Commercial LED Lighting Retrofit Planning Checklist

Use this worksheet to prepare a lighting upgrade for an office, store, warehouse, or other commercial property in Jacksonville and Northeast Florida. Bring it to your contractor walk-through so estimates address the same spaces and operating needs.

Business and property

Project contact

Site access contact

Target completion date

1. Define what a successful upgrade looks like

Choose specific outcomes and describe where they matter.

• Improve visibility in this area: __________________
• Reduce glare at this workstation or counter: __________________
• Make lighting appearance consistent across: __________________
• Address recurring lighting faults in: __________________
• Reduce unnecessary operating hours in: __________________
• Simplify opening and closing routines for: __________________

Top three priorities

Approval decision-maker

2. Build an inventory by area

Create one entry for each room or zone. Count only what you can observe safely; ask the contractor to identify equipment that requires opening fixtures or elevated access.

Area name

Approximate fixture count

Current equipment, if known

Normal occupied hours

Hours lights actually remain on

Reported problems

Access restrictions or ceiling-height concerns

• Include back rooms and support areas in the walk-through.
• Identify tenant and landlord approval responsibilities.
• Flag emergency and exit lighting for professional review.
• Identify areas that must remain operational during work.

3. Ask for a defined equipment proposal

• Proposed manufacturer and model are listed for each area.
• The proposal states what will remain, be retrofitted, or be replaced.
• Existing equipment compatibility is addressed by the contractor.
• Proposed light appearance and control behavior are described.
• Product warranty terms and service contacts are provided.
• Any sample installation and approval process are included.

Sample area

Sample review date

Reviewer and approved product/settings

Review the sample during normal use. Check the actual work surface, customer view, screen reflections, and neighboring areas—not just the fixture itself.

4. Write down how the controls should behave

The Department of Energy’s lighting controls resources emphasize defining objectives before selecting a system. Use everyday situations to make your expectations clear.

• Opening routine: __________________
• Normal occupied operation: __________________
• Closing routine: __________________
• After-hours employee or delivery access: __________________
• Manual override and return to normal settings: __________________
• Person responsible for future schedule changes: __________________

Ask how lighting controls will be checked alongside emergency and exit lighting requirements. Have the contractor demonstrate the agreed scenarios during handover.

5. Make savings projections reviewable

If an estimate includes projected energy savings, request its assumptions.

• Existing and proposed equipment power figures are documented.
• Annual operating hours and the source of those hours are stated.
• The electricity rate used is identified.
• Any assumed reduction in operating hours from controls is explained.
• Energy savings and estimated maintenance savings are shown separately.
• The proposal explains how results will be evaluated after installation.

Assumptions still needing verification

Do not treat a generic savings percentage as a measurement of your building. Product selection, operating patterns, and control settings affect the outcome.

6. Agree on installation and handover

• Confirm included areas, quantities, and exclusions.
• Approve shutdown windows and any after-hours work.
• Identify required access equipment and who supplies it.
• Confirm protection of merchandise, desks, and occupied spaces.
• Assign cleanup and removed-equipment disposal responsibilities.
• Confirm applicable permit and inspection responsibilities.
• Receive control instructions, product details, and warranty records.
• Walk every completed area and document unresolved issues.

Final walk-through date

Open items, owner, and due date

Plan your commercial lighting project

Bolt Electric provides commercial electrical services and lighting services in Jacksonville and Northeast Florida. Request an assessment or call (904) 701-3312 with your property details and priorities.