How preventative maintenance saves commercial property owners money in the long run

Picture this: it's the coldest day of winter, and the heating system in a commercial building breaks down completely. Tenants are furious, emergency repair costs spiral to £15,000, and business operations come to a halt. While routine servicing, perhaps a £500 quarterly boiler check, might have prevented this, modern building management systems with smart sensors can now identify potential issues before they occur, often reducing the need for frequent manual inspections.

In commercial property management, the old saying "prevention is better than cure" isn’t just common sense, it’s a financially sound strategy. Research shows that every £1 spent on preventative maintenance saves £5 in future repairs and replacement costs. At Re:volve, we’ve seen first-hand how strategic maintenance planning not only protects asset value but also delivers long-term cost savings.
Anna Main, Managing Director of Re:volve Real Estate, explains:
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In my 20+ years managing commercial properties, I’ve consistently seen that investing in preventative maintenance today saves significant costs tomorrow. It’s not just about fixing things before they break; it’s about safeguarding our clients’ investments and ensuring their buildings operate efficiently year after year.

Avoiding Costly Emergency Repairs
The financial impact of emergency repairs on commercial buildings is well-documented. According to the Royal Institution of Chartered Surveyors (RICS) Building Operating Costs Survey, planned preventative maintenance (PPM) consistently provides better value than reactive approaches. The Building Services Research and Information Association (BSRIA) further highlights that emergency call-outs and unplanned maintenance typically come with premium rates, making them far more expensive than scheduled works.

Additionally, the Institute of Workplace and Facilities Management (IWFM) notes that unexpected breakdowns don’t just lead to immediate repair costs—they also cause business disruption, tenant dissatisfaction, and potential revenue losses. By implementing a robust preventative maintenance strategy, landlords and property managers can significantly reduce these financial and operational risks.

​The Smart Building Revolution

• Technology has transformed the way buildings are managed. Smart sensors and building management systems (BMS) now allow real-time monitoring of key systems, helping prevent failures before they happen. These systems can:
• Monitor heating, cooling, and ventilation performance, predicting failures in advance
• Track temperature and humidity levels across different areas
• Detect unusual energy consumption patterns that might indicate equipment issues
• Automatically adjust systems for optimum efficiency
• Generate detailed reports on system performance and required maintenance

 
By leveraging this technology, landlords can reduce reliance on scheduled inspections while improving the reliability and efficiency of their properties.

Extending Asset Lifespan
Strategic preventative maintenance extends the operational lifespan of key building systems, reducing the need for costly replacements.

Our data shows:

• Heating & Cooling Systems: Regular servicing and smart monitoring can extend lifespan by 30-40%, delaying the need for expensive replacements.
• Commercial Roofing: Well-maintained roofs last 30-70% longer. Routine checks and minor repairs can extend a roof’s lifespan from 15 to 25 years, potentially saving hundreds of thousands in replacement costs.
• Electrical Systems: Proactive maintenance reduces failure risks and extends the lifespan of electrical infrastructure.
• Lift Maintenance: Regular servicing can extend a lift’s operational life by up to 25 years, saving property owners over £100,000 in premature replacement costs. Industry best practice recommends bi-annual servicing to minimise breakdown risks.

Improving Energy Efficiency

Preventative maintenance also plays a crucial role in reducing energy consumption. Studies indicate that:

• Well-maintained heating and cooling systems use 15-20% less energy
• Routine maintenance can lower overall building energy consumption by 5-40%
• Clean air filters alone improve system efficiency by 5-15%
• LED lighting maintenance programmes can cut energy costs by up to 75%
• Optimising a Building Management System (BMS) typically leads to 15% energy savings

With sustainability becoming an increasing priority, maintaining building systems properly is not just about cost savings—it’s about ensuring energy efficiency and compliance with environmental targets.

Compliance and Insurance Advantages
In the UK, preventative maintenance is essential for compliance with building regulations and insurance requirements. The RICS Professional Statement Service Charges in Commercial Property stresses the importance of PPM as an industry best practice. It advises that service charge budgets should make adequate provision for planned maintenance, ensuring predictable costs for tenants and long-term asset protection for landlords.
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Industry research shows that:

• Properties with documented maintenance programmes benefit from 5-10% lower insurance premiums
• Buildings with preventative maintenance see a 35% reduction in liability claims
• Compliance-related fines decrease by up to 90% through regular maintenance
• Well-maintained properties experience a 2-5% increase in market value

Anna Main adds:

Risk management is a crucial aspect of property investment. By staying ahead of potential issues and following RICS guidelines, landlords not only protect their assets but also benefit from reduced insurance costs and improved tenant confidence."

Enhancing Tenant Satisfaction and Retention
A well-maintained building leads to happier tenants, improved occupancy rates, and higher lease renewal levels. RICS research confirms that PPM plays a critical role in ensuring properties remain functional, compliant, and attractive to occupiers.
Key findings include:

• Buildings with preventative maintenance programmes report 20% higher tenant satisfaction
• Proactive maintenance contributes to a 25% increase in tenant retention rates
• Average void periods are reduced by 45%
• 87% of tenants cite building maintenance as a key factor in lease renewal decisions

 Anna concludes:

Happy tenants are long-term tenants. A well-maintained property doesn’t just attract quality occupiers—it keeps them, reducing costly turnover and void periods.

The Financial Case for Preventative Maintenance
The business case for preventative maintenance is clear. By investing in proactive upkeep, commercial property owners can significantly reduce costs, extend asset lifespan, improve energy efficiency, and enhance compliance—while also fostering tenant satisfaction. With industry research supporting these benefits, it’s evident that a planned approach to maintenance isn’t just an expense; it’s a long-term investment that delivers tangible financial returns.

Want to optimise your maintenance strategy and protect your property’s value?
Get in touch with us today.
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📧 Email: [email protected]
📞 Tel: 0333 999 7861