How to Create a Preventive Maintenance Plan for Commercial Properties
5 min read.
Managing a commercial property isn’t just about keeping things running; it’s about planning. A preventive maintenance plan helps property managers stay proactive rather than reactive, reducing unexpected costs, improving tenant satisfaction, and protecting the property's long-term value.
In this article, we’ll walk you through the key steps to creating a preventive maintenance plan for commercial properties, from building an asset inventory to scheduling tasks, assigning responsibilities, and tracking performance over time.
Start by creating a detailed inventory of all equipment, systems, and structures that require regular maintenance. This should include HVAC systems, elevators, lighting, plumbing, fire safety equipment, roofing, parking lots, and landscaping. Document the location, model numbers, installation dates, warranties, and maintenance history for each.
Each piece of equipment comes with a manufacturer’s recommended maintenance schedule. Following these closely as a baseline. Skipping recommended maintenance can void warranties and lead to premature failure. Use this information to build a calendar of routine tasks, such as filter replacements, inspections, and tune-ups.
Organize tasks into daily, weekly, monthly, quarterly, and annual checklists. This helps ensure nothing is overlooked and allows for more efficient planning and resource allocation. For example:
Monthly: Inspect HVAC filters, test emergency lighting
Quarterly: Check roofing drainage systems, clean gutters
Annually: Service elevators, test fire alarms, and conduct a full property inspection
Determine whether tasks will be handled in-house or by third-party service providers. Assign responsibilities for each task, and ensure all personnel are adequately trained or certified where necessary. This step is essential for accountability and safety compliance.
Invest in a digital maintenance management platform or property management software that includes scheduling, reminders, and documentation tools. These systems help you stay on top of recurring tasks, track service records, and generate reports that support future decision-making.
Weather changes and emergencies can affect your maintenance plan, including seasonal preparations, such as winterizing irrigation systems or inspecting heating systems in the fall, and creating contingency plans for power outages, flooding, or extreme temperatures.
Regularly review the effectiveness of your plan. Are there recurring breakdowns? Are vendors meeting expectations? Analyze maintenance data to identify inefficiencies and update your plan as the building’s needs evolve.
A strong preventive maintenance plan isn’t just a checklist; it’s a strategic tool that helps property managers maintain building performance, reduce costs, and keep tenants satisfied. By avoiding issues before they become problems, you’ll improve operational efficiency and extend the life of your commercial property’s most valuable assets.
References
5 simple steps for creating a preventive maintenance plan. Brightly. (2025, February 7). https://www.brightlysoftware.com/blog/preventive-maintenance-plan
Kuempel, K. (2024, April 19). 5 top tips for preventive maintenance in commercial properties. Buildings. https://www.buildings.com/building-systems-om/maintenance/article/55019328/5-top-tips-for-preventive-maintenance-in-commercial-properties
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