How to Document Filter Inspections for Strata Buildings and Managed Properties

Filter inspections are much easier to manage when everyone records the same details in the same way. For strata buildings and managed properties, a clear log helps you track what was found, what was measured, what needs action and who is responsible next.

This is especially useful when multiple units, common areas and plant rooms are involved. It also helps contractors, owners corporations and building managers stay aligned on the condition of each filter and the work that follows.

Start with a consistent inspection record

A good inspection record should be simple enough to complete on site, but detailed enough that someone else can understand the condition later.

At minimum, each entry should capture:

• •Site name and address
• •Building level, plant room or asset location
• •Unit number or system reference, if applicable
• •Date and time of inspection
• •Name of the person carrying out the inspection
• •Filter type and size, if known
• •Equipment tag or asset identifier
• •Supply or return air system details, where relevant
• •Any visible issues, such as dust build-up, damage or poor seating
• •Pressure drop or other readings, if gauges are fitted
• •Follow-up action taken or required

If your site uses a fixed asset register, match the inspection form to that register so the same unit or system is always identified the same way. That saves confusion when several filters look similar.

Record the site and the exact filter location

The most common documentation problem is vague location notes. “Plant room filter” is not enough when a building has multiple systems, cassette units or rooftop equipment.

Use location notes that would let another person find the filter without asking around. For example:

• •Main lobby air handling unit, level 2 plant room
• •Basement car park exhaust unit, western wall
• •Unit 14 split system, bedroom return grille
• •Amenities ventilation system, rooftop enclosure

If the building has a numbering system, include it exactly as it appears on site. If there is no label, create one that is practical and consistent, then keep using it in the log.

For new sites or retrofit work, it can help to mark up a simple plan with the filter locations and asset tags. That makes it easier to keep records tidy, especially when responsibility sits between the strata manager, property manager and contractor.

Note the filter condition in plain language

Condition notes should describe what you actually saw, not just whether the filter was “okay” or “due”. Keep the wording practical and consistent across all inspections.

Useful condition notes include:

• •Light dust film across the surface
• •Heavy dust loading on upstream face
• •Frame bent or damaged
• •Filter not seated properly
• •Media torn or split
• •Gasket compressed or missing
• •Signs of bypass around the frame
• •Moisture present
• •Mould visible on frame or media
• •Odour noted on opening the access panel

If the filter is washable and the product is designed for that use, note whether it has been cleaned in line with the product instructions. Do not assume a filter can be washed unless the manufacturer says so.

If you are unsure whether the filter size or type matches the equipment, take a photo and measure it properly before ordering a replacement. Our guide on how to measure an air filter can help when dimensions need confirming.

Capture readings and explain what they mean

Where gauges or monitoring points are fitted, record the readings every time you inspect. Pressure drop is one of the most useful indicators because it shows how the filter is performing relative to the system and dust load.

Include:

• •Reading at the time of inspection
• •Whether the reading was taken across the filter or at another monitoring point
• •The gauge location or reference point
• •Any visible change since the last visit, if previous readings are available

A reading on its own is not enough. Add a short note about what it suggests in the context of the site. For example, a filter may look clean on the surface but still show a rising pressure drop, which can point to deeper loading or an airflow issue elsewhere in the system.

If the system does not have gauges, note that in the record. In that case, inspection needs to rely more heavily on visual condition, system performance and the manufacturer’s guidance for that equipment.

Inspection frequency depends on the system, site conditions and dust load. Follow the filter and equipment manufacturer instructions, and monitor pressure drop where gauges are fitted. For ventilation systems, site requirements should also be confirmed with the mechanical services engineer or building owner, and AS 1668.2:2024 may be relevant depending on the installation.

Log follow-up actions clearly

This is the part of the record that turns an inspection into a useful management tool. If the next step is vague, the issue tends to get missed.

Each entry should show what happened next, such as:

• •No action required at this visit
• •Cleaned reusable filter in line with product instructions
• •Re-seated filter and checked access panel closure
• •Reported damaged frame to building manager
• •Recommended replacement due to dust loading or damage
• •Asked contractor to inspect for bypass, leaks or poor fit
• •Ordered replacement filter to match existing dimensions
• •Escalated moisture or mould findings for further investigation

If an action is pending, include who is responsible and whether access is needed. For managed properties, that might be the strata manager, onsite building manager, maintenance contractor or owner corporation.

It also helps to note the priority level in simple terms, such as routine, soon or urgent, rather than using unclear wording that different people interpret differently.

Use a record format that works across multiple sites

If you manage several buildings, your inspection form should be consistent but flexible enough to cover different equipment.

A practical setup is to use one core form with the same fields for every site, plus optional notes for specialised systems. Keep the form short enough that contractors will actually complete it properly on site.

A strong record set usually includes:

• •A site header with address, contact person and access details
• •A filter log for each unit or system
• •Space for readings and visual notes
• •A follow-up section with action, owner and status
• •Photo attachments where helpful

Photos are especially useful when a filter is damaged, incorrectly installed or difficult to identify later. A photo taken at the time of inspection can prevent confusion about what was actually found.

If you are ordering replacement filters from a drawing, sample or existing unit, our products and custom air filters pages are useful starting points when standard sizes do not match the equipment on site.

Keep the log easy to audit and hand over

The best inspection record is one that someone else can read months later and understand immediately. That matters when contractors change, ownership shifts or an issue needs to be traced back through several visits.

Good records should show:

• •What was inspected
• •What condition it was in
• •What the readings were
• •What was done next
• •Who is responsible for the follow-up
• •When the next check was arranged, based on site needs and manufacturer guidance

Keep records in a single folder or digital system that is accessible to the relevant people. If possible, link the inspection log to service reports, purchase records and asset notes so the history of each filter is easy to follow.

If your team also manages broader maintenance, filter servicing or commercial filter servicing can be aligned with the same record structure so the paperwork stays consistent across all jobs.

Need filters or help matching the right size?

Total Air Filtration is a family-owned air filter manufacturer and supplier based in Hillcrest, Brisbane QLD, and we can help supply or make the right filters for your building or managed property.

For assistance, call 07 3800 3448 or request a quote. If you need to discuss a specific site, you can also contact us or view the industries we supply.