Planned Preventative Maintenance: What Your P&L Will Never Show You

Most landlords know their income to the penny. Far fewer know what’s quietly accumulating behind their walls, inside their plant rooms and underneath their flat roofs, until it’s too late to plan for it.

Commercial property is a long game. And the landlords who play it best aren’t just focused on rent rolls and yield, they’re thinking about what’s coming. Because in property, the costs that hurt most are the ones nobody planned for.

👉 The problem with reactive commercial building maintenance

When something breaks, you fix it. That’s understood. But the real risk isn’t the boiler that fails on a Monday morning, it’s the roofing membrane that’s been quietly degrading for four years, the cladding that doesn’t quite meet current fire compliance standards, or the M&E systems approaching the end of their serviceable life with no replacement budget allocated.

These aren’t dramatic failures. They’re slow ones. And without a planned preventative maintenance strategy in place, they’re almost always more expensive to address when they surface than they would have been to anticipate.

The buildings that perform best over time aren’t the ones with the highest rents. They’re the ones whose owners understood the full picture — and planned accordingly.

👉 What a PPM schedule actually gives you

A Planned Preventative Maintenance (PPM) plan also allows stakeholders to clearly see how annual service charge and maintenance funds are being allocated over the life of the building. By mapping anticipated repairs and lifecycle replacements over a 10–20 year period, it demonstrates why certain years may require higher expenditure than others for example, where major elements such as roofing, plant, or external decorations reach the end of their service life. This transparency supports informed budgeting, reduces the risk of unexpected costs, and provides a clear justification for fluctuations in annual service charge demands.

👉 Three questions worth asking about your asset today

• When did you last have an independent building condition survey carried out on your asset?
• Do you have a clear picture of your commercial property maintenance costs across the next 10 years?
• If a capex requirement emerged tomorrow, would you have the data to respond confidently?

If the answer to any of those is uncertain, it’s not a sign of poor ownership, it’s a sign that the right expertise hasn’t been applied yet. And that’s entirely fixable.

At TSP, we believe that understanding what you own, fully and technically, is the foundation of every good property decision.

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