A practical compliance checklist for planned maintenance

Establish an asset-led maintenance programme

A useful planned preventative maintenance programme starts with an accurate picture of the building: its assets, how it is used and the risks that need controlling. Copying another site's schedule can leave important equipment out and create unnecessary visits elsewhere.

Keep statutory duties, risk-assessment actions, manufacturer recommendations and contractual service commitments distinct. A maintenance visit does not, by itself, demonstrate that every obligation has been met.

Define responsibilities and evidence requirements

For each asset, record the work required, who is responsible, the basis for its frequency and the evidence expected on completion. Confirm the competence needed for specialist work rather than treating every task as interchangeable.

• Maintain an asset register with locations and equipment identifiers.
• Link each task to its risk assessment, applicable requirement or manufacturer guidance.
• Agree access arrangements and any operational shutdowns.
• Name the person who checks reports and approves follow-up work.

Track defects through to resolution

A report marked 'completed' may still contain a defect, limitation or recommendation. Review the findings, assign corrective actions and track them through to completion. Keep the original report alongside the evidence of the repair.

Where equipment presents a safety concern, use competent advice to decide whether it can remain in service. Do not wait for the next routine appointment to deal with a potentially serious issue.

Review when the site changes

Refurbishments, new equipment, changes in occupancy and recurring faults are all reasons to revisit the plan. Use service reviews to check overdue work, unresolved defects and missing documentation—not just the number of visits delivered.

A well-run programme gives the facilities team a clear view of what is due, what has been done and what still needs attention.