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Planned Preventative Maintenance (PPM) for Commercial Buildings

Planned preventative maintenance (PPM) services designed to keep heating and building systems reliable, compliant, and operational across commercial properties.

We work with facilities managers, landlords, and businesses to deliver structured maintenance programmes that reduce breakdowns, control costs, and support long-term asset performance.

  • Commercial PPM services tailored to your buildings
  • Multi-site and portfolio support
  • Compliance-led maintenance planning
  • Clear reporting and documentation

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    What Planned Preventative Maintenance Covers

    Planned preventative maintenance is the structured inspection, servicing, and upkeep of building systems to prevent faults before they cause disruption or failure.

    Our PPM services typically cover: 

  • Scheduled inspections and servicing
  • Identification of early-stage faults
  • Planned repairs to prevent breakdowns
  • Asset condition reporting
  • Compliance-related maintenance tasks

    PPM is designed to reduce reactive callouts, extend equipment lifespan, and support predictable maintenance budgets.

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    Who Planned Preventative Maintenance Is For

    Our PPM services are suitable for organisations responsible for maintaining safe and reliable building systems, including: 

  • Facilities Management companies 
  • Commercial landlords and managing agents 
  • Offices, retail, and mixed-use buildings
  • Schools, care settings, and public-sector properties 
  • Housing associations and local authorities (PPM as Awaab Law
    compliance infrastructure)
  • Businesses operating across multiple sites 


    • We tailor PPM schedules to suit the operational needs, occupancy levels, and compliance requirements of each property.

    How Our PPM Service Works

    Our planned preventative maintenance service is built around consistency, visibility, and accountability.

    The process typically includes:

    Initial assessment of systems and assets

    Initial assessment of systems and assets, typically delivered within 5 working days of engagement

    Creation of a structured PPM schedule

    Creation of a structured PPM schedule, mapped against compliance obligations including F-Gas, legionella, and gas safety

    Planned site visits at agreed intervals

    Planned site visits at agreed intervals, with engineer assignment held consistent across visits

    Clear reporting on asset condition and risks

    Clear reporting on asset condition and risks, issued digitally on completion of each visit

    Recommendations for repairs or improvements

    Recommendations for repairs or improvements, prioritised by compliance risk and operational impact

    Where issues are identified, repairs can be planned in advance rather than handled as emergencies.

    Systems Included in PPM Programmes

    PPM programmes can be structured to cover a range of building systems, including:

    Commercial boiler and heating systems

    HVAC and air conditioning equipment

    Associated mechanical plant

    Safety-critical components

    Maintenance scope is agreed upfront to ensure clarity and consistency across all sites.

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    Compliance, Risk & Documentation

    Planned preventative maintenance plays a key role in meeting legal and safety obligations.

    Our PPM services support:

    • Compliance with relevant regulations
    • Reduced risk of system failure
    • Documented maintenance records
    • Audit-ready reporting for landlords and FM teams


      • All work is carried out by qualified engineers, with clear documentation provided for records and inspections.

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    VHL Mechanical PPM Contracts At A Glance

    • Compliance with relevant regulations 100% CP12 compliance rate across active social housing contracts
    • 99% emergency attendance within four hours
    • 90-minute average emergency response across Greater London
    • Digital reporting issued at the point of work, accessible to landlord teams
    • Multi-site PPM contracts across housing, commercial, education and care sectors

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    Areas We Cover

  • West London: Ealing, Hillingdon, Uxbridge, Harrow, Wembley, Brentford, Acton, Southall, Hayes, Ruislip
  • North London: Barnet, Enfield, Haringey, Islington, Camden, Hampstead, Finchley, Edgware, Tottenham
  • Central London: Westminster, Kensington, Chelsea, Mayfair, Paddington, Marylebone, Pimlico, Waterloo, Lambeth
  • East London: Ilford, Stratford, Hackney, Tower Hamlets, Romford, Barking – Walthamstow
  • South London: Croydon, Bromley, Lewisham, Greenwich, Wandsworth, Merton

    Same-day and next-day appointments available across all areas.

    • Call 0208 102 9898

    Planned Preventative Maintenance FAQs

    What is the difference between PPM and reactive maintenance?

    PPM focuses on planned servicing and inspections to prevent faults, while reactive maintenance responds to breakdowns after they occur.

    How often should planned preventative maintenance be carried out?

    Frequency depends on system type, usage, and compliance requirements. We tailor schedules to suit each building.

    Does VHL's PPM service include Awaab's Law compliance support?

    Yes. For housing association and local authority contracts, PPM scheduling is built around Awaab’s Law Phase 2 timeframes including the 24-hour response requirement for emergency hazards. Documentation is structured for regulatory audit.

    How quickly can VHL set up a PPM contract?

    Initial site assessment typically within 5 working days, with the structured PPM schedule and first scheduled visits live within 4-6 weeks of engagement, depending on portfolio size and complexity.

    Can PPM be set up for multiple sites?

    Yes. We support multi-site and portfolio PPM programmes for facilities managers and landlords.

    Related Services

    Commercial boiler repair

    View Service

    Emergency boiler repair

    View Service

    Boiler servicing

    View Service

    Book Your Repair or Request a Maintenance Quote

    Need urgent help? Or want to prevent the next failure?


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