How to use this handbook
This handbook is a reference for facilities managers and maintenance teams building or auditing PPM schedules. Frequencies shown are the recommended minimum — your site risk assessment, equipment age, manufacturer guidance, and usage intensity may require more frequent intervention.
Legal minimum
Statutory requirement — non-compliance is a legal risk.
Recommended
Industry best practice per SFG20, CIBSE, or equivalent.
Condition-based
Frequency depends on equipment condition or output data.
Manufacturer
Follow OEM guidance — supersedes generic recommendations.
Disclaimer
This handbook is a reference guide only. Always verify frequencies against current legislation, manufacturer documentation, and your site-specific risk assessment. Regulations change — check for updates annually.
HVAC & Building Services
Primary references: CIBSE Guide M, SFG20, BS EN 15780
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Air handling unit (AHU) — filter check | Monthly | SFG20 task 04-03 · adjust by filter class |
| AHU — full service (coils, belts, bearings) | Twice yearly | SFG20 task 04-03 |
| Fan coil unit (FCU) — filter clean | Quarterly | SFG20 task 04-05 |
| Chiller — visual inspection | Monthly | CIBSE Guide M |
| Chiller — full service | Annual | Manufacturer / CIBSE |
| Cooling tower — inspection & biocide | Monthly | HSE L8 (Legionella) · statutory |
| Cooling tower — deep clean | Twice yearly | HSG274 Part 1 · statutory |
| Boiler — combustion analysis | Annual | Gas Safety (M&U) Regs 1998 · legal |
| Boiler — full service | Annual | Manufacturer / IGEM |
| Boiler — flue check | Annual | Gas Safety Regs |
| Pressurisation unit — visual check | Monthly | SFG20 task 05-01 |
| MVHR unit — filter replacement | Twice yearly | Manufacturer |
| Ductwork — hygiene inspection | Every 2 years | TR19 (BESA) · or condition-based |
| Ductwork — extract system clean | Annual–6-monthly | TR19 (BESA) · by contamination risk |
| Humidifier — drain, clean, disinfect | Monthly | HSG274 Part 2 · statutory |
Electrical Systems
Primary references: BS 7671 (IET Wiring Regulations), EAWR 1989, HSE HSG107
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Fixed wiring installation (EICR) | Every 5 years | BS 7671 / EAWR 1989 · commercial; 10 yrs domestic |
| Fixed wiring — high-risk premises | Every 1–3 years | BS 7671 · by risk assessment |
| Portable appliance testing (PAT) | Annual–4 years | IET Code of Practice · by equipment class & use |
| Distribution board — visual inspection | Annual | SFG20 task 35-01 |
| Emergency lighting — monthly function test | Monthly | BS 5266-1 · statutory |
| Emergency lighting — annual full duration test | Annual | BS 5266-1 · statutory |
| UPS — battery test | Annual | Manufacturer / BS EN 62040 |
| Generator — test run (loaded) | Monthly | BS 7671 / manufacturer |
| Generator — full service | Annual | Manufacturer |
| Transformer — thermal imaging | Annual | CIBSE Guide M |
| Lightning protection — visual inspection | Annual | BS EN 62305-3 |
| Lightning protection — full test | Every 4 years | BS EN 62305-3 |
| Earthing & bonding — continuity test | Every 5 years | BS 7671 |
Fire Safety Equipment
Primary references: BS 5306, BS 5839, BAFE SP203-1, Regulatory Reform (Fire Safety) Order 2005
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Fire extinguisher — visual check | Monthly | BS 5306-3 · statutory |
| Fire extinguisher — annual service | Annual | BS 5306-3 / BAFE · statutory |
| Fire extinguisher — extended service / overhaul | Every 5 years | BS 5306-3 · CO₂ = 10 years |
| Fire alarm panel — weekly test | Weekly | BS 5839-1 · statutory |
| Fire alarm — 6-monthly inspection | Twice yearly | BS 5839-1 · statutory |
| Fire alarm — annual inspection & test | Annual | BS 5839-1 · statutory |
| Fire door — visual inspection | Monthly | BM TRADA Q-Mark |
| Fire door — full inspection | Annual | BS 8214 / BM TRADA |
| Sprinkler system — weekly valve check | Weekly | BS EN 12845 · statutory |
| Sprinkler system — quarterly inspection | Quarterly | BS EN 12845 · statutory |
| Sprinkler system — annual service | Annual | BS EN 12845 / LPC Rules · statutory |
| Smoke detector — test | Monthly | BS 5839-1 |
| Dry/wet riser — 6-monthly inspection | Twice yearly | BS 9990 · statutory |
| Dry/wet riser — annual pressure test | Annual | BS 9990 · statutory |
| Kitchen suppression system | Twice yearly | BAFE SP203-4 |
Lifting Equipment (LOLER)
Primary reference: LOLER 1998 (Lifting Operations and Lifting Equipment Regulations) — all examinations must be by a competent person
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Lifting equipment (general) — thorough examination | Every 12 months | LOLER Reg 9 · minimum; statutory |
| Lifting equipment used to lift people | Every 6 months | LOLER Reg 9 · statutory |
| Passenger lift — thorough examination | Every 6 months | LOLER Reg 9 · statutory |
| Passenger lift — monthly service | Monthly | Manufacturer / BS EN 13015 |
| Goods lift — thorough examination | Every 12 months | LOLER Reg 9 · statutory |
| Vehicle lift (workshop) — thorough examination | Every 12 months | LOLER Reg 9 / PUWER |
| Forklift truck — pre-use check | Daily | PUWER / HSE |
| Forklift truck — thorough examination | Every 12 months | LOLER Reg 9 · or 6-monthly if lifting people |
| Overhead crane — thorough examination | Every 12 months | LOLER Reg 9 · statutory |
| Chain hoist / block — thorough examination | Every 12 months | LOLER Reg 9 · statutory |
| Slings, shackles, lifting accessories | Every 6–12 months | LOLER Reg 9 · 6m if used to lift people |
| Tail lift (vehicle) — thorough examination | Every 12 months | LOLER Reg 9 · statutory |
| Mobile elevated work platform (MEWP) | Every 6 months | LOLER Reg 9 / IPAF · if used to lift people |
Plumbing & Water Systems
Primary references: HSE L8 (Legionella), HSG274, Water Supply (Water Fittings) Regulations 1999
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Legionella risk assessment review | Every 2 years | HSE L8 / HSG274 · or when changes occur |
| Cold water storage tank — inspection & clean | Annual | HSG274 Part 2 · statutory |
| Hot water calorifier — temperature check | Monthly | HSE L8 · statutory; ≥60°C |
| Sentinel outlets (showers/taps) — flush & temp | Monthly | HSG274 Part 2 · statutory |
| Infrequently used outlets — flush | Weekly | HSG274 Part 2 · if unused >7 days |
| Thermostatic mixing valve (TMV) — service | Annual | BS EN 1111 / TMV2/3 scheme |
| Backflow prevention device — inspection | Annual | Water Regs 1999 |
| Pressure relief valve — test | Annual | BS 6700 / Manufacturer |
| Pump — visual & performance check | Quarterly | SFG20 / Manufacturer |
| Water softener — salt replenishment check | Monthly | Manufacturer |
Fleet & Vehicles
Primary references: DVSA, Road Vehicles (Construction & Use) Regulations 1986, O-licence guidance
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Driver daily walk-around check | Daily | DVSA / O-licence · statutory for HGV/PSV |
| Light vehicle (car/van) — service | Annual or per mileage | Manufacturer · whichever sooner |
| HGV — PMI (preventive maintenance inspection) | 6–13 weeks | DVSA Guide to Maintaining Roadworthiness · by weight & use |
| HGV — annual MOT / annual test | Annual | DVSA · statutory |
| Tachograph — calibration | Every 2 years | EU Reg 165/2014 · statutory; after repair |
| Speed limiter — calibration check | Every 2 years | SI 2008/1094 · statutory |
| Brake performance test (roller brake test) | Per PMI cycle | DVSA PMI guidance |
| Refrigerated vehicle — temperature log audit | Continuous | ADR / food safety regs · temperature data logger |
| Tail lift service | Every 6 months | LOLER Reg 9 / SMMT · or per manufacturer |
| Tyres — visual inspection | Weekly | DVSA · ≥1.6mm tread depth |
General Facilities
Primary references: PUWER 1998, Workplace (Health, Safety & Welfare) Regulations 1992, BS standards
| Asset / Task | Frequency | Standard / Reference |
|---|---|---|
| Access control system — functional test | Quarterly | SFG20 / BS EN 50133 |
| CCTV — recording and lens check | Monthly | BS 8418 / SFG20 |
| Roof — visual inspection | Twice yearly | RICS / insurer requirement · after severe weather |
| Gutter & rainwater goods — clear | Twice yearly | CIBSE Guide M |
| Roller shutter door — service | Annual | PUWER / Manufacturer |
| Automatic door — safety check | Annual | BS 7036 / ADSA |
| Escalator / moving walk — inspection | Monthly | PUWER / LOLER |
| Compressed air system — pressure test | Every 4 years | PSSR 2000 · statutory; by written scheme |
| Compressed air — filter & dryer service | Annual | Manufacturer / SFG20 |
| Pressure vessel — inspection | Every 4 years | PSSR 2000 · statutory; by written scheme |
| Gas pipework — pressure test | Every 2–5 years | IGE/UP/1 / Gas Safety Regs |
| Pest control — inspection | Quarterly | BPCA / food safety regs · industry best practice |
| Asbestos management survey review | Annual | CAR 2012 · statutory; if ACMs present |
| Playground / outdoor equipment | Annual | BS EN 1176 / RoSPA |
Compliance references
Key standards and regulations referenced in this handbook:
SFG20
BESA Standard Maintenance Specification — the industry baseline for building services maintenance tasks and frequencies
CIBSE Guide M
Chartered Institution of Building Services Engineers maintenance engineering guidance
HSE L8
Approved Code of Practice for the control of Legionella bacteria in water systems (statutory guidance)
HSG274
HSE supplementary guidance to L8 — three parts covering evaporative cooling, hot and cold water, and other systems
LOLER 1998
Lifting Operations and Lifting Equipment Regulations — requires thorough examination by a competent person
PUWER 1998
Provision and Use of Work Equipment Regulations — requires inspection at suitable intervals
PSSR 2000
Pressure Systems Safety Regulations — requires written schemes of examination for pressure systems
BS 5839
Fire detection and fire alarm systems for buildings — parts cover design, installation, commissioning, and maintenance
BS 5306
Fire extinguishing installations and equipment on premises — covers portable extinguishers
BS EN 12845
Fixed firefighting systems — automatic sprinkler systems — design, installation and maintenance
BS 7671
Requirements for Electrical Installations (IET Wiring Regulations) — basis for EICR inspections
DVSA guidance
Maintaining Roadworthiness — guidance on PMI intervals for HGVs and PSVs under O-licence