Planned Preventative Maintenance
A structured five-to-ten year forward plan of works needed to keep a property in good order, with budget costs against each item. Replaces reactive expenditure with predictable, prioritised maintenance.
What a PPM plan is.
A Planned Preventative Maintenance plan, often shortened to PPM, is a forward-looking schedule of the works needed to maintain a building over the medium to long term. It is the operational counterpart to a Condition Survey.
Where a Condition Survey identifies what is currently wrong, a PPM plan sets out what will be required across the next five or ten years: the lifecycle of the roof, the next round of external decorations, the boiler replacements, the planned electrical re-test. Each item carries an indicative budget figure and a target year.
What’s included.
Forward schedule
Year-by-year programme of works for the agreed horizon.
Element lifecycles
Expected service lives for major elements, with replacement years.
Annual budget
Indicative cost per item, totalled per year.
Compliance calendar
Statutory tests, certifications and renewals, aligned to the maintenance schedule.
Capital reserves guidance
A reserves contribution figure, where the property is leasehold or jointly held.
Who uses PPM.
Freeholders & RMCs
Of mansion blocks and converted houses, particularly where Section 20 consultations are routine.
Family offices
Standardising the maintenance approach across a residential portfolio.
Owner-occupiers of large homes
Where the building is large enough that annual reactive spending is unsustainable.
Trustees
Holding property under formal stewardship and requiring a documented plan.
The process.
Audit
Inspection of the property and review of recent works, certificates and compliance documents.
Plan
A drafted schedule, with budget costs and target years.
Review
A working session with the client to test priorities and refine the budget profile.
Issue
Signed PDF, suitable for sharing with leaseholders, family-office staff or the principal.
Annual review
A short, light-touch update at twelve months, adjusting for what was done.
Buildings without a PPM tend to spend more, not less, over a ten-year cycle. The reason is that reactive expenditure carries a 20 to 40 per cent premium over planned work of the same scope.
Frequently asked.
Does a PPM plan replace a managing agent?
No. The PPM is the plan. A managing agent or property manager (which Ekron can also be, on a separate engagement) executes against it. The two complement one another.
How accurate are the costs?
They are budget figures, suitable for planning. They are not tender prices. We refine costs at the point each item is procured.
Will the plan satisfy a Section 20 consultation?
It is the right starting document. The Section 20 process requires its own steps, but the PPM provides the scope on which consultation can be built.
Can you run the plan after preparing it?
Yes, under our property and portfolio management engagement. Many clients begin with PPM and continue into stewardship.
How long does a PPM take to produce?
For a typical residential building, two to four weeks from inspection. Longer for very large or complex assets.
Other services our clients ask for.
Schedule of Condition
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Learn more →A plan you can actually plan around.
Tell us the building, the ownership structure and what is already documented. We come back the same working day with scope and timing.