How to plan property maintenance: a practical guide

1. Establish a baseline asset register

Walk through the property and list what needs care: air-conditioning units, generator, water pumps and tanks, plumbing fixtures, electrical fittings, doors and locks, finishes, plants and outdoor areas. Record an asset identifier, location, make / model, condition observations, available OEM guidance and warranty papers. Mark unavailable information rather than guessing.

2. Record condition and existing contracts

Before setting a schedule, record what is already wrong and who is already responsible. Many properties have a generator service agreement, a lift contractor or equipment still under manufacturer warranty. Writing these down avoids overlap and protects warranties.

3. Set intervals from guidance and use — not habit

The right interval depends on the equipment and how hard it works. An AC unit running all day in a dusty season needs more frequent filter care than one used occasionally. Use manufacturer guidance as the starting point and adjust after a few visits.

• Frequent: cleaning, visual checks, filter care on heavily used units.
• Periodic: plumbing, electrical fittings, doors and joinery checks; plant care.
• As assessed: generator servicing and anything the manufacturer specifies by running hours.

4. Separate routine care from specialist work

Routine checks and minor repairs can sit in a regular plan. High-risk or specialist systems — high-voltage electrical, gas, lifts, fire systems, structural issues — belong with qualified appointed providers. A good plan names who handles each, and how access is coordinated. Generator care follows assessed equipment schedules and run hours through qualified appointed specialists. Cable-route tidying and labelling is coordinated with client IT; it does not include IT / network configuration or unauthorised live-system changes.

5. Agree what a fee does and doesn't cover

Be explicit about materials and parts, reactive call-outs, major replacements and full repainting. Daily housekeeping is separately staffed and priced. Limited wall preparation / touch-ups, minor repair labour, access and client approvals need explicit limits. Central plant / building systems remain with appointed specialists. Plant care should define health reviews, pruning / feeding and who waters; pest inspection and targeted treatment use competent providers when needed.

6. Set report frequency separately from site visits

Where included, a weekly care / status report records work completed, open issues, client approvals and upcoming visits. A more detailed monthly technical condition report and site assessment are provided where scoped. Visit and report frequency are agreed separately: a weekly report does not automatically mean a weekly engineer visit.

Condition records identify observations, open defects, completed work, priorities, ownership, required approvals and the next scheduled action. Agree the reporting cost and responsible coordinator; do not treat a report as statutory certification or a guarantee of uptime.

7. Review the plan

After the first few months, review what was found. Increase attention where issues keep recurring and reduce visits where nothing changes. A plan should follow the property, not the other way round.

A quick checklist

• Asset list with locations, ages and manuals
• Existing contracts and warranties noted
• Intervals set from guidance and actual use
• Specialist providers named for high-risk systems
• Clear boundaries on parts, call-outs and replacements
• Separate visit and report schedules, with scoped reporting cost
• Open issues, ownership, approvals and next actions recorded
• A review date in the calendar

Want help putting a plan together? See property care plans or planned maintenance.