%402x.svg){kind=icon}
A planned preventative maintenance schedule — commonly referred to as a PPM — is a structured programme of routine maintenance designed to keep a building in good condition, reduce long-term costs, and ensure compliance with statutory obligations. At Bemerton Consulting, our RICS Chartered Building Surveyors in Liverpool prepare tailored PPM schedules for commercial and residential property owners, landlords, and facilities managers across the North West.
Effective PPM management is the difference between reactive maintenance — dealing with problems as they arise — and a proactive approach that extends asset life, controls costs, and protects property value. Whether you manage a single commercial unit or a portfolio of properties, a professionally prepared PPM schedule provides the framework for structured, budgeted maintenance over the medium to long term.
A PPM schedule sets out a programme of planned maintenance activities over a defined period — typically five to ten years. It identifies every building element that requires regular inspection, maintenance, or replacement, along with estimated costs, recommended timings, and priority levels. The schedule is based on a detailed condition survey of the property, carried out by a RICS Chartered Building Surveyor who assesses the current state, remaining life expectancy, and maintenance requirements of each element.
PPM schedules can be prepared as standalone documents or as part of a broader building survey or acquisition due diligence exercise. They are used by landlords, property managers, facilities teams, housing associations, and commercial occupiers to plan and budget for maintenance works across the lifecycle of a building.
A comprehensive PPM schedule covers all principal building elements and services. Externally, this includes the roof coverings and flashings, rainwater goods, external walls, pointing and brickwork, windows, external doors, and external decorations. Internally, the schedule addresses floor finishes, wall surfaces, ceilings, internal joinery, decorations, and any specialist finishes or features.
Building services form a critical part of any PPM maintenance programme. This includes heating and ventilation systems, electrical installations and distribution boards, plumbing and sanitary fittings, fire alarm and detection systems, emergency lighting, lift installations, and any other mechanical or electrical services. For each element, the schedule identifies the current condition, the recommended maintenance intervention, the frequency of inspection or servicing, and the estimated cost.
External areas and site elements — car parks, boundary walls, fencing, drainage, and landscaping — are also included where they form part of the property owner's maintenance responsibility.
The benefits of structured PPM management extend well beyond keeping a building in reasonable condition. A well-executed maintenance programme delivers measurable advantages across several areas.
Cost control is the most immediate benefit. Planned maintenance is consistently cheaper than reactive repair. Replacing a section of roof flashing before water ingress occurs costs a fraction of the remedial works needed once water has penetrated the building fabric, damaged insulation, and caused internal decoration failures. PPM schedules allow property owners to forecast expenditure accurately and avoid the budget shocks that come with unplanned emergency repairs.
Asset preservation is equally important. Commercial property is a capital asset, and its value is directly linked to its condition. A property with a documented maintenance history and a current PPM schedule commands higher rental values, attracts better quality tenants, and achieves stronger sale prices. Conversely, deferred maintenance accelerates deterioration and erodes value over time.
Regulatory compliance is an increasingly significant driver of PPM maintenance. Building owners and responsible persons have legal obligations under the Regulatory Reform (Fire Safety) Order 2005, the Building Safety Act 2022, the Electricity at Work Regulations 1989, and various other statutory instruments. A PPM schedule ensures that statutory inspections, tests, and maintenance tasks — such as fire alarm testing, emergency lighting checks, electrical periodic inspections, and legionella risk assessments — are carried out at the required intervals and properly documented.
Dilapidations liability management is a further consideration for commercial tenants. Under most commercial leases, tenants are obligated to maintain the property in good repair throughout the lease term. A PPM schedule helps tenants manage their ongoing maintenance obligations and avoid the accumulation of a large dilapidations liability at lease end. For tenants who commissioned a schedule of condition at lease commencement, the PPM provides a practical framework for maintaining the property to the required standard.
Bemerton Consulting's approach to PPM services follows a structured methodology designed to produce practical, actionable maintenance plans.
We begin with a detailed condition survey of the property, inspecting all accessible building elements and services. The survey assesses the current condition, identifies defects and areas of concern, and estimates the remaining useful life of each element. For larger or more complex properties, we may also review existing maintenance records, service contracts, and compliance documentation.
From the survey findings, we prepare the PPM schedule itself. Each maintenance task is assigned a priority level, a recommended frequency, a target year for completion, and an estimated cost. Tasks are categorised by building element and can be filtered by urgency, cost, or compliance requirement. The schedule is presented in a clear, accessible format — typically a spreadsheet or database — that can be used directly by the client's property management or facilities team.
We also provide a summary report highlighting the key findings, the total projected maintenance expenditure over the schedule period, and any items that require immediate attention. For portfolio clients, we can produce consolidated reports across multiple properties with comparative analysis and prioritisation.
PPM schedules are relevant to a wide range of property owners and occupiers. Commercial landlords use them to protect asset value, plan capital expenditure, and demonstrate due diligence to tenants and investors. Facilities managers rely on PPM schedules to structure their maintenance programmes and manage contractor procurement. Housing associations and social landlords use them to plan stock condition programmes and meet regulatory requirements. Commercial tenants with repairing obligations use PPM schedules to manage their lease liabilities and avoid end-of-term dilapidations claims.
We prepare PPM schedules for all types of commercial and residential property, including offices, retail premises, industrial units, warehouses, mixed-use developments, residential blocks, and heritage buildings. Our experience across Liverpool, Merseyside and the North West means we understand the local construction types, common defect patterns, and regulatory context that inform effective maintenance planning.
The cost of a PPM schedule depends on the size, complexity, and type of property. For a standard commercial unit, fees for the condition survey and PPM preparation typically range from £1,000 to £3,000 plus VAT. Larger properties, multi-site instructions, or buildings with complex mechanical and electrical services will cost more. The fee represents a small fraction of the maintenance expenditure it helps to plan and control — and a fraction of the cost of reactive repairs and emergency works that result from deferred maintenance.
Contact our team for a tailored quote based on your specific property and requirements.
PPM stands for planned preventative maintenance. In property management, a PPM schedule is a structured programme of routine maintenance tasks designed to keep a building in good condition, extend the life of its components, and ensure compliance with statutory obligations. It sets out what maintenance is needed, when it should be done, and how much it will cost.
A PPM schedule should be reviewed annually to account for completed works, changes in building condition, and any new regulatory requirements. A full resurvey and schedule update is typically recommended every three to five years, or following significant building works or changes of use.
Planned maintenance is carried out on a scheduled basis before failure occurs — for example, replacing roof coverings at the end of their expected life. Reactive maintenance responds to failures after they happen — for example, repairing a roof leak. Planned maintenance is consistently more cost-effective, causes less disruption, and preserves building condition more effectively than a reactive approach.
Yes. Commercial tenants who maintain their property in accordance with a PPM schedule are far less likely to face a large dilapidations claim at lease end. The PPM provides a documented record of maintenance carried out during the lease term and ensures that the property remains in the condition required by the repairing covenants. Learn more about dilapidations and how to protect your position.
Yes. We prepare PPM schedules for residential blocks, housing association stock, and private residential properties. The principles are the same — structured maintenance planning to control costs and maintain condition — although the specific elements and compliance requirements may differ from commercial property.
Contact our team today to discuss your planned preventative maintenance requirements. We serve clients across Liverpool, Merseyside and the North West.
%402x.svg){kind=small}
Suite 119, The Cotton Exchange Bldg, Old Hall St, Liverpool L3 9LQ
Phone: 0151 559 2760
%402x.svg){kind=icon}
%402x.svg){kind=icon}