PPM Contracts London — Planned Preventative Maintenance

A Planned Preventative Maintenance (PPM) contract is a fixed monthly agreement that covers scheduled servicing and inspection of the building's plant, plumbing, heating, drainage and electrical systems — instead of waiting for things to break. For a London landlord or property manager, the contract typically includes the annual gas safety check, periodic EICR, drainage audit, Legionella risk assessment and priority reactive cover. The point is to convert unpredictable emergency bills into a known monthly cost while keeping every statutory certificate live.

Reactive maintenance fixes faults after they happen — a leaking valve, a boiler that won't fire, a tripping RCD. PPM is the opposite: scheduled inspections that catch the failing valve before it leaks, the failing flame sensor before the boiler dies, the failing RCD before the tenant has no power. A typical balanced property runs 70% planned and 30% reactive on spend. Buildings on pure reactive maintenance usually spend 30–50% more in total because emergencies attract premium labour rates and tenant compensation costs.

Single residential property PPM starts from £150 per month including the annual CP12, periodic EICR, drainage and Legionella checks. A 5–10 property portfolio runs £450–£950 per month with reactive call-outs included. 20+ property portfolios are priced bespoke (POA). Commercial PPM starts from £350 per month for small offices and retail, with multi-floor or mixed-use buildings starting from £750 per month. All quotes include VAT and there are no out-of-hours surcharges on contract holders.

On contract tiers above £250 per month, reactive call-outs are included up to a fair-use hours allowance — typically 4 hours per month for mid portfolios, 12 hours for enterprise. Below £250 per month, reactive work is charged at a discounted contract rate (typically 25–40% below standard ad-hoc rates). Unused hours roll over for 3 months. Out-of-hours, weekend and bank holiday work attracts no surcharge for contract holders.

Our standard PPM contract is 12 months rolling, with a 30-day notice period after the first year. For commercial premises and large portfolios we offer 3-year contracts at a 5% discount to the equivalent monthly rate. There is no early-exit fee if you sell a property mid-contract — the affected unit simply drops out of the schedule from the next billing cycle.

Each contract includes scheduled inspections (quarterly is the baseline frequency), all statutory certificates due during the year (gas, EICR, EPC, Legionella, PAT where applicable), the compliance dashboard portal, the dedicated account manager, tenant comms, priority emergency response and — on tiers above £250 per month — a reactive call-out allowance. Materials and replacement parts are quoted separately and supplied at trade rates plus a fixed 12% handling charge.

We benchmark against the British Property Federation industry data for reactive maintenance spend. The median London single-let property spends £1,800–£2,400 per year on reactive plumbing, heating and electrical fixes — equivalent to £150–£200 per month. A £150 PPM contract converts that spend into a fixed cost, catches roughly 60% of issues before they escalate, and removes the 18–30% emergency-rate premium on out-of-hours call-outs. Portfolio savings are typically 25–40% per door per year.

Domestic PPM follows the manufacturer service schedule for each appliance plus the statutory inspection calendar (CP12 annual, EICR 5-yearly, Legionella annual). Commercial PPM follows the SFG20 maintenance standard published by the BESA, with frequencies and task lists colour-coded by statutory status (red/pink/amber/green). System cleanliness work follows BSRIA Guide BG29. Water treatment follows BS 7593:2019. Legionella control follows HSE ACOP L8 and HSG274.

Yes. HMO PPM contracts add monthly emergency lighting flick tests, quarterly TMV (thermostatic mixing valve) temperature logging, weekly fire alarm coordination with your AFD contractor, and the annual EICR sample. Communal areas are typically visited monthly, individual rooms quarterly. The compliance dashboard generates a single HMO licence renewal pack on demand — most London boroughs accept this as the inspection evidence for selective and additional licensing.

Tenants are notified by SMS and email 48 hours before each visit, with the engineer's name, photo and certification confirmed in the message. We track confirmations through the portal — landlords and managing agents see a live access status for every scheduled visit. If a tenant refuses or fails to provide access twice in a row, we escalate to the landlord with a written record so the access duty under the Landlord and Tenant Act 1985 can be exercised cleanly.

Yes — and most of our contracts start that way. The onboarding process collects existing CP12, EICR, EPC and Legionella records, uploads them to your dashboard with the correct expiry dates, and rebuilds the schedule around them. There's no charge for onboarding and no double-charging — if you have 4 months left on a current gas certificate, the next CP12 is scheduled at month 4, not month 1.

Boilers, cylinders, distribution boards and pumps that reach end-of-life mid-contract are quoted as CapEx items separately — they are outside the monthly fee. The asset register flags expected end-of-life dates 12 months in advance so the CapEx hits the budget when expected. Replacement work is offered first at our published contract rates (typically 20–30% below ad-hoc) and you are free to bring in your own contractor if you prefer.

Yes. The compliance dashboard exports a single PDF pack containing every live certificate (CP12, EICR, EPC, Legionella, PAT, gas warranty) for any property or for the whole portfolio. Lenders, insurers, brokers, solicitors and buyers all accept this pack at face value. Enterprise contracts include a quarterly portfolio compliance report sent direct to your asset manager or finance team.

Yes. Letting agents and block managers make up the majority of our portfolio book. We provide white-label tenant comms templates that show your agency branding, single-point invoicing for the whole portfolio, and a dedicated portal login for each agent's compliance officer. Contract terms are flexible — we can bill landlords direct (recommended) or invoice the agent who reclaims from the client.

Yes — we cover every London borough inside the M25 with the same SLA: 60-minute response in central London (Zone 1–2), 120-minute response in outer London (Zone 3–6). Engineers are based at depots in north, south, east and west London, so the response clock starts from the nearest depot rather than from a single central HQ. Out-of-London property is covered case-by-case for existing portfolio clients.