24/09/2025
Author :
If you live in a block of flats or help run one as a director, you’ll know that service charges often feel like a never-ending balancing act. One of the best tools to keep things under control is to put together and track a PPM (Planned Preventative Maintenance) diary. This might sound a bit technical, but in simple terms it’s just a diary or schedule that lists all the regular checks, servicing, and maintenance tasks for the building, so that you can check things get done on time. Some of the PPM checks are statutory, e.g., independent insurance engineering inspections of the lifts, or servicing the fire alarm. And here’s the key point: your service charges and your PPM diary are completely linked. In this blog, we’ll explain why, and how using a PPM diary can make service charges fairer, more predictable, and less stressful.
A PPM diary is a calendar of all the planned maintenance jobs a building needs. This might include servicing the lift, checking fire alarms, cleaning gutters, or testing emergency lighting. The PPM sets out what needs to be done, how often, and when. The idea is to prevent problems by being proactive, rather than waiting for things to break down and then paying for costly emergency repairs. It also helps ensure that things are not missed and you can check in the service reports and documentation that you need to demonstrate proper governance and record keeping.
The PPM links to the service charge budget because every entry in the PPM diary comes with a cost – whether that’s a contractor’s invoice, an inspection fee, or equipment replacement. When directors or agents prepare the service charge budget, they use the PPM diary to plan what needs to be included. Without a PPM diary, budgets can miss important items, leading to nasty surprises later in the year. Worse a contract may have ended leaving you at risk or exposed, or may have price review clauses that need to be budgeted for.
While regular maintenance may seem like an added cost, it's actually a long-term money saver. For instance, quarterly lift servicing can prevent a sudden, expensive breakdown. By spreading these maintenance costs through the service charge, leaseholders avoid large, unexpected spikes in expenditure, while keeping the building safe and reliable. It's also smart to budget for the maintenance contract plus a contingency (e.g., 10-15%) for unforeseen repairs.
Beyond the financial benefits, preventative maintenance is a legal requirement. Most leases state that the landlord or management company must maintain and repair the building's structure, services, and equipment. This makes regular maintenance a legal duty, not an option. If something goes wrong due to a lack of maintenance, directors could face challenges from leaseholders or even legal action. It's crucial for directors to understand their governance duties and the difference between what they "should" do versus what they "must" do, as requirements can stem from law, British Standards, and best practices.
Start by listing all the key systems and areas of the building – lifts, fire equipment, roofs, gardens, boilers, and so on. Then set realistic schedules for inspections and maintenance, based on legal requirements and manufacturer advice. Modern tools, like ServiceChargeSorted.co.uk, can automate reminders and link the diary directly to the service charge budget, making the whole process smoother and less time-consuming for directors.
A PPM diary isn’t just a management tool – it’s the backbone of good service charge planning. By linking regular maintenance tasks with the budget, it helps avoid sudden costs, keeps the building compliant, and reassures leaseholders that their money is being spent wisely. For directors, it takes away the guesswork. For leaseholders, it provides clarity. And for the building itself, it means fewer breakdowns and a longer lifespan. That’s why service charges and PPM diaries go hand in hand – and why every block should have one.
Thank you
