What a commercial preventive maintenance program is
Commercial preventive maintenance is scheduled work done before equipment or building systems fail: inspections, tests, cleaning and part replacements at set intervals. Outside the United States it is usually called planned preventive maintenance, or PPM. A program turns those tasks into a calendar for each location and keeps proof that the work was done.
Reactive maintenance waits for something to break. A preventive maintenance schedule moves much of that work into planned visits during quiet hours, at agreed prices, with the right parts on hand.
Why multi-site operators use planned preventive maintenance
- Fewer emergencies. Blocked roof drains, dirty coils and worn belts are found on a scheduled visit instead of during a leak or a cooling failure.
- Longer equipment life. HVAC, refrigeration, roofs and paving last longer when they are cleaned and repaired on time. Work that is put off grows; see deferred maintenance.
- Compliance records. Extinguishers, fire alarms, sprinklers, emergency lighting, kitchen hood systems, backflow assemblies and elevators all carry inspection or test requirements. A program keeps the reports for each location in one place.
- Budget predictability. Planned work is priced in advance and spread across the year, and repairs found on a visit are quoted within the client’s approval limits.
How Facility First builds a preventive maintenance schedule for each location
- Asset list. The equipment and systems at each location are recorded: rooftop units, refrigeration, backflow assemblies, fire protection, generators, automatic doors, elevators, roof and paving.
- Condition assessment. A baseline walk-through records the age and condition of each asset with photos, as described in facility condition assessment. Assets in poor condition go on a shorter cycle or into replacement planning.
- Frequencies. Each task gets a frequency from code and standard requirements, manufacturer instructions, the insurer, local rules and the site’s history. Where no authoritative frequency exists, a Facility First program default is used and adjusted per site.
- Approval limits. The client sets what a provider may repair during a visit and what must be quoted first. See what NTE means.
- Recorded visits. Each task becomes a work order for a vetted local provider who holds the required licenses and insurance. The provider documents the work with photos, and every visit is recorded on PostControl against the location and asset. See work order management.
- Annual review. The schedule is reviewed each year against findings, repairs and equipment changes.
Master preventive maintenance schedule
The tables below show a typical building maintenance schedule for a commercial location. Fire and life safety work is governed by codes and standards each jurisdiction adopts in its own way, including NFPA 10 (extinguishers), NFPA 25 (sprinklers), NFPA 72 (fire alarms), NFPA 101 (emergency lighting), NFPA 96 (kitchen exhaust), NFPA 70B (electrical maintenance), NFPA 110 (emergency power) and ASME A17.1 (elevators). The “Basis” column names the source of each frequency. “Facility First program default” means no authoritative frequency was found and the interval is a conservative starting point, adjusted per site.
Daily and weekly (site staff)
| System | Task | Basis |
|---|---|---|
| Automatic doors | Daily safety check of each automatic door, at the same time each day | AAADM |
| Grease interceptors | Measure grease and solids depth weekly until a cleaning interval is established | City of Lawrence, Kansas FOG program; local sewer authority |
| Cleaning | Vacuum carpet daily in high-traffic areas, twice weekly in medium and weekly in light | Carpet and Rug Institute |
| Generators | Weekly visual check of fuel, fluids, battery and alarms | Manufacturer instructions; Facility First program default, adjusted per site |
Monthly
| System | Task | Basis |
|---|---|---|
| Fire extinguishers | Visual inspection of every portable extinguisher | OSHA 29 CFR 1910.157(e)(2) |
| Fire alarm | Visual inspection of system batteries for leaks and corrosion | Facility First program default, adjusted per site (NFPA 72 sets battery intervals by battery type and edition) |
| Emergency and exit lighting | Functional test of battery-powered units for at least 30 seconds, 3 to 5 weeks apart | NFPA 101 (2012), Sec. 7.9.3.1.1, as summarized by the Minnesota Department of Health |
| Sprinklers | Check control valves are open and gauges normal; keep stock clear of sprinklers | Facility First program default, adjusted per site |
| HVAC | Change or clean air filters during peak heating and cooling seasons | ENERGY STAR |
| Generators | Run test under load with the automatic transfer switch operated; check the starting battery and charger | Manufacturer instructions; Facility First program default, adjusted per site |
| Elevators | Routine maintenance visit by a licensed elevator contractor | Manufacturer instructions; Facility First program default, adjusted per site |
| Kitchen hoods | Inspect hood and exhaust systems serving solid fuel cooking for grease buildup; clean as needed | NFPA 96 (2008), Table 11.4, as summarized by the Kansas State Fire Marshal |
| Parking lots and lighting | Walk the lot for hazards; after-dark check of lot and building lighting | Facility First program default, adjusted per site |
| Pest control | Licensed provider service visit at food service and grocery locations | Facility First program default, adjusted per site |
Quarterly
| System | Task | Basis |
|---|---|---|
| Sprinklers | Waterflow alarm and supervisory signal test, coordinated with the monitoring company | Facility First program default, adjusted per site |
| HVAC | Check belts and pulleys; clear condensate drains, traps and pans | Facility First program default, adjusted per site |
| Refrigeration | Check door gaskets, drain lines and defrost operation; test temperature alarms | Facility First program default, adjusted per site |
| Kitchen hoods | Inspect hood and exhaust systems serving high-volume cooking for grease buildup; clean as needed | NFPA 96 (2008), Table 11.4, as summarized by the Kansas State Fire Marshal |
| Doors | Evaluate the performance of electric rolling doors | DASMA TDS-270 |
| Plumbing | Inspect fixtures and visible piping; jet drain lines with a backup history | Facility First program default, adjusted per site |
| Pest control | Licensed provider service visit at dry retail and office locations | Facility First program default, adjusted per site |
| Grease interceptors | Pump out when grease and solids reach 25 percent of liquid depth, or at the interval the local sewer authority sets; weekly measurements set the actual cycle | Quarterly starting interval: Facility First program default, adjusted per site. 25 percent rule: City of Lawrence, Kansas FOG program; local sewer authority |
Semiannual
| System | Task | Basis |
|---|---|---|
| Fire alarm | Visual inspection of alarm transmission equipment | Facility First program default, adjusted per site (NFPA 72 interval varies by equipment type and edition) |
| Kitchen hoods | Service of the hood fire suppression system by a certified firm; inspect exhaust systems serving moderate-volume cooking for grease buildup and clean as needed | NFPA 96 (2008), Table 11.4, as summarized by the Kansas State Fire Marshal |
| HVAC | Pre-season inspection and tune-up before the cooling season and before the heating season | ENERGY STAR |
| Refrigeration | Clean condenser coils on refrigerators and freezers | ENERGY STAR |
| Roofing | Full roof inspection, ideally in spring and fall and after high wind events, with drains, scuppers and gutters cleared | Inspection: FEMA P-2181 Fact Sheet 3.3.2. Drains: IBHS |
| Electrical | Infrared thermography of equipment rated Condition 3 (changes in operation noted) | NFPA 70B (2023 edition), Sec. 9.3, as summarized by the Infraspection Institute |
Annual
| System | Task | Basis |
|---|---|---|
| Fire extinguishers | Maintenance check of every portable extinguisher, with the date recorded | OSHA 29 CFR 1910.157(e)(3) |
| Fire alarm | Inspection and test of the entire fire alarm system | NFPA 72, as summarized by Facilitiesnet (edition as adopted locally) |
| Emergency and exit lighting | Functional test of battery-powered units for at least 90 minutes | NFPA 101 (2012), Sec. 7.9.3.1.1, as summarized by the Minnesota Department of Health |
| Sprinklers | Main drain flow test on each system | OSHA 29 CFR 1910.159(c)(2) |
| Sprinklers | Flow water from the test connection; full flow test of any fire pump | Facilitiesnet, fire protection maintenance guidance (NFPA 25 as adopted locally) |
| Kitchen hoods | Replace fusible links on the suppression system; inspect exhaust systems serving low-volume cooking for grease buildup and clean as needed | NFPA 96 (2008), Table 11.4, as summarized by the Kansas State Fire Marshal |
| Backflow | Test each backflow prevention assembly by a certified tester, or at the interval the local water authority sets | Washington State Department of Health; local cross-connection rule |
| HVAC | Clean evaporator and condenser coils | Task: ENERGY STAR. Frequency: Facility First program default, adjusted per site |
| Refrigeration | Service walk-in coolers, walk-in freezers and large refrigeration systems | ENERGY STAR |
| Electrical | Infrared thermography of panels, switchboards and disconnects rated Condition 1 or 2 | NFPA 70B (2023 edition), Sec. 9.3, as summarized by the Infraspection Institute |
| Generators | Full service; load bank test where monthly runs carry a light load or the insurer requires it | Manufacturer instructions; Facility First program default, adjusted per site |
| Automatic doors | Inspection of automatic pedestrian doors by an AAADM-certified inspector | AAADM |
| Rolling doors | Inspection and maintenance by a trained door systems technician, or as the manufacturer recommends | DASMA TDS-270 |
| Roofing | Professional inspection before storm season | IBHS |
| Elevators | Periodic inspection by a licensed elevator inspector, where the jurisdiction sets an annual cycle | Local elevator authority (Kansas State Fire Marshal example) |
Multi-year
| System | Task | Basis |
|---|---|---|
| Sprinklers | Open the inspector’s test valve at least every 2 years | OSHA 29 CFR 1910.159(c)(2) |
| Parking lots | Seal or fill asphalt cracks every 1 to 2 years based on inspection findings | Indian Health Service, Asphalt Preservation Solutions |
| Parking lots | Apply a seal coat (for example a chip seal or slurry seal) every 5 to 8 years depending on site conditions and seal type, restriping at the same time | Seal coat: Indian Health Service. Restriping: Facility First program default, adjusted per site |
| Fire extinguishers | Empty and service stored-pressure dry chemical extinguishers that require a 12-year hydrostatic test every 6 years | OSHA 29 CFR 1910.157(e)(4) |
| Fire extinguishers | Hydrostatic test every 5 years for carbon dioxide and water types, every 12 years for stored-pressure dry chemical with mild steel, brazed brass or aluminum shells | OSHA 29 CFR 1910.157(f)(2), Table L-1 |
| Elevators | Periodic inspection every 2 or 3 years where the jurisdiction sets a longer cycle | Local elevator authority (Kansas State Fire Marshal example) |
| Cleaning | Professional deep cleaning of carpet every 12 to 18 months | Carpet and Rug Institute |
The authority having jurisdiction, the equipment manufacturer and the property’s insurer can require more frequent service. Each location’s schedule is set in its program and recorded on every visit.
Seasonal maintenance calendar
Seasonal work follows the local climate. The calendar is a Facility First program default, adjusted per site, except where a source is named.
| Season | Northern climates | Southern and coastal climates |
|---|---|---|
| Spring | Cooling tune-up (ENERGY STAR); spring roof inspection (FEMA); pavement survey and repair of winter and plow damage; irrigation start-up | Cooling tune-up (ENERGY STAR); spring roof inspection (FEMA); confirm shutters, board-up measurements and restoration contacts before the Atlantic hurricane season, June 1 to November 30 (NYC Emergency Management) |
| Summer | Check condensate drains during peak cooling; crack sealing and sealcoating in dry weather | Monthly filter changes in peak cooling (ENERGY STAR); clear roof drains before forecast storms (IBHS); post-storm checks of roofs, glass and signs |
| Fall | Heating tune-up (ENERGY STAR); fall roof inspection (FEMA); weather stripping; freeze protection for sprinkler valve rooms and exposed piping; irrigation winterization; snow contract in place | Fall roof inspection (FEMA); storm repairs; heating check |
| Winter | Snow and ice service each event; frozen pipe checks; generator checks before storms | Exterior painting, paving and other weather-sensitive projects |
Preventive maintenance schedules by industry
The master schedule applies to most commercial buildings. Each industry adds its own emphasis.
- Retail stores. Preventive maintenance for retail stores centers on what customers see and what keeps the store trading: automatic doors, entrance glass, lighting, signage, flooring and HVAC. Work is scheduled before opening or after close. See retail facility maintenance.
- Restaurants. Hood and exhaust inspection and cleaning at the NFPA 96 interval for the cooking volume, suppression service every 6 months, grease interceptor pumping, refrigeration coils and monthly pest service. See restaurant facility maintenance.
- Offices. HVAC, elevators, restrooms, lighting controls, fire alarm and emergency lighting tests, and carpet care.
- Banks. The office schedule, with closer attention to door hardware, access control, alarms and backup power. Where a failure leaves a location unsecured, McCray can post an officer until the work is complete. See Security by McCray.
- Hotels. Systems run around the clock, so HVAC and plumbing checks are more frequent, with kitchen, elevator and generator work added.
- Distribution and warehouses. Dock levelers, rolling doors under DASMA TDS-270, roofs, yard lighting, sprinklers and snow service in northern markets.
Records to keep
Each location’s record should hold:
- The asset list, with model, serial number, install date and condition
- The schedule and the date each task is due
- Completed work orders with provider, date, photos and notes
- Inspection and test reports for fire protection, emergency lighting, kitchen hoods, backflow, elevators and automatic doors
- Certificates and permits the local authorities may ask to see
- Deficiencies, quotes, approvals and correction dates
- Warranty maintenance requirements
A printable task list for site teams is in the preventive maintenance checklist.
Frequently asked questions
How often should commercial preventive maintenance be done?
It depends on the system. OSHA requires a monthly visual inspection and an annual maintenance check of portable fire extinguishers, ENERGY STAR recommends HVAC tune-ups before each cooling and heating season, and FEMA guidance calls for inspecting low-slope roofs at least twice a year. The master schedule on this page groups tasks by daily and weekly, monthly, quarterly, semiannual, annual and multi-year frequency.
What is planned preventive maintenance (PPM)?
Planned preventive maintenance is the term used in the United Kingdom, Ireland and many other markets for scheduled inspections, servicing and testing. It means the same thing as a preventive maintenance program in the United States.
What is the difference between preventive and reactive maintenance?
Preventive maintenance is done on a schedule before a failure. Reactive maintenance is done after something breaks. Most programs combine both, with the preventive schedule reducing the number of reactive calls.
Who decides the required inspection frequencies?
NFPA standards and OSHA rules set many intervals, but the local authority having jurisdiction decides which editions apply and can require more, as can manufacturers and insurers. Facility First uses a program default only where no requirement exists.
Can repairs be made during a preventive maintenance visit?
Yes, within the approval limits the client sets. Repairs above the limit are quoted and approved before the work starts.
Does Facility First run preventive maintenance outside the United States?
Yes. The same program runs in every market Facility First serves, through vetted local providers, with schedules adjusted to local codes and climate.
Sources
- OSHA: 29 CFR 1910.157, Portable fire extinguishers
- OSHA: 29 CFR 1910.159, Automatic sprinkler systems
- Facilitiesnet: Inspection, Testing, Maintenance: How to Keep Fire Safety Systems Safe (NFPA 72 summary)
- Facilitiesnet: Fire Protection Systems Maintenance Needs Every Facility Manager Should Know
- Minnesota Department of Health: Maintenance of Battery-Operated Emergency Lights (NFPA 101)
- Kansas Office of the State Fire Marshal: Hood Suppression Systems (NFPA 96)
- Infraspection Institute: Reporting requirements for thermography under NFPA 70B 2023
- NFPA: NFPA 10, Standard for Portable Fire Extinguishers
- NFPA: NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems
- NFPA: NFPA 110, Standard for Emergency and Standby Power Systems
- Kansas Office of the State Fire Marshal: How often is a state elevator inspection required?
- ENERGY STAR: Checklists for saving energy in commercial buildings
- Washington State Department of Health: Group B Public Water Systems, Cross Connection
- City of Lawrence, Kansas: Grease Interceptor Maintenance Frequency
- FEMA: P-2181 Fact Sheet 3.3.2, Roof Systems, Low-Slope Roofs
- Insurance Institute for Business and Home Safety: Commercial Roof Inspection and Maintenance Guide
- AAADM: Door Owners
- AAADM: Frequently Asked Questions
- DASMA: TDS-270, Recommended Rolling Door Maintenance Practices for Building Maintenance Supervisors
- Indian Health Service: Asphalt Preservation Solutions
- Carpet and Rug Institute: Cleaning and Maintenance
- NYC Emergency Management: Coastal Storms and Hurricanes