Planned Maintenance Consultancy

A planned maintenance survey assesses a single property. Planned maintenance consultancy takes the same principles and applies them across a portfolio of multiple properties — prioritising work across the entire portfolio, aggregating costs, identifying common issues and developing a coordinated programme. For a landlord with 5, 10 or 50 properties, the portfolio-level view enables better budgeting, bulk procurement of works and strategic planning that is not possible when each property is considered in isolation. The consultancy also includes the analysis, interpretation and strategic recommendations that go beyond what a standard survey report provides — it is an advisory service, not just a condition assessment.

Yes. We work with residents' management companies, managing agents and housing associations to produce the technical evidence that underpins service charge budgets and sinking fund provisions. The planned maintenance programme provides a transparent, evidence-based justification for the charges, which is particularly important given the statutory requirements for leaseholders to be consulted on major works. Our reports are structured to be shared with leaseholders and residents, providing clear, understandable cost projections that demonstrate exactly what work is planned, when it is needed and what it will cost.

We provide budget cost estimates for each identified work item based on current market rates, adjusted for the projected timing of the work. Costs are prepared using industry-standard cost data sources, our own database of completed project costs and, where appropriate, input from quantity surveyors or specialist contractors. All cost estimates are clearly stated as budget figures — they are intended to support financial planning and are not fixed-price quotations for the works themselves. Where significant cost uncertainty exists, we flag this and provide a range estimate. Costs are aggregated at property level, year level and portfolio level, giving you full visibility of your projected capital expenditure.

The timeline depends on the size and complexity of the portfolio. For a portfolio of 5–10 properties, the full process — from initial scoping to final report delivery — typically takes 4 to 6 weeks. For larger portfolios of 50+ properties, the programme may run over 8 to 12 weeks, with phased delivery of interim findings. We will agree a realistic timeline with you at the scoping stage and keep you updated throughout. If you have a specific deadline — for example, a board meeting, an AGM or a funding application — we will work with you to meet it.

Yes. The planned maintenance programme is designed as a living document, not a one-off report. As works are completed, we can update the programme — marking items as done, recalculating remaining lifespans and adjusting future cost projections. Many clients engage us on a rolling basis: we carry out a full portfolio assessment initially, then return every 3 to 5 years for a full re-assessment, with annual desktop updates in between to reflect completed works and any changes to the portfolio. This ensures your maintenance programme always reflects the current state of your assets and your forward liability remains accurately modelled.

Our planned maintenance consultancy is designed for residential portfolios. We cover houses, flats, maisonettes, bungalows and converted apartments across all construction types and ages — from Victorian terraces to modern apartment blocks. We also cover mixed-use buildings where the residential element is the primary use. For portfolios that include commercial property, we can assess the residential elements and recommend specialist commercial building surveyors for the non-residential parts. Every property is assessed to the same consistent methodology, ensuring comparability across the portfolio regardless of property type, age or construction.

Yes. We routinely present our findings to boards, trustees, residents' associations, AGMs, investors and other stakeholders. The presentation can be tailored to the audience — from a high-level executive summary for a board to a detailed technical walk-through for a facilities team. We can also provide bound hard copies of the report for formal meetings, and we are happy to answer follow-up questions from stakeholders after the presentation. Our objective is to ensure that everyone who needs to understand the maintenance programme has the information they need, presented in a way that makes sense to them.