The Ultimate Appliance Maintenance Checklist for commercial & Educational facilities
Appliances including boiling/chilled water units, dishwashers, and hand dryers are essential in schools, offices, and public facilities. But they often go unnoticed — until they fail. That’s why having a clear appliance maintenance checklist can save you from costly repairs, compliance issues, and downtime.
Facility managers and office administrators all share the responsibility of keeping these appliances operational — not just for convenience, but for health and safety, sustainability, and warranty compliance. Correct appliance maintenance reduces the number of call outs for breakdowns and prolongs the lifetime of the equipment.
This comprehensive guide breaks down exactly what to check, how often to do it, and when to call in a specialist. It’s based on leading brand recommendations from Zip, Billi, Dyson, Hobart, and others, and has been developed from over 35 years of on-the-ground experience.
Boiling & Chilled Water Units (e.g. Zip, Billi)
Boiling/chilled units are relied on daily by office staff and when units aren’t working at 100% or at all, staff become frustrated more than any other appliance type! Scale build-up, old filters, and low flow are often ignored before they lead to other problems!
- Daily/Weekly Tasks:
– Wipe down tap spouts and drip trays to prevent buildup
– Monitor for slow or uneven water flow, any leaks or drips and inconsistent heating - Every 6-12 Months:
– Replace filters (even sooner in high-use areas) – Check out our blog here on when to replace your water filters
– Check and clean ventilation grills to prevent overheating and check the tap for sealing, alignment and security.
– Book a technician to complete all the relevant suggested OEM checks and make adjustments accordingly to any internal components. Professional technicians are the only ones who should complete any critical internal maintenance. - What to watch for:
– Water has an odd taste or smell
– Weak or sputtering water flow
– Unit not heating or cooling consistently
Dishwashers (e.g Westinghouse, Eltrolux, Fisher & Paykel, Miele, Bosch, etc.)
Often found in school kitchens, staff rooms, and hospitality spaces, dishwashers must meet strict hygiene standards. If not serviced regularly, they may produce unsanitary results.
- Daily/Weekly Tasks:
– Wipe door seals to prevent mould and odours
– Check detergent and rinse aid levels - Annually / Bi-Annually
– Inspect spray arms and seals for cracks or blockages, inspect door seals
– Book a professional service to clear trapped debris around the filter/s drain pumps and test operation in accordance with OEM specifications and standards. - What to watch for:
– Cloudy, greasy, or spotted dishes
– Standing water left in the base after a cycle
– Unusual noises or cycles not completing
Hand Dryers (Dyson, ASI JDMacDonald, Mitsubishi etc.)
Hand dryers are a low-touch, high-traffic solution for schools and public amenities. But without maintenance, their performance suffers and can lead to more frequent breakdowns — and that impacts hygiene.
- Daily/Weekly Tasks:
– Wipe down outer casing and sensors
– Check sensor response and airflow pressure
– Drain Tank (if applicable): Some hand dryers, like the Dyson dB hand dryer include a drip tray or drain tank to collect water. Weekly, check and empty this, and clean it with a mild antibacterial cleaner to prevent odors or mold. This prevents overflow and keeps the area around the dryer dry and safe - Bi Annual – Annual
– Inspect mounting hardware for safety
– Remove dust or lint from vents to prevent fire hazards
– Organise a professional to clean/replace HEPA Filter (Varies by model), clean motor brushes if applicable. - What to watch for (check out our blog on common hand dryer faults here)
– Weak airflow or extended drying time
– Unresponsive or intermittent operation
– Vibration, overheating, or noise from the motor
Microwaves (E.g. Sharp, Panasonic, LG, Samsung etc.)
Microwaves are a staple in school staff kitchens and break rooms. Regular maintenance ensures safety and reliable heating performance — especially in high-use environments.
Daily/Weekly Tasks:
– Wipe down internal walls and door seals
– Check turntable and carousel for smooth rotationBi Annual – Annual:
– Inspect vents for dust or grease build-up
– Test for radiation leakage to AS/NZS 60335.2.25
– Inspect carousel for chips or cracks
– Test heating and overall operationWhat to watch for:
– Sparks or arcing during operation
– Burnt smell or loud buzzing
– Door not sealing properly or failing to latch
Domestic Refrigerators (Westinghouse, Fisher & Paykel, Samsung, etc.)
Fridges in shared spaces like break rooms must stay cold and clean to meet food safety standards and avoid health complaints.
-
Daily/Weekly Tasks:
– Clean internal shelves and door seals
– Check fridge contents for spoiled or leaking food -
Bi Annual – Annual:
– Clean dust and lint from rear external vents
– Check door seals for cracks or poor alignment
– Test and log fridge/freezer temperatures; adjust thermostat if needed
– Inspect for frost or condensation build-up inside
– Check lighting and internal linings for wear or damage -
What to watch for:
– Warm fridge compartment or inconsistent temperatures
– Ice forming in unusual places
– Doors not sealing or suction failing
Washing Machines (Domestic & Commercial)
Washing machines in aged care, hospitality, or shared laundry setups require structured maintenance to prevent leaks and prolong motor life.
Daily/Weekly Tasks:
– Clean soap and softener dispensers
– Inspect hoses, taps, and boots for leaks or mouldBi Annual – Annual:
– Check machine level and balance
– Inspect agitators, belts, and bearings
– Test cycle performance: wash, rinse, spin, drain
– Visual check for rust, cracks, or worn componentsWhat to watch for:
– Machine bouncing or vibrating during spin
– Water leaking underneath or from hoses
– Drum not rotating or cycles not completing properly
Clothes Dryers (Domestic & Commercial)
Dryers can be a fire risk if not maintained. Whether in a care facility or staff laundry, cleaning and airflow checks are essential.
-
Daily/Weekly Tasks:
– Clean lint filters before and after every cycle
– Confirm the door closes securely and seals well -
Bi Annual – Annual:
– Clean lint from inside casing and exhaust duct
– Inspect belt, jockey wheel, and bearings for wear
– Test heating element and drum rotation
– Check for signs of overheating or unusual sounds -
What to watch for:
– Clothes take longer to dry than usual
– Dryer feels overly hot or emits a burnt smell
– Rattling noises or poor airflow
Ice Machines (Scotsman, Brema, Hoshizaki, etc.)
Used in hospitality, health settings and sporting environments, ice machines demand high hygiene. Without routine servicing, they can harbor bacteria and scale.
-
Daily/Weekly Tasks:
– Wipe exterior and bin cover
– Check bin for ice overflow or blockage -
Bi Annual – Annual:
– Dismantle curtain and clean internal hopper
– Run a full decalcification and sanitisation cycle
– Check and flush drain operation
– Test ice production and restart settings -
What to watch for:
– Cloudy or misshaped ice
– Musty smells or odd tastes in ice
– Reduced ice output or frequent cycling faults
Need Professional maintenance?
At Appliance Services Australia, our skilled technicians specialise in servicing and repairing all major appliance types and brands. As a warranty service agent for over 10+ appliance brands, Appliance Services Australia technicians are trained by manufacturers. Speak to our team today to discuss how we can help with servicing, maintenance or repairs for boiling/chilled water units, dishwashers, hand dryers, commerical laundry & commercial kitchen appliances, refrigerators and more!
