Method
This report collates published UK figures on planned preventive maintenance against reactive repair. It contains no client data and no modelled outcomes of our own. Percentages are as reported by the named publishers; ranges are wide because estate age, asset criticality and starting condition vary enormously.
What the published data shows
| Measure | Reported figure | Source basis |
|---|---|---|
| Emergency and unplanned callout labour premium | 40 – 60% above standard rate[1] | — |
| Saving from scheduled maintenance | 25 – 40% of maintenance spend[2] | — |
| Major repairs prevented by scheduling | 85% reported[2] | — |
| Reduction in total maintenance spend over 3 years with PPM | 30 – 70%[3] | — |
| UK facilities managers citing reactive spend as their biggest cost driver | 68%[3] | — |
| Hard services cost basis for planning the switch | £6 – £11 per sq ft[4] | — |
How to model the switch on your own estate
- Pull twelve months of reactive invoices and separate labour, parts and out-of-hours premium. The premium line is the prize.
- Count repeat visits to the same asset. Two or more in a year is a planned-maintenance candidate, not a repair problem.
- Price the statutory calendar separately: it is happening either way, so it belongs in the baseline, not the saving.
- Add the cost of disruption — closed floors, lost trading hours, tenant complaints — which rarely appears on an invoice.
- Model in three years, not one. Published reductions of 30–70% are reported over a three-year programme, not a single budget cycle.
Planned maintenance is not cheaper in month one. It converts unpredictable emergency spend into a budgeted programme, and the saving accrues as failures stop repeating.
Frequently asked questions
Is planned maintenance cheaper than reactive maintenance?
Over a full programme, published UK figures report 25–40% lower total maintenance spend, and 30–70% reductions over three years where reactive work previously dominated. In the first months, costs usually run level while the backlog clears.
How much more does an emergency callout cost?
Typically 40–60% above the same contractor's standard rate, because you are paying for availability as well as time.
Sources
- [1] Office Mango, 2026. Planned preventive maintenance cost UK: PPM vs reactive
- [2] Upkeep, 2026. Scheduled property maintenance saves UK owners money
- [3] 3COL, 2026. Planned vs reactive maintenance London
- [4] Priority First, 2026. Facilities management cost per square foot UK