Planned Preventative Maintenance, often shortened to PPM, helps you stay ahead of building issues before they become disruptive, expensive or urgent.
At Form Workplace Solutions, we provide practical PPM services for landlords, occupiers, managing agents and workplace teams. We help keep your office safe, compliant and working properly, with clear schedules, sensible recommendations and support that doesn’t stop at a checklist.
No unnecessary drama or vague advice – just a more structured way to look after your building.
Book a PPM review
A More Structured Way to Manage Office Maintenance
Maintenance issues rarely stay neatly in the background. When heating, lighting, leaks or records are not well managed, the impact is felt quickly – by the people responsible for keeping the space running as well as those using it.
A clear PPM programme gives you better visibility over what needs checking, what needs attention and what should happen next.
It helps you:
- stay ahead of avoidable repairs
- keep statutory checks and records under control
- plan works around tenants, teams and building users
- prioritise issues by risk, cost and disruption
- make better decisions about repairs, upgrades and small works
How Our PPM Services Work
Every building is different so we start with what is already there.
- Review: We look at your building, how it’s used, existing records, known issues and current maintenance arrangements.
- Plan: We identify the key systems, checks and practical areas that need planned attention.
- Schedule: We set out what needs checking, when it should happen and how it can be managed around the people using the building.
- Coordinate: We help arrange inspections, servicing and follow-up activity, keeping the programme moving.
- Report: You get clear records, recommendations and next steps.
- Resolve: Where remedial works or small improvements are needed, we help prioritise and coordinate the right route forward.
How Our PPM Services Work
Every building is different so we start with what is already there.
- Review: We look at your building, how it’s used, existing records, known issues and current maintenance arrangements.
- Plan: We identify the key systems, checks and practical areas that need planned attention.
- Schedule: We set out what needs checking, when it should happen and how it can be managed around the people using the building.
- Coordinate: We help arrange inspections, servicing and follow-up activity, keeping the programme moving.
- Report: You get clear records, recommendations and next steps.
- Resolve: Where remedial works or small improvements are needed, we help prioritise and coordinate the right route forward.
What Can Be Included in a PPM Programme?
A planned approach should reflect your building, responsibilities and existing arran-gements. Depending on what you need, office maintenance services may include:
- Mechanical and electrical systems: HVAC, boilers, lighting, fixed wiring, emergency lighting, distribution boards and general electrical systems.
- Life safety and compliance: Fire alarms, emergency lighting, statutory testing, inspections and certification records.
- Water hygiene and plumbing: Temperature checks, flushing regimes, leaks, general plumbing checks and remedial works.
- Building fabric: Roofs, gutters, doors, windows, flooring, ceilings, walls, decoration and communal areas.
- Small works and improvements: Minor repairs, upgrades, adjustments and practical changes that help the space work better day to day.
To understand the wider role of maintenance in keeping workplaces safe, compliant and working well, read our guide to office maintenance services.
Who We Support
For landlords, a planned approach helps protect the long-term value of your building. Regular checks, clearer records and timely remedial work all help keep spaces presentable, practical and less likely to suffer from avoidable issues that could affect lettability.
For occupiers, your workplace needs to work properly for the people using it every day. Planned maintenance helps keep the space safe, comfortable and functional, with fewer disruptive issues landing at the worst possible moment.
For managing agents, you need visibility, records and confidence that issues are being dealt with. A clear PPM programme helps keep checks, certificates, recommendations and remedial actions easier to manage.
For workplace operators and facilities teams, maintenance issues often land directly on your desk. Heating complaints, lighting faults, leaks, repairs and follow-up works all need sorting, usually on top of everything else you are already managing. Form gives you practical support and clearer next steps so you’re not left carrying it alone.
Practical Advice. Clear Priorities. No Loose Ends.
Form is an office maintenance company with a wider understanding of commercial interiors.
We work across workplace design, fit-out, refurbishment, furniture, aftercare and ongoing support so we understand how maintenance affects more than the building itself. It affects comfort, compliance, cost, confidence and day-to-day experience.
When something needs attention, we help you understand:
- what needs sorting now
- what can wait
- what should be planned in
- what could cause disruption
- what creates compliance or operational risk
You’re not left with a report full of problems and no clear route forward – we help you work out the next sensible step.
Book a PPM reviewPricing and Maintenance Plans
The cost of planned preventative maintenance depends on your building, systems, responsibilities and level of support.
Pricing may be affected by:
- building size and layout
- number of floors or units
- mechanical and electrical systems
- compliance requirements
- existing records and known issues
- frequency of inspections and servicing
- remedial works or small improvements required
After an initial review, Form can recommend a PPM programme that reflects your building, priorities and budget.
Locations We Cover
Based in Marlow, Form supports businesses across the Home Counties, the South East and London. Our planned preventative maintenance services are available for office buildings across areas including Berkshire, Buckinghamshire, Hertfordshire, Oxfordshire, Wiltshire, Greater London and Central London.
For a full overview of the areas we cover, visit our Areas We Serve page.
Book a PPM Review
Need a more structured approach to planned preventative maintenance?
Talk to Form about a PPM review. We’ll help you understand what needs checking, what needs attention and how a planned programme could support your building, budget and people.
Frequently Asked Questions
Can Form work around tenants or staff in the building?
Yes, maintenance visits, checks and follow-up works can be planned around the people using the building, helping to reduce disruption and avoid unnecessary downtime.
Do we need a PPM programme if the building is partly vacant?
Yes – vacant or partly vacant offices still need to be kept safe, compliant and presentable, especially if the space is being marketed, viewed or prepared for future occupation.
Can Form help us understand who is responsible for what?
Yes. Maintenance responsibilities can sit with landlords, occupiers, managing agents or a combination of all three. Form can help review the practical responsibilities and identify where checks, records or remedial actions need clearer ownership.
What happens if something urgent is found during a planned check?
Form will help you understand how serious the issue is, what needs immediate action and what can be built into a future plan. The priority is to keep the building safe, reduce disruption and give you a clear next step.
Can a PPM programme include small improvements as well as checks?
Yes. Planned maintenance often highlights small changes that would help the space work better day to day, from minor repairs to practical upgrades or post-occupancy adjustments.
How often should a PPM programme be reviewed?
A PPM programme should be reviewed regularly, especially after changes to occupancy, building use, lease arrangements or recurring maintenance issues. This helps keep the plan relevant rather than letting it become a static checklist.