Planned & Reactive Maintenance - Explained

Effective planned and reactive maintenance is essential to protecting your building, controlling costs, and ensuring residents’ safety and comfort. A balanced maintenance strategy helps prevent avoidable issues while ensuring prompt response when unexpected problems arise.

We take a proactive, structured approach to maintenance, combining forward planning with efficient day-to-day issue resolution.

What Is Planned Maintenance?

Planned maintenance involves scheduled works and long-term planning to keep a building in good condition and prevent costly failures.

It focuses on anticipating issues before they become emergencies and spreading costs sensibly over time.

Typical planned maintenance includes:

• Roof inspections and repairs

• External fabric works

• Internal communal area refurbishment

• Lift servicing and major overhauls

• Fire safety works

• Mechanical and electrical servicing

• Cyclical redecorations

Benefits of Planned Maintenance

A strong planned maintenance strategy helps to:

• Extend the life of the building and key assets

• Reduce costly emergency repairs

• Improve budgeting and service charge stability

• Support compliance with health & safety legislation

• Protect property values

• Improve resident satisfaction

Well-maintained buildings are also more attractive to insurers, lenders, and prospective buyers.

What Is Reactive Maintenance?

Reactive maintenance covers unplanned repairs and urgent issues that arise during day-to-day occupation of a building.

This includes:

• Leaks and water ingress

• Electrical failures

• Heating and hot water breakdowns

• Security issues

• Storm damage

• Emergency health & safety matters

Our priority is to respond quickly, manage risk, and resolve issues efficiently.

Our Approach to Reactive Maintenance

When issues are reported, we ensure:

• Prompt assessment and prioritisation

• Use of approved, qualified contractors

• Clear communication with residents

• Emergency attendance where required

• Cost control and authorisation in line with the lease

• Full records of works and expenditure

We aim to minimise disruption while ensuring repairs are carried out safely and properly.

Planned Maintenance & Service Charge Planning

We support clients with:

• Planned Maintenance Programmes (PMPs)

• Long-term maintenance planning

• Reserve and sinking fund forecasting

• Budgeting for future major works

• Clear service charge explanations

This ensures leaseholders understand what works are planned, when they are likely to happen, and how they will be funded.

Major Works & Section 20 Consultation

Where significant works are required, we manage the full Section 20 consultation process, including:

• Issuing statutory notices

• Obtaining competitive tenders

• Analysing contractor proposals

• Advising on scope, cost, and value

• Managing contractor appointment and works delivery

Our role is to ensure legal compliance while achieving value for money.

Contractor Management & Quality Control

We only work with contractors who meet strict standards, including:

• Appropriate insurance cover

• Health & safety compliance

• Relevant qualifications and experience

• Proven track record in residential buildings

We monitor works on site and address issues promptly to ensure standards are maintained.

Health, Safety & Compliance

Maintenance is closely linked to compliance. We ensure works are aligned with:

• Fire safety requirements

• Health & safety legislation

• Asbestos management plans

• Building Safety Act obligations (where applicable)

This reduces risk to residents and protects the RTM company, freeholder, or management company from liability.

Transparency for Leaseholders

We believe leaseholders should have clear visibility over maintenance matters, including:

• What work is planned and why

• How costs are calculated

• How to report issues

• Timescales for repairs

Clear communication helps manage expectations and build trust.