A laboratory maintenance plan helps protect people, support reliable work and identify problems before they cause disruption. It should cover more than equipment servicing. Ventilation, fume cupboards, utilities, safety equipment and maintenance records all need attention.
Every laboratory is different, so use this checklist as a starting point. Set inspection schedules according to your equipment, work processes, risk assessments and manufacturers’ instructions. Routine user checks do not replace specialist inspections, examinations or tests.
1. Check Laboratory Ventilation
Good ventilation supports a safe working environment, but the system must be suitable for the work and kept in effective condition. Include general ventilation and local exhaust ventilation (LEV), such as fume cupboards and extraction arms, in your maintenance plan.
During routine checks, look for:
- Faulty airflow indicators or alarms.
- Unusual noise, vibration or changes in airflow.
- Damaged grilles or visible obstructions.
- Changes to the room layout or equipment that could affect airflow.
- Persistent odours or other concerns reported by staff.
Staff should report concerns promptly and follow laboratory procedures if a control system appears not to be working. The Health and Safety Executive (HSE) advises users to check that LEV is working when it is used and to report problems.
Where ventilation or air conditioning needs upgrading, specialist HVAC and air conditioning solutions for laboratories can help address the environmental requirements of the space.
2. Include Fume Cupboards in the Checklist
A fume cupboard is an important control measure. Its performance can be affected by the cupboard itself, the extraction system, the room’s air supply and how people use it.
Routine checks should follow site procedures and the manufacturer’s instructions. These may include checking that the airflow indicator works, the sash moves correctly and the working area is clear of unnecessary items.
Staff should use the cupboard as trained and report faults rather than attempting repairs.
Fume cupboards and other LEV systems also need appropriate examination and testing by a competent person. HSE guidance generally requires LEV systems to undergo a thorough examination and test at least every 14 months, although some processes require more frequent testing. Always check the requirements that apply to your work and equipment.
Keep examination reports, review any recommended actions and track them through to completion. A test label alone is not a substitute for reviewing the report and addressing defects.
3. Review Laboratory Services and Utilities
Laboratory services can include electrical supplies, water, drainage, gases, compressed air, vacuum and specialist process connections. Your maintenance plan should identify what is installed, who is responsible for it and how faults should be reported.
Useful checks include:
- Look for visible damage, leaks or loose fittings.
- Keep access to isolation points clear and labels legible.
- Confirm that servicing and inspection records are current.
- Make sure staff know how to report faults.
- Record equipment or layout changes that could affect connected services.
Do not assume every utility has the same inspection interval. Follow relevant equipment guidance, risk assessments and maintenance arrangements, and use a suitably competent person for technical work.
For further information, read our article on the role of mechanical and electrical maintenance in laboratory construction. It explains why maintaining essential building services is important for safe and reliable laboratory operation.
4. Check Safety Equipment and the Work Area
Maintenance planning should include safety equipment and facilities that people may need during normal work or an incident. Depending on the laboratory, this may include emergency showers, eyewash facilities, fire equipment, alarms, safety cabinets and signage.
Check that equipment is accessible, clearly identified and included in the appropriate inspection or servicing schedule. Keep routes to emergency equipment clear and make sure staff know how to report damaged, missing or out-of-date items.
The maintenance schedule should reflect the equipment manufacturer’s guidance, relevant risk assessments and applicable safety requirements.
5. Keep a Laboratory Maintenance Log
A clear maintenance log helps laboratory managers see what has been checked, what needs attention and whether faults are recurring.
Record the following information:
- Equipment or system checked.
- Date and name of the person carrying out the check.
- Findings, faults and actions taken.
- Specialist examination and service reports.
- Outstanding repairs, the person responsible and the target completion date.
HSE guidance advises employers to keep records of examinations, tests and repairs to equipment for at least five years where the relevant requirements apply.
For laboratories with complex building services, a structured maintenance plan can help coordinate servicing and reduce the risk of important tasks being overlooked.
When Should You Call a Specialist?
Arrange competent support when a check identifies a fault, when a system’s performance is uncertain or when maintenance requires access to technical components.
This is particularly important for LEV examination and testing, which must be carried out by a competent person. Review the recommendations in the report and ensure that necessary actions are completed.
If there is an immediate concern that a control measure is not working, follow your organisation’s risk assessment and incident procedures. Do not assume a system is safe simply because it is switched on or has a current-looking test label.
A Practical Laboratory Maintenance Checklist
Use this checklist as a starting point and adapt it to your laboratory:
• Check ventilation indicators and alarms as required.
• Check fume cupboards and report faults.
• Review LEV examination and test records.
• Assign and track actions from inspection reports.
• Check utilities for visible damage or leaks.
• Keep emergency equipment accessible.
• Update the maintenance log.
• Ensure staff know how to report faults.
• Review the maintenance impact of equipment or layout changes.
Frequently Asked Questions
There is no single maintenance interval for every laboratory system. Follow manufacturers’ instructions, your risk assessment and relevant inspection or testing requirements. For LEV, HSE guidance generally requires thorough examination and testing at least every 14 months, with more frequent testing for some processes.
The required examination and test should be carried out by a competent person with the appropriate skills, knowledge and experience. Routine user checks are useful, but they do not replace specialist examination and testing.
Staff should follow local procedures, report the problem to the responsible person and avoid relying on the cupboard until its condition has been assessed. The appropriate response will depend on the substances and work involved.
Records help demonstrate what has been checked, identify recurring problems and track repairs or recommendations. Keep records in line with applicable HSE guidance and legal requirements.
Keep Laboratory Maintenance Planned and Documented
A useful laboratory maintenance checklist makes responsibilities clear, gives staff a straightforward way to report issues and helps ensure specialist work is not missed. Review it whenever laboratory equipment, processes or layouts change.
If an existing laboratory needs improvements beyond routine maintenance, our guide to commercial laboratory refurbishment explains how upgrading an existing space can improve safety, workflow and functionality.
For larger projects, laboratory refurbishment and design services can help organisations plan improvements to their existing facilities. Where a more extensive transformation is needed, laboratory fit-out services can help turn a planned design into a functional laboratory environment.
Discuss Your Laboratory Requirements with Lab Fit UK
If you are planning maintenance improvements, upgrading laboratory services or considering a wider refurbishment, Lab Fit UK can help you explore the options for your facility.
Request a project estimate to discuss your laboratory requirements with our team.
