Planned Preventative Maintenance Surveys Hampshire & London

Every commercial building deteriorates over time. Roofs fail. Services age. Structures settle. The question isn’t whether maintenance will be required — it’s whether you’ll be ready for it when it arrives.

Reactive maintenance — fixing things when they break — is almost always more expensive than planned, proactive intervention. An unplanned roof failure at the wrong time can mean emergency contractors, business disruption, damage to contents, insurance claims and unhappy tenants. A planned programme of maintenance means none of that. It means control.

Our Planned Preventative Maintenance (PPM) surveys give you a clear, independent assessment of your building’s current condition and a structured forecast of the maintenance expenditure you’re likely to face over the next 5, 10, 20 or 25 years — element by element, year by year. So you can plan. Budget. Act at the right time. And avoid the expensive surprises.

Specialisms

• Planned Preventative Maintenance (PPM) Surveys

  These can be instructed to give an elemental understanding of future maintenance liabilities of your properties over the next 5 – 25 years.

• Condition Surveys

  A standalone condition survey gives you a point-in-time assessment of the current state of your property, with no long-term forecasting. This is the right instruction when you want to understand immediately what work is required — for example, before re-letting a vacant property, before agreeing a lease renewal, or following a change of ownership.

• Defect Surveys

  Where there is a specific issue — a recurring leak, a structural crack, unexplained movement, a failing M&E system — our surveyors carry out a focused investigation to diagnose the cause, assess the extent and recommend appropriate remedial works. We prepare a clear, technically sound report that gives you what you need to brief a contractor, resolve a dispute or approach an insurer.

  We also carry out drone-assisted inspections of roofs and high-level elements for defect investigations — particularly useful where access is difficult or there is concern about a specific area of the roof covering or parapet.

• General advice

  Not sure what you require?

  No problem, get in touch with us and we would be happy to have an informative chat to understand and assist you.

How much do we charge?

Want to understand how much are services cost without speaking to anyone? No problem, we have created a quick and easy calculator tool to get an estimate of our fees for the main services we offer.

Simply select the service and the size of the property in the form below, to get a quick estimate.

What does a PPM report contain?

Our reports are structured to give you both the big picture and the granular detail you need to act on findings. A typical PPM report includes:

• A photographic condition survey of all building elements — roof, structure, external fabric, internal fabric, mechanical and electrical services, external areas and boundaries
• An elemental condition rating for each item, from ‘good’ through to ‘urgent’
• A prioritised schedule of recommended maintenance works, categorised by urgency
• A cost plan projecting expenditure over your chosen forecast period — typically presented as Year 1, Years 2–5, Years 6–10 and beyond
• Compliance observations — noting any areas where regulatory requirements may not currently be met
• A summary dashboard giving a headline overview of the maintenance profile, suitable for board or management reporting

Reports are delivered in a clear, accessible format — not designed to sit in a drawer, but to be used. We’re also happy to discuss the findings with you and your team, walk through priorities and help you develop a maintenance strategy that works for your asset and your budget.

PPM vs reactive maintenance — the real cost difference

Studies consistently show that planned maintenance costs significantly less than reactive maintenance for equivalent works. Emergency call-outs carry premium rates. Delays caused by emergency works can affect tenants. Water ingress through a failing roof that wasn’t on anyone’s radar can cause damage to M&E, ceilings, floors and contents that far exceeds the cost of the repair itself.

A PPM programme doesn’t eliminate all surprises — but it dramatically reduces their frequency and severity.

Using PPM reports to set and justify service charges

For landlords of multi-let commercial properties — offices, retail parks, industrial estates — a PPM report is one of the most useful tools available for setting and defending a service charge budget.

Under the RICS Service Charge Code, landlords and managing agents are expected to maintain buildings proactively and to be able to justify the expenditure they recover through service charge. A PPM survey provides the independent, evidenced foundation for that justification — making it straightforward to explain to tenants why a particular budget has been set, and to demonstrate that it reflects genuine, professionally assessed requirements rather than arbitrary estimates.

We regularly work alongside property managers and asset managers to provide PPM surveys that feed directly into service charge budget-setting and long-term maintenance planning.

How long does a PPM survey take?

For a single commercial building of typical size, the physical survey is usually completed within a day, and the report delivered within 10–15 working days. For portfolio instructions — where we survey multiple properties under a single programme — we agree a phased inspection and reporting schedule at the outset to ensure the output is delivered in a format that’s usable for your planning and budgeting cycle.

If you have a board deadline, a budget cycle or a transaction timeline to work to, tell us at the outset and we’ll structure our delivery accordingly.