Cold weather always means extra work for hotel maintenance teams—frozen pipes, strained HVAC systems, leaking seals, icy walkways, and unhappy guests if things go wrong. But the good news is that most winter emergencies are preventable with a strong checklist and a little planning.
Setting up preventative maintenance tasks inside your property management or mobile operations platform (like MOP) is one of the easiest ways to stay ahead. Once tasks are scheduled, reviewed, and assigned, your team gets automatic reminders, making winter prep fast, predictable, and impossible to forget during busy shifts.
In your software, create recurring tasks tagged as Winter Prep, Safety, or Seasonal Maintenance. Add clear instructions, attach photos if needed, and schedule them for the months when temperatures start to dip. By building these steps into your PM program now, you can avoid last-minute scrambles, costly damage, and downtime that disrupts guest satisfaction.
Below is an 8-point cold-weather checklist you can copy directly into your hotel’s maintenance platform to prevent common issues before they start.
8-Point Winter Preventative Maintenance Checklist for Hotels
1. Inspect and Insulate Exposed Pipes
Check plumbing in guest rooms, laundry, kitchens, and exterior walls. Add insulation where needed and verify heat tape is functioning.
2. Test HVAC Heating Performance
Run heating systems under load, replace filters, confirm thermostat accuracy, and check for unusual noise or airflow interruptions.
3. Seal Check Doors and Windows
Inspect lobbies, guest rooms, meeting rooms, and back-of-house areas for drafts. Replace worn weather stripping and patch gaps.
4. Clear and Treat Parking Lot & Walkways
Verify salt, sand, and ice-melt supplies. Test exterior lighting, ensure drainage areas are clear, and schedule regular walkway treatments.
5. Prep the Pool Area for Temperature Drops
Check pool heaters, inspect pump rooms, verify water levels, and ensure equipment is insulated or protected against sudden freezes.
6. Protect Outdoor Faucets and Irrigation Systems
Shut off exterior water lines if appropriate, wrap hose bibs, and purge irrigation systems to prevent freezing.
7. Review Emergency Generators & Backup Systems
Start and load-test generators, check fuel levels, inspect battery health, and verify automatic-switch capabilities.
8. Inspect Lobby Entrances for Slip Prevention
Place winter mats at entrances, check handrails, inspect door closers, and ensure wet floor signage is stocked and accessible.
Quick Checklist
Hotel Winter-Prep Preventative Maintenance Checklist
1. Inspect and insulate exposed pipes.
2. Test HVAC heating performance and replace filters.
3. Check and replace seals on doors and windows.
4. Treat parking lots and walkways; inspect lighting and drainage.
5. Prepare pool equipment and pump rooms for cold temperatures.
6. Protect outdoor faucets and purge irrigation systems.
7. Test emergency generators and backup power systems.
8. Inspect lobby entrances for slip prevention and mat placement.
About Visual Matrix
More than 3,000 properties in 30+ countries worldwide choose the Visual Matrix hospitality operating system to optimize hotel operations and serve guests from reservation to return stay. Our system includes a game-changing PMS and an independent mobile operating platform (MOP) for use with Visual Matrix and most other PMS systems. Our PMS offers powerful features and key integrations that are easy to use, like revenue management with automated rate/discount tiering, a fully integrated channel manager, and a mobile app for tracking performance on the go. MOP automates routine tasks and streamlines communication to keep front desk, housekeeping, and maintenance staff focused on guests. It also includes a built-in panic button as an Emergency Safety Device to help keep hotel staff from harm. For more information, visit visualmatrix.com.