced in a timely manner.
All furniture should be examined for condition of veneer/laminate and finish. Burn marks should be
lightly sanded using 0000 steel wool rubbed with the grain of the finish. Once burns are removed,
use a matching furniture touch-up marker to restore color.
All furniture should be wiped down with Old English Scratch Cover once the inspection and repairs
are completed. Wipe with the grain and wipe off any excess.
Inspect nightstand(s).
- Oil drawers with WD-40. If the drawer bottoms are stained, use a thin Formica covered
board cut the exact size of existing drawer bottom. Place this new board on top of the old
drawer bottom to give the drawer a new appearance.
- Box springs and mattresses should be centered on the bed support. Check overall
condition for sagging, loose springs, rips, tears and stains.
11 Hampton Maintenance Muscle
Box springs and mattresses should be centered on the bed support. Check overall
condition for sagging, loose springs, rips, tears and stains.
- Replace damaged bedding as necessary.
- Turn box springs every six months and rotate mattresses quarterly. Follow the
manufacturers installed rotation tags. If the manufacturer does not tag mattresses, use a
permanent marker to label the corners of the mattresses and box springs for rotation.
- Collect all magazines and other debris from under mattresses and box springs.
- Ensure door stop is correctly mounted and secure behind bathroom door to prevent wall
damage. Repair or replace as necessary.
- Replace missing or broken robe hook. If finish is worn, replace the hook.
- Make sure a door mounted full length mirror is firmly mounted to door to prevent injury
to a guest. Tighten anchors or install new mirror anchors. Test security while opening and
closing door.
- Vanity front (skirt) should fit securely to cabinet. Clean and repair any holes, burns or
nicks in skirt using 0000 steel wool and touch up paint to match existing finish. Warped
or severely damaged skirts should be replaced
- Inspect drains and water supplies in the bathroom. Remove vanity front to ensure there
are no water leaks to or from the sink. Area underneath sink should be dry and free of
debris. Dampness will lead to mildew and guestroom odor. Repair as necessary.
- Inspect for caulking for cracks, dirt and condition. Re-caulk if necessary by removing all
existing caulking first. Re-caulk using Dow Corning #8647 silicon caulking making a
bead as small as possible.
- Examine the faucets (chrome). The faucet should be shiny and clean. Replace tarnished or
pitted fixtures. Inspect for any missing parts. Handles should operate easily generating
adequate water flow. If there is a problem with the fixture, check seats, washers, aerators,
etc. Check the water temperature to make sure that its hot on the hot setting and cold on
the cold setting.
- The pop up valve should be easy to operate. Make sure the pin is not bent. Pop up drain
should be secure. If broken, replace. The O-ring in sink should be shiny. Replace it if
pitted or tarnished.
- Ensure towel bars are securely anchored. Anchor to wall using a toggle bolt or directly to
a stud. Tighten screws on toilet tissue holder. Adjust brackets screws for Kleenex
covers/holders.
- Inspect area where rod or bar attaches to wall. Replace any rusted or discolored wall
flanges. If the wall tile is cracked or damaged where rod or bar mounts, repair. Remove
rod or bar and remove and replace tile. To re-install, mark holes and use a punch to chip
off tile glaze. Drill holes with a masonry bit. Install plastic rawls into holes to use as
anchor for screws. Re-install rod or bar securely.
- Check non-slip surface. Use non-slip pads in tubs without a factory installed non-skid
surface or where the factory installed product has worn away. Remove existing non-slip
strips using an abrasive cleanser or alcohol. When mats are stained or worn, install a new
mat. Be sure all old glue is removed before installing a new non-skid mat.
- Examine showerhead condition, shine and water output. Replace worn or severely
tarnished fixtures. Water output should be a minimum of 3.5 gallons of water per minute.
Showerhead should secure, do not over tighten. If mineral buildup or hard water deposits
are present, remove using a hard water film remover or a mixture of half vinegar and half
water. Soak no longer than 30 minutes in this solution. Massage style is required upon
replacement.
- Clean and repair any damaged handles, overflow rings, tub drains and O-rings. Tighten
and adjust. Make needed adjustments to drain assembly to ensure tub holds water and
drains properly as selected. Drains should not be lying in the bottom of the tub. If in
disrepair, these items may be re-chromed instead of replaced. If pitted or damaged,
replace. If leaks occur, contact plumber.
- Examine base and security anchors. Examine caulking at base. If anchor bolts are loose,
tighten. If rusted, replace. Caulk base of toilet with Dow Corning #8647 silicon caulking.
- Check flushing action and water level. Examine the ballcock, it its leaking or noisy,
replace it. If flapper is worn, cracked or leaking, replace it. Water level should be
sufficient for flushing. Adjust as necessary. Ensure chain is secure and of adequate length.
- Examine water connections. There should be no leaks around the water connections.
Repair or replace as necessary.
- Examine tub walls for security/caulking. Tub walls should be secure and have fresh
caulking at the seams. Mildewed caulking should be replaced by scraping out old
caulking, spraying the area with bleach to kill mildew behind the tub wall, wiped clean
and re-caulked using a thin bead of Dow Corning #8647 silicon caulking.
Bathroom Qtr 1 Qtr 2 Qtr 3 Qtr 4 Bathroom (continued) Qtr 1 Qtr 2 Qtr 3 Qtr 4
Bath mat Drain cover/lever
Caulk/grout Exhaust vent/fan
Ceiling Faucets/controls
Commode angle stop Floor/wall tile/marble
Commode bolt caps Lights
Commode caulking Mirror
Commode lever Outlet GFI cover plates
Commode lid/seat Shower head/plate
Commode supply line Sink/faucet/stopper/panel
Commode tank Soap dish
Curtain rod/door/curtain Switches/cover plates
Door frame Towel rack/towel hooks
Door hinges Tub
Door knobs/strike plate Wall vinyl
Door latch Vanity base
Door robe hook Vanity top
Door stop
Door threshold
Front Door Qtr 1 Qtr 2 Qtr 3 Qtr 4 Air Qtr 1 Qtr 2 Qtr 3 Qtr 4
Room number Thermostat
Frame Filter
Threshold Filter vent cover
Lock lever Coils
Lock strike plate Drain pan
Lock latch Fan/compressor
Deadbolt lever Supply lines
Security night latch
Door viewer
Door stop
Smoke strip
Closer
Emergency evacuation plan
Hallway/Bedroom Door Qtr 1 Qtr 2 Qtr 3 Qtr 4 Kitchen/Wet Bar Qtr 1 Qtr 2 Qtr 3 Qtr 4
Hinges Microwave
Knobs/strike plate/latch Cabinets/doors/handles
Frame Walls
Law card/rate card Ceiling
Door stop Paper towel holder
Lights
Carpet
Refrigerator
Outlet/cover plates
Switches/cover plates
Quarter Quarter
Room/ Room/
one two three four one two three four
Suite # Suite #