Planned maintenance

Planned preventative maintenance

Stay on top of your property with planned preventative maintenance and keep issues to a minimum. Contact us now to take advantage of this service. 

Updated 6th January 2025

What is planned preventatative maintenance (PPM)?

Planned preventative maintenance (PPM) refers to regularly scheduled upkeep plans that aim to avoid commercial property damage. Regular maintenance is important to ensure your space remains in good condition and appearance while operating efficiently. Failure to utilise this practice may lead to issues that endanger occupiers.

Who arranges a PPM report?

It is the duty of the landlord to appoint the firm that will carry out this service. The PPM report will then be completed by a RICS-accredited surveyor who will identify repair needs, estimate costs and provide accurate timeframes. 

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Our team of building consultants provide a range of commercial property solutions, from specialist building surveys to architecture and education funding application support. Speak to one of our experts to find out how we can help you deliver your objectives. 

Examples of planned preventative maintenance

There are many elements to consider when you are creating a PPM schedule. Some examples include:

Roof inspections

Identify potential issues like leaks, damaged tiles or blocked gutters and complete repairs before they escalate.

Window and door checks

Making sure your doors and windows are functioning properly can help improve your building’s energy efficiency and security. 

Fire and safety system reviews

Check fire alarms, sprinkler systems, emergency lighting and extinguishers to ensure they are operational during an emergency. This can also make sure you are compliant with safety regulations.

Electrical system examinations

Reduce the risk of outages, fires and equipment failure by checking your wiring, outlets and circuit breakers.

What are the benefits of planned preventative maintenance?

Using planned preventative maintenance presents many benefits, including the following:

  • Plan ahead – Proactively identify and address issues before they become larger problems that lead to costly repairs and downtime
  • Risk management – Protect the building, tenants and your business by mitigating potential risks
  • Decay protection – Prevent property and asset deterioration and extend their lifespans
  • Stop repeat issues – Address underlying concerns to stop the recurrence of snags, which can be extremely frustrating
  • Remain compliant – Make sure you operate in line with relevant health and safety and building codes to avoid penalties

How do I get a PPM report?

Getting in touch with us is one of the easiest ways to get a planned preventative maintenance report. We can deliver carefully devised plans for your property, and work on behalf of agents and owners to ensure the building’s condition and value is preserved over a period of time (usually five to 20 years).

Following an initial chat, we will arrange a free consultation to learn more about your space. During the meeting, you can ask questions, and we will provide a quote.

Experts in commercial property

Contact our team of leading auctioneers, property agents, and RICS-qualified surveyors today.

Why should I choose Eddisons for a PPM report?

Our knowledge in this area is extensive across all sectors. This ensures that you can receive the most efficient and effective plan of action to protect your assets. Some other reasons you can trust us include:

Schedule a PPM report now

We are ready to create a bespoke PPM schedule for you. Get in touch by calling 0800 051 2593 or completing the form below. Be sure to read more about our work to see how we have helped others in the past. 

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Frequently asked questions about planned preventative maintenance

Is planned preventative maintenance a legal requirement?

PPM is not a legal requirement. However, some elements included in a PPM schedule must be serviced regularly under the Health and Safety at Work Act (1974). This includes electrical and mechanical systems. 

Having a PPM strategy in place ensures these features are not missed and you remain compliant with your industry’s standards.

How are PPM schedules created?

After you have contacted us and told us about your needs, we will follow this process to create your PPM schedule:

  1. Assess your premises and identify the assets that need to be maintained
  2. Determine the tasks that need to be performed on each asset
  3. Establish the frequency of each task, such as weekly, monthly or annually
  4. Assign a relevant expert to complete the work

What are the main PPM challenges?

A lack of resources, poor data collection, inability to keep up to date with the PPM schedule and communication issues are common challenges you may face. Fortunately, hiring a firm like Eddisons to assist you can make the process significantly easier.

What are the other property maintenance strategies?

There is no guarantee that PPM schedules will completely eradicate issues, so you should be prepared to use the following strategies too:

  • Reactive – Fix a problem as soon as it arises
  • Condition-based Monitor the condition of an asset and perform maintenance tasks only when necessary

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