The best way to prevent water damage in a commercial building is to make it routine. Walk the building on a schedule, test your water meter for hidden leaks, give tenants an easy way to report problems, and keep a written shutoff plan where everyone can find it.
This checklist covers each step in the order a property manager would actually use it. It works for offices, retail centers, restaurants, and multi-tenant buildings across Salt Lake City and the Wasatch Front.
A leak in a house affects one household. A leak in a commercial building can reach several tenants, close a business for days, and land on the property manager’s desk. If water damage has already happened, skip to the response plan below, or call our commercial water damage restoration team any time, day or night.
The 7-Point Checklist at a Glance
- Compare your water meter and bills every month.
- Run a one-hour meter test to find leaks you can’t see.
- Walk the building on a set schedule, including mechanical rooms.
- Inspect the high-risk systems (roof, drains, HVAC lines, water heaters, fixtures).
- Install leak sensors or automatic shutoff on equipment that runs unattended.
- Make tenants part of the system with a simple way to report leaks.
- Write a response plan with a shutoff map and a 24-hour drying target.
Why Prevention Pays: What a Hidden Leak Really Releases
The U.S. Environmental Protection Agency says that, on average, leaks account for more than 6 percent of a facility’s total water use. That is the average. A single failure can be far worse. EPA’s own table of leak losses shows how fast the gallons add up:
| What is leaking | Flow rate | Water lost |
|---|---|---|
| Toilet with a worn flapper | 0.02 gal/min | 860 gallons per month |
| Toilet with a stuck fill valve | 3.0 gal/min | 4,300 gallons per day |
| Drip irrigation malfunction | 1.0 gal/min | 43,200 gallons per month |
| Hose left running overnight | 10 gal/min | 5,400 gallons per day |
| Stuck float valve in a cooling tower | 5.0 gal/min | 216,000 gallons per month |
| Broken distribution line | 15 gal/min | 8,100 gallons in one night, 21,600 in a day, 648,000 in a month |
Source: EPA WaterSense, Getting Started (commercial buildings). EPA also estimates the stuck cooling tower valve at about $29,000 per year in water costs.
One honest note on these numbers: EPA presents them as wasted water, and not every leak on this list damages a building. A toilet running into its own bowl wastes water but stays inside the plumbing. The leaks that cause damage are the ones that escape the pipes, such as a broken line, a failing supply hose, or an overflowing valve. The same meter checks below catch both kinds, which is why they come first.
Step 1: Track Your Water Use Every Month
Read your water meter and your water bill every month, and compare each one to last month and to the same month last year. EPA’s guidance calls for exactly this, and it adds a useful warning: expect some seasonal swings, such as more water for cooling and irrigation in summer. A jump that the season can’t explain is a reason to look for a leak.
If your building has major water-using equipment like a cooling tower, a boiler, or an irrigation system, put a submeter on it. EPA notes that submeters don’t need a separate utility account. You can use them internally just to pinpoint where water is going.
Step 2: Run the One-Hour Meter Test
This is the fastest way to find a leak you can’t see. EPA’s best-practice guide describes it in four steps:
- Choose an off-peak time, such as overnight or early on a weekend.
- Turn off all water-using equipment, and make sure no one is using restrooms or kitchens.
- Read the water meter.
- Read it again an hour later.
If the reading changed significantly, water is moving somewhere it shouldn’t be. Start by checking the EPA leak detection guidance, then walk the building and the grounds. The same guide says that if more than 10 percent of your water use can’t be accounted for in a full water assessment, you may have leaks in your distribution lines or equipment. EPA suggests doing that assessment about once every four years.
Step 3: Walk the Building on a Schedule
EPA recommends daily tours of the building, including mechanical spaces. You are looking and listening for things that don’t belong:
- Toilets that keep running or flushing
- Water draining to floor drains in mechanical rooms when nothing should be running
- Wet or soggy spots in parking lots and landscaping. If the ground is wet and there is no reason for it, contact your water utility to check for a leak in the supply line.
- Ceiling tile stains, bubbling paint, warped baseboards, or a musty smell. These are the signs that water has already reached the structure.
Walk the vacant suites too. They go unchecked longest, and a leak in an empty unit can run for days before anyone notices.
