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Do I need a Planned Maintenance Report?

As we come out of what feels like a very long winter, occupiers and landlords across the region are being hit with no end of surprise expenditures. From roof leaks to damaged cladding, properties of all shapes and sizes have fallen victim to the elements.

As we work with a number of occupiers on their planned maintenance programmes for the next 5-10 years, I’ve been increasingly aware of the need to build up our clients’ understanding of their properties as we help them avoid fighting fires and plan for the future.

A Planned Maintenance Programme, often known as a Planned Maintenance Report (PMR), enables both owners and occupiers to plan any necessary works into their budget, an essential step when looking to set reliable budgets, better monitor the financial health of projects and ensure value for money is demonstrated over the life of their property.

It doesn’t take me by surprise that you may be thinking ‘but do I really need it?’. It’s certainly tempting to take things as they come, but avoiding an issue can only last so long and a forward thinking approach is essential. Reactive work more often than not proves inefficient, costly, and in severe cases results in significant failures such as water ingress or structural damage, leading to further impact on business operations and the subsequent negotiation with impacted parties who may have suffered loss of earnings as a result. A painful prospect whether that’s your own business or one of your tenants.

Believe us when we say that regular maintenance is your best friend, helping prevent small issues from becoming larger issues at a later date.

We’ve seen a lot of properties in our time, and the biggest, and most common, issues we come across nearly always stem from a lack of routine maintenance. Ignoring that leak, putting off replacing those roof tiles, and leaving the potholes until they get really bad always lead to more issues down the line. If you’re leasing a commercial space, it can also mean a pretty hefty bill when it comes to your dilapidations responsibilities during or at the end of your lease.

Given the increasing need for efficient use of our resources, energy efficiency in the built environment and reducing waste, regular maintenance is an essential way of reducing deterioration of buildings and preventing unnecessary damage, ensuring properties operate at optimum efficiency, protect the health and safety of occupants, and ensure continued compliance with statutory requirements.

Simply put, a Planned Maintenance Report allows you to anticipate future costs of building work to your property so that you can budget for them and ensure repair works fit in around your business and cause the least disturbance possible. Whilst not everyone is as passionate about buildings as we are, there’s certainly something rewarding in enabling owners and occupiers to proactively maintain, manage and improve their properties for years to come.  

Get in touch to discuss your Planned Maintenance: reimagine@fourthwallbc.com // 0161 706 1131

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Beginners Guide Commercial Advice

Understanding Dilapidations

In all tenancies, agreements are made in relation to the condition of the property and whose responsibility it is for repairs and maintenance, so it’s important to understand your rights and responsibilities at any stage of leasing out or renting a property.

Put simply, dilapidations are the costs involved in returning a property to its original state prior to being let, such as repairs and reinstatement works for any alterations made to the property by the commercial tenant.

If a tenant doesn’t keep the property in the state agreed, the legal covenants and relevant dilapidations case law will apply and landlords can serve a schedule of dilapidations to a tenant, which will form the basis of their claim. The dilapidations process takes place either during or towards the end of a commercial lease and involves assessing any disrepair of the property, breaches of lease agreements, where responsibilities lie, and how much it will cost to remedy.

Disputes can arise between landlords and tenants over this process, so to reach a suitable conclusion when dilapidations claims are made, each party will appoint professional representatives in the form of surveyors, as knowledge and experience of construction and dilapidations case law is essential to handle the dilapidations claim process.

Your surveyor will provide you with the expertise and guidance to ensure a fair and reasonable settlement is reached, providing advice on timescales, risks and costs.

They should advise on your liabilities under a commercial lease, and provide a thorough evaluation of the condition of the property, determining the extent of any breaches and negotiating to find a solution that’s beneficial to all parties.

At Fourth Wall we bring a wealth of knowledge and experience to support both landlords and tenants, so if you’re entering into a new lease, considering leaving or have left your premises, get in touch.