50 Daily Use Words in Facility Management Department You Must Know

 

In the dynamic field of Facility Management (FM), clear and accurate communication is critical. Whether you're managing building operations, security, maintenance, or vendor contracts, the right vocabulary helps you execute your job efficiently and professionally.

This blog outlines the top 50 daily-use terms in Facility Management—each with definitions, examples, and use cases. From engineers to admin heads, this list is a must-know resource for anyone working in operations, infrastructure, or property management.

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🧠 Why Vocabulary Matters in Facility Management

The Facility department interacts with vendors, employees, technicians, HR, compliance teams, and senior management. Using the right terms:

• Ensures tasks are understood correctly

• Enhances safety and SOP clarity

• Builds professionalism in reporting

• Speeds up issue resolution

• Supports audit and compliance readiness

Let’s dive into the essential 50 words you’ll encounter every day in Facility Management.

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✅ 50 Daily-Use Words in Facility Management with Meaning & Examples

#	Word	Meaning	Example
1	HVAC	Heating, Ventilation, and Air Conditioning	“HVAC servicing is scheduled for this weekend.”
2	AMC	Annual Maintenance Contract	“Renew the AMC for fire extinguishers.”
3	Access Control	Entry restriction system	“Access control logs are to be reviewed daily.”
4	Asset Management	Monitoring and control of physical assets	“Use asset tags for all IT equipment.”
5	BMS	Building Management System	“The BMS dashboard shows a fault in the chiller unit.”
6	Breakdown	Unexpected equipment failure	“There’s a breakdown in the diesel generator.”
7	Calibration	Measuring equipment accuracy	“Calibration of gas detectors is due.”
8	Checklist	Task completion sheet	“Fill the housekeeping checklist daily.”
9	Cleaning Roster	Cleaning duty schedule	“Update the pantry cleaning roster.”
10	Compliance	Following safety and legal rules	“Fire NOC is pending for compliance.”
11	Consumables	Short-term use items	“Pantry consumables like paper cups need refill.”
12	CCTV	Surveillance camera system	“CCTV backup is to be maintained for 30 days.”
13	Contractor	External service provider	“The lift contractor has been assigned for servicing.”
14	DG Set	Diesel Generator Set	“DG set is due for fuel top-up.”
15	Downtime	System/equipment non-operational time	“Server room AC had 1 hour of downtime.”
16	Elevator	Lift system	“AMC provider will audit all elevators next week.”
17	Energy Audit	Review of power consumption	“Conduct an annual energy audit of the premises.”
18	Escalation	Reporting an unresolved issue	“Escalate water leakage if not fixed in 4 hrs.”
19	Fire Drill	Emergency evacuation practice	“Next fire drill is on Friday at 4 PM.”
20	Fire Panel	Central fire alarm control board	“Check the fire panel for system health daily.”
21	Fixture	Fixed equipment like lights, fans	“Replace the restroom light fixture.”
22	Floor Plan	Building layout drawing	“Use the floor plan to identify emergency exits.”
23	Garbage Disposal	Waste collection & clearance	“Ensure regular garbage disposal after 7 PM.”
24	Generator	Backup power source	“Run the generator for 10 minutes every Sunday.”
25	Grease Trap	Wastewater filtering device	“The kitchen grease trap needs cleaning.”
26	Handyman	Skilled maintenance person	“Call the handyman for door lock repair.”
27	Housekeeping	Facility cleaning and upkeep	“Housekeeping staff rotation to be reviewed monthly.”
28	Incident Report	Written event log	“Submit an incident report for the glass breakage.”
29	Inventory	Stock record	“Stationery inventory is to be updated weekly.”
30	Janitor	Cleaning staff	“Janitor duty starts at 8 AM daily.”
31	Key Management	Lock/key tracking system	“Implement digital key management in server room.”
32	LED	Light Emitting Diode light	“Switch all office lights to LED bulbs.”
33	Lift License	Government permit to operate lift	“Lift license renewal due next month.”
34	MEP	Mechanical, Electrical & Plumbing	“MEP contractor will inspect the new site.”
35	MIS Report	Data-based summary for management	“Facility MIS report due on 1st of every month.”
36	Monthly Inspection	Routine check of premises	“Document the monthly inspection in Excel.”
37	MSDS	Material Safety Data Sheet	“Keep MSDS of all chemicals in janitor room.”
38	Occupancy Certificate	Legal usage permit for property	“Submit OC copy to the legal team.”
39	Parking Management	Vehicle space control	“Issue monthly parking stickers to employees.”
40	Pest Control	Insect and rodent treatment	“Pest control is due in pantry and basement.”
41	Preventive Maintenance	Scheduled repairs to prevent breakdown	“Schedule preventive maintenance of HVAC units.”
42	PPE	Personal Protective Equipment	“Technicians must wear PPE during DG servicing.”
43	Procurement	Buying materials or services	“Procurement of air purifiers for all floors needed.”
44	Recycling	Waste conversion process	“Initiate paper recycling for office waste.”
45	Relocation	Moving office/facility	“Relocation checklist to be prepared by admin.”
46	Restroom Hygiene	Washroom cleanliness protocol	“Check restroom hygiene checklist twice a day.”
47	Risk Assessment	Hazard identification	“Do a risk assessment of the electrical panel room.”
48	Safety Audit	Review of safety measures	“Conduct a quarterly safety audit.”
49	Signage	Informational signs in office	“Add emergency exit signage in the basement.”
50	Work Order	Official maintenance job instruction	“Issue a work order for window repairs.”

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📊 How to Use This Vocabulary

1. 🧾 Email & Reports: Use correct terms to communicate with vendors and management

2. 🛠 Technician Instructions: Standard terms avoid errors in repairs and servicing

3. 📋 SOP & Compliance: Accurate words in documentation meet audit expectations

4. 📞 Vendor Calls: Clarity on AMC, BMS, CCTV, etc., builds better vendor trust

5. 📚 Training Sessions: Great for new employee orientation or safety sessions

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💼 Roles That Use These Words Daily

• Facility Manager

• Admin Head

• Site In-charge

• Property Manager

• Technical Officer

• Security Supervisor

• Housekeeping Head

• AMC Coordinator

• Maintenance Engineer

• Vendor Manager

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🚀 Why You Should Master Facility Vocabulary

• Improves written & verbal communication

• Ensures clarity in compliance & inspection tasks

• Saves time during escalations

• Helps during vendor discussions and audits

• Boosts career confidence & growth

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