Step 4: Inspect the High-Risk Systems
Most commercial water damage starts in a short list of places. This table shows what to check and a suggested schedule. The schedule is a practical starting point based on EPA guidance and common property-management practice. Adjust it for the age and use of your building.
| System | What goes wrong | What to check | Suggested schedule |
|---|---|---|---|
| Roof, gutters, and drains | Clogged drains, ponding water, failed flashing | Clear debris, look for ponding and stained ceiling tiles | Twice a year and after major storms |
| HVAC condensate lines and drain pans | A clogged line overflows | Keep drain pans clean and drain lines flowing | Quarterly |
| Restroom fixtures and supply lines | Worn supply hoses, running toilets | Look under sinks and behind toilets, listen for running water | Weekly |
| Water heaters and boilers | Tank corrosion, relief valve discharge | Check the base for moisture or rust | Quarterly |
| Fire sprinkler lines | Freezing in unheated areas, damaged heads | Keep unheated areas above freezing, report damaged heads | Follow your fire protection contractor’s schedule |
| Kitchen equipment (restaurants) | Dish machine, ice machine, and prep sink hoses and valves | Inspect hoses and shutoff valves | Weekly |
| Landscape irrigation and grading | Sprinkler leaks near walls, ground sloping toward the building | Look for wet spots near the foundation | Monthly during irrigation season |
| Floor drains and sewer line | Backups | Test drains, confirm backflow protection where installed | Quarterly |
EPA’s mold guidance backs up several of these. It says to clean and repair roof gutters regularly, make sure the ground slopes away from the foundation, and keep air conditioning drip pans clean with drain lines flowing freely. You can read it in the EPA guide to mold and moisture.
Two of these systems deserve a quick note. Roof and drain failures often show up after heavy weather, and our storm damage cleanup team sees the results when ponding water finds a way in. Floor drain or sewer line backups are a different problem because the water is contaminated, so see our sewage cleanup service rather than treating it as routine cleanup.
Step 5: Add Leak Detection That Alerts You or Shuts Water Off
Walk-throughs find what is visible while you are there. Sensors watch the rest of the time. EPA recommends installing failure abatement devices, also called leak detection systems, on major water-using equipment. These devices detect abnormal increases in water flow. They can alert someone by alarm, flashing light, or phone call, or they can shut off the water supply automatically.
If your building already has a building management system, EPA notes that meters and submeters can be connected to it so that leaks and unusual usage trigger alerts.
These devices make the most sense for equipment that runs unattended, for vacant or rarely visited spaces, and for rooms where water would do the most harm, such as electrical rooms and below-grade storage.
Step 6: Make Tenants Part of the System
Tenants and staff see problems before you do, but only if they know who to tell. EPA’s commercial guidance suggests several simple moves that work well in multi-tenant buildings:
- Post signs in restrooms and kitchens with maintenance contact information.
- Give tenants one phone number, and make sure it is answered after hours.
- Include leak detection in vendor contracts, and tell your cleaning, housekeeping, maintenance, and landscaping crews to report anything wet.
- Fix reported leaks promptly. EPA points out that fast repairs encourage people to keep reporting.
Also make sure each tenant knows where their suite’s shutoff valve is. If you want lease language that requires prompt leak reporting, ask your attorney to draft it.
Step 7: Write a Response Plan Before You Need One
When a pipe bursts at 2 a.m., nobody should be searching for the main valve. Put this in writing and share it with your maintenance team:
- A shutoff map showing the main valve, riser valves, and suite valves, with photos and labels on the valves themselves.
- A call list in order: maintenance lead, tenant contacts, your restoration company, your insurance contact.
- A tenant notification process so everyone hears from you first.
- A documentation routine covering timestamped photos and video, written notes, and copies of every invoice and message.
Then drill the first hour:
- Stop the water at the nearest valve, or the main if the source is unclear.
- Protect people from electrical hazards. If water is near panels, outlets, or equipment, shut off power to that area.
- Notify tenants and move people and valuables away from the affected area.
- Document everything before anything is moved.
- Call a restoration company for emergency water extraction and drying.
The clock matters. EPA says that if wet or damp materials are dried within 24 to 48 hours after a leak or spill, mold will not grow in most cases. Past that window, you may be looking at mold remediation on top of the water damage. If you want a sense of what a loss can cost, our guide to water damage restoration costs in Utah explains what drives the price.
