If it fails: the first hour
What the site contact should do before the technician arrives.
- Flag any finding during a scheduled visit that presents an immediate safety or operational risk
- Notify the facility manager the same day rather than waiting for the routine report cycle
- Get an emergency repair estimate started if the finding cannot wait for the next scheduled maintenance window
What fails
No program at all, only reactive repairA building running purely on break-fix repair pays more over time because equipment fails at the least convenient moment and often takes other components down with it.
A program that exists on paper but isn't followedA written maintenance schedule that is not actually tracked or completed provides no real protection; gaps in execution are common when the schedule lives in a binder no one checks.
Coverage that skips less visible systemsHVAC and life safety systems often get scheduled attention while items like exterior sealant joints, drainage, or parking lot striping are left out, letting slower failures go unnoticed.
No documentation trailWithout service records, a facility manager cannot show a system was maintained on schedule, which matters for warranty claims, insurance, and liability if a failure causes damage or injury.
One-size schedule regardless of equipment age or useApplying the same maintenance interval to a 2-year-old rooftop unit and a 15-year-old one, or to a lightly used space and a heavy-traffic entrance, wastes effort in one place and misses risk in another.
Vendors working in silosSeparate vendors handling HVAC, roofing, and life safety inspections without a shared schedule or reporting format make it hard to see the whole building's condition at once.
What a service call includes
- Building a task list and schedule covering HVAC, roofing, life safety, envelope, flooring, and site elements
- Setting inspection intervals based on manufacturer recommendations, equipment age, and usage intensity
- Performing scheduled inspections and minor corrective work, such as filter changes, lubrication, and fastener tightening
- Logging every completed task with date, technician, and findings in a format the facility can review
- Flagging items found during inspection that need repair beyond routine maintenance, with cost estimates
- Reviewing and adjusting the schedule annually based on what inspections have actually found
Preventive checklist
The items a maintenance program should carry for this system. Build a combined checklist across systems with the checklist builder.
Spring
- Service HVAC cooling systems before peak season demand
- Inspect roof drains and gutters after winter debris accumulation
- Check exterior caulk and sealant joints for winter cracking
Fall
- Service HVAC heating systems before peak season demand
- Clean gutters and drains before leaf drop increases debris load
- Inspect exterior lighting and confirm timers or photocells are set for shorter daylight hours
Quarterly
- Test emergency and exit lighting for the required run time
- Walk the parking lot and site for pavement, striping, and lighting issues
- Check fire extinguishers and life safety equipment tags for current inspection dates
Annual
- Conduct a full walkthrough against the facility condition assessment, if one exