Start with an asset register that people can use
Give each asset an identifier, location, description, manufacturer information and a named owner. Record warranty constraints and the service history you actually possess. Group assets by system, but keep enough detail to identify what a contractor worked on.
Flag inaccessible, unidentified and out-of-service assets. They still need an owner and a decision; removing them from a spreadsheet does not resolve the operational issue. Distinguish building equipment from occupier-owned equipment so both teams know their boundaries.
- Asset ID, location and system
- Ownership, condition and known defects
- Manuals, warranty and service history
- Access limitations and missing information
Schedule tasks from risk and applicable requirements
Use competent assessment to determine which activities apply to each asset. HSE equipment guidance points to risk assessment and manufacturer recommendations when deciding inspections. Maintenance tasks, inspections and examinations serve different purposes; record them separately rather than treating one completed visit as evidence of all three.
An annual visit is not a universal rule for every building system. Check the applicable requirements, the environment, asset use and failure consequences. In particular, HSE explains that portable appliance testing is not automatically required every year. Record the reason for the chosen interval and review it when conditions change.
- Task purpose and applicable basis
- Interval and reasons for the interval
- Competence and access requirements
- Review triggers after a fault, change or incident
Prepare the work and capture usable evidence
Before a visit, agree the asset list, site access, isolation arrangements and any permits needed. Coordinate tasks with occupiers so an inspection is not marked complete when the contractor could not reach the equipment.
The job record should identify the asset, date, task performed, findings and follow-up. A visit invoice is commercial evidence, but it may not show what was inspected or whether a defect remains. Keep certificates and reports linked to the relevant asset rather than in an unsearchable email trail.
- Access and safe-work arrangements agreed
- Asset-specific completion notes
- Reports and certificates linked to the job
- Defects assigned a priority and an owner
Manage overdue work and follow the defects through
Report tasks that are overdue, deferred, inaccessible or incomplete as separate states. Include the reason, interim action, approval required and next step. An overall completion percentage can hide a small number of high-consequence items.
Use repeat faults and repair expenditure to review the plan. Decide whether an asset needs more investigation, different maintenance or replacement planning. Keep reactive repairs alongside PPM records so the estate manager can see recurring issues instead of approving each callout in isolation.
- Risk-sensitive overdue report
- Recommendations and approval status
- Repeat faults and unresolved actions
- Review of the asset register after changes
What to send when requesting a PPM quotation
Send the current asset register, latest task schedule, accessible service records and known backlog. Add site opening hours, restrictions and the extent of client versus landlord control. Ask the bidder to identify missing information and price survey or mobilisation work separately.
Compare what the quotation includes: labour, planned visits, access equipment, specialist activities, reporting and defect recommendations. A PPM fee is not necessarily a repairs budget or an asset-replacement allowance.
- Assets and task schedule
- Access, operating hours and permit needs
- Known gaps and inherited backlog
- Planned work versus repair allowances
Sources and editorial responsibility
This is company-published buyer guidance. Official sources support the context, not an endorsement, accreditation or a claim that we inspected your premises. Use competent advice for the specific building and work involved.
- HSE: Maintenance of work equipment
- HSE: Inspection of work equipment
- HSE: Portable appliance testing questions
We have a commercial interest in FM enquiries. Read our editorial standards or send a correction.