At RAM Building Consultancy, we understand that proactive property care is essential to safeguarding both asset value and operational performance. Planned Preventative Maintenance (PPM) surveys are essential to this approach, offering comprehensive assessments that help maintain and enhance the value of your property over time.
What is a PPM Survey?
A PPM survey is a detailed assessment of a building’s current condition, encompassing both the physical structure and mechanical and electrical (M&E) systems. The aim is to identify existing issues, anticipate potential future defects, and create a tailored maintenance strategy.
PPM surveys typically include:
- Inspection of building fabric (e.g., roofs, facades, windows, internal finishes)
- Review of services and systems (e.g., HVAC, lighting, plumbing)
- Risk-based prioritisation of remedial works
- Budget projections over a defined planning period (typically 5–10 years)
The result is a clear, actionable maintenance plan that supports effective decision-making, reduces unplanned repair costs, and maintains compliance with statutory requirements.
Benefits
Key Benefits of PPM Building Surveys:
- Effective Budgeting: Early identification of maintenance needs enables property owners to allocate budgets efficiently and avoid unexpected financial burdens due to sudden repairs.
- Operational Efficiency: Regular maintenance ensures that the building remains functional, minimising disruptions that can affect business operations, especially in commercial properties.
- Extended Asset Life: By addressing wear and tear early, PPM surveys help extend the lifespan of building components, preserving both the value of the property and promoting sustainability by reducing premature replacements.
- Compliance and Risk Management: PPM surveys help meet health and safety obligations, mitigate liability, and maintain compliance with relevant legislation and industry standards.
Frequency of PPM Surveys
While best practice suggests PPM building surveys are conducted every five years, the frequency can vary depending on several factors:
- Building Age: Older buildings may require more frequent surveys due to aging materials and infrastructure.
- Building Type: Different building types (e.g., schools, hospitals, offices) have different maintenance needs.
- Usage Intensity: Buildings with high foot traffic or intensive use may require more regular assessments.
- Environmental Conditions: Buildings in harsh climates or polluted environments may need more frequent inspections.
- Construction Methods: Certain materials, such as RAAC (Reinforced Autoclaved Aerated Concrete) or prefabricated panels from the mid-20th century, may deteriorate faster and require more frequent surveys.
In some cases, surveys may need to extend up to 30 years, particularly in Private Finance Initiative (PFI) buildings, where the contract period dictates the maintenance planning.
What’s in the Data?
Although the structure can vary depending on the building, common areas surveyed include:
- Roofs
- Structural elements
- Building facades
- Internal and external areas
- Building services (e.g., HVAC, plumbing, electrical systems) (M&E systems)
Survey outputs often align with the RICS NRM3, including group element, element, sub-elemental and component structure.
Each element is assessed for condition, cost to repair or upgrade, and expected life span.
Condition Rating Systems
Condition ratings are used to assess the status of various building components. Typically, a four-grade system is used:
- Grade A: Good – Performing as intended
- Grade B: Satisfactory – Exhibiting minor deterioration
- Grade C: Poor – Exhibiting major defects
- Grade D: Life Expired – Life expired and/or serious risk of imminent failure
In some cases, a more detailed A to Dx rating system is used, allowing for more precise assessments.
Priority Grading
- 4 – more than 5 years
- 3 – remedial action required within 3-5 years
- 2 – remedial action required within 1-2 years
- 1 – Immediate remedial action or full replacement required
The PPM Survey Process: Step-by-Step
- Pre-Survey Planning: Reviewing existing documentation such as past survey reports, maintenance records, and building plans.
- On-Site Survey: A thorough inspection of the building’s internal and external condition. Photographs and measurements are taken, and any immediate safety concerns are noted.
- Post-Survey Review: The collected data is cross-checked for accuracy and consistency.
- Reporting: A detailed report is generated, typically delivered as a PDF, Excel spreadsheet, or interactive dashboard.
- Final Handover: The final outputs are provided to the client, detailing recommendations for future maintenance and investments.
Challenges & Solutions
| Challenge | Response |
| Access issues – Some areas of a building, such as roofs or plant rooms, may be difficult or dangerous to access | Surveyors must attempt to inspect all areas; If access is not possible, this must be clearly communicated to the property owner and outlined in the survey report. |
| Too much data – For larger or more complex buildings, managing and analysing the vast amounts of data generated by the survey can be overwhelming. | Use data tools like Power BI to visualise trends, prioritise actions, and simplify decision-making |
| Budget pressure – PPM surveys can be perceived as expensive | While a PPM survey may seem like an expense, it is an investment, identifying and addressing maintenance needs early, the survey helps to avoid more costly repairs and extend the life of the building. |
Conclusion
At RAM Building Consultancy, we offer PPM surveys as part of a holistic asset management strategy. Our reports are tailored, data-driven, and backed by extensive technical expertise. Whether you manage a single commercial asset or an entire portfolio, we work with you to ensure planned maintenance is efficient, budget-friendly, and aligned with your operational objectives.
Relevant Legislation and Standards:
- RICS Professional Standard (Effective April 2023)
- BS 8210:2020 – Facilities Maintenance Management
- CIBSE Top Tips – Maintenance Guidance for Building Operators
- SFG20 – Standard Maintenance Specifications for Building Services