Check Your Insurance Before a Loss
Policies differ a lot, so this is a conversation to have with your broker, not something to guess at. Ask them to confirm:
- Whether sudden leaks and gradual leaks are treated differently
- Whether sewer or water backup is covered, or needs an added endorsement
- Whether lost income or rent from tenants who can’t operate is covered
- Who is responsible for what when a tenant’s equipment or improvements are damaged
- What your deductible is for each occurrence
Keep your inspection records. Dated logs of walk-throughs, meter readings, and repairs show that you maintained the building, which can only help if you ever need to file a claim. This is general information, not legal or insurance advice.
A Simple Inspection Calendar
| How often | What to do |
|---|---|
| Daily | Walk public areas and mechanical rooms (EPA recommends daily tours) |
| Weekly | Check restroom and kitchen fixtures and vacant suites |
| Monthly | Compare meter readings and bills, check irrigation and grading |
| Quarterly | Check HVAC condensate lines and drain pans, water heaters, drains, and test leak sensors |
| Twice a year | Inspect roof, gutters, and drains |
| Yearly | Review the response plan, shutoff map, vendor contacts, and insurance coverage |
| About every four years | Do a full facility water-use assessment (EPA best practice) |
When to Call a Professional in Salt Lake City and the Wasatch Front
Prevention won’t catch everything. Call a professional right away if:
- Ceiling stains are spreading, or a musty smell shows up and you can’t find the source.
- Your meter test fails and your walk-through doesn’t turn up the leak.
- Standing water covers more than a small area, or it has reached more than one tenant space.
- The water is contaminated, such as a sewage backup.
- It’s after hours and you can’t reach your maintenance team.
Our water damage restoration crew provides 24/7 emergency water extraction, drying, and moisture documentation for commercial properties from Salt Lake City to Ogden. Documentation matters because your insurance company will want to see it.
Frequently Asked Questions
How do I check a commercial building for hidden water leaks?
Run a meter test during off-hours. Shut off all water-using equipment, make sure no one is using restrooms, and read the water meter. Read it again an hour later. If the reading changed significantly, there is likely a leak in the building or its supply lines. EPA also advises investigating if more than 10 percent of your water use can’t be accounted for.
How often should a commercial building be inspected for leaks?
EPA’s guidance calls for daily walk-throughs that include mechanical spaces, monthly checks of the water meter and bills, and a full water-use assessment about every four years. Roofs, gutters, and drains are commonly checked twice a year and after major storms.
What should I do first when a pipe bursts in a commercial building?
Shut off the water at the nearest valve or the main, turn off power to affected areas if water is near electrical equipment, notify tenants, take timestamped photos and video, and call a restoration company right away. Drying wet areas within 24 to 48 hours prevents mold in most cases, according to the EPA.
Are leak sensors and automatic shutoff valves worth it for a commercial property?
They are generally worth considering for equipment that runs unattended and for vacant or rarely visited spaces. EPA recommends failure abatement devices on major water-using equipment. They detect abnormal water flow and either alert staff or shut off the supply automatically.
Does commercial property insurance cover water damage?
It depends on the policy. Many policies cover sudden, accidental water damage but treat gradual leaks, flooding, and sewer backup differently, sometimes requiring added coverage. Ask your broker to confirm these points before a loss happens.
How fast does mold grow after a leak in a commercial building?
Mold can start growing if wet materials stay wet. EPA says drying wet or damp materials within 24 to 48 hours of a leak or spill prevents mold growth in most cases, which is why a fast response matters.
Final Thoughts
Commercial water damage is rarely a surprise in hindsight. The meter reading crept up, a ceiling tile was stained for weeks, or nobody knew where the shutoff was. The routine in this checklist is not complicated: measure, walk, inspect, add sensors, involve tenants, and write the plan down. Do those six things and the response plan becomes a document you rarely need.
Found a leak, or just want a second set of eyes on your building? Call (801) 750-2928 for 24/7 emergency help from our Salt Lake City and Wasatch Front team.
Related Reading on Our Site
- Commercial Cleaning Checklist for Utah Offices and Businesses
- How to Prevent Costly Water Damage (for residential properties)
Sources
EPA WaterSense, Getting Started (commercial buildings): leak share of facility water use, leak loss table, and tenant-engagement tips. EPA WaterSense at Work, Section 2.3, Leak Detection and Repair: meter test, 10 percent threshold, daily tours, failure abatement devices. EPA, A Brief Guide to Mold, Moisture and Your Home: 24 to 48 hour drying window, gutters, grading, and drain pans. All linked inline above.
