In short
Planned preventive maintenance, often called PPM, is a schedule of inspections, servicing and upkeep designed around a property's assets and risks. Peachtree Maintenance helps landlords, agents, HMO operators and commercial clients coordinate recurring work in London and across the UK. A contract sets out the agreed tasks, visit arrangements, reporting and exclusions rather than assuming every possible repair is included.
Supporting duties without replacing them
Planned maintenance can help landlords organise repairs and keep evidence of action, including work relevant to section 11 repair duties and housing fitness obligations in England. It does not remove responsibility for responding to new defects, and a scheduled visit should never be used to postpone an urgent safety issue.
Different systems have different inspection, servicing and certification requirements. Gas safety, electrical safety and fire precautions cannot be reduced to one universal annual visit. The calendar should distinguish statutory requirements from manufacturers' recommendations, risk-based checks and optional upkeep, with the applicable rules checked for the property type.
Commercial premises, HMOs and shared buildings can involve several responsible parties. Record who commissions work, controls access, approves remedial tasks and retains documents. A contractor's attendance is not evidence that every legal duty for the building has been satisfied.
Build the programme around the property
Start with the buildings and assets actually under management. Identify communal areas, roof drainage, water systems, heating equipment and safety installations, then review available records and known defects. A contract based on incomplete asset information can miss important tasks or duplicate work already managed by a freeholder or another contractor.
Intervals should reflect exposure, use, condition and relevant guidance. A building beneath trees may need a different gutter-clearing plan from an unobstructed site. Seasonal checks can prepare for cold weather or identify drainage problems, but safe access and any equipment needs must be considered before visits are scheduled.
Keep planned visits and reactive repairs distinct
A useful agreement states what happens when a visit identifies a defect. Define any authorisation limits, the process for quotations and the handling of urgent findings. Clarify whether materials, access equipment, remedial work and out-of-scope attendance are included or require separate approval. This makes the contract easier to administer without suggesting unlimited cover.
Peachtree uses job-level records so completed work, missed access and outstanding actions remain visible. Digital certificates and reports support the compliance calendar where relevant, while photo evidence on every job provides context. Monthly consolidated invoicing for agents simplifies administration while preserving the detail needed to allocate work to each property.
How it works
- 01
Review assets and records
Confirm the portfolio, areas of responsibility, existing documentation and known defects. Identify missing information that could affect the planned maintenance scope.
- 02
Agree the schedule
Set tasks, intervals, access arrangements, reporting and exclusions. Assign responsibility for due dates and define how specialist inspections and remedial approvals will be handled.
- 03
Deliver planned visits
Coordinate attendance through one point of contact, complete the agreed tasks and flag findings that need urgent action or separately authorised repairs.
- 04
Review and adjust
Share records, track outstanding actions and review recurring defects. Update the programme when occupancy, assets, condition or applicable requirements change.
Frequently asked questions
01What is included in a planned maintenance contract?
Only the tasks and services stated in the agreement. These might include seasonal checks, gutter clearing, servicing coordination and reporting. Confirm whether consumables, replacement parts, specialist access and remedial work are included. A written schedule is more useful than a broad promise to maintain everything.
02Does a maintenance contract cover emergency repairs?
Not automatically. Planned work and reactive attendance should be described separately, including how urgent faults are reported and authorised. Do not assume emergency availability or a particular attendance time unless expressly agreed. Immediate danger should be handled through the appropriate emergency route.
03How often should planned maintenance take place?
There is no single interval suitable for every asset. Use applicable legal requirements, manufacturers' instructions, risk assessments and the building's condition and use. Review the schedule when repeated defects, changes in occupation or new equipment suggest the existing frequency is no longer appropriate.
04Will you manage our compliance calendar?
The agreed service can record relevant dates and coordinate included appointments. First confirm the documents available, the duty holder and who must approve work. A calendar reminder does not replace a completed inspection or certificate, and outstanding remedial actions need their own tracking.
05Can letting agents receive one monthly invoice?
Monthly consolidated invoicing for agents can bring agreed jobs together for administration. Supporting job records should still identify the property, work completed and any outstanding actions. Agree reference requirements and approval arrangements at the outset so landlord reporting remains clear.
06Can an existing portfolio join without complete maintenance records?
Yes, but missing information needs to be identified rather than assumed. Review available certificates, service histories and asset details, then agree any baseline inspections needed. The initial programme may need adjustment as condition and responsibility become clearer, particularly in shared buildings.
Last reviewed 20 October 2026. General information, not legal advice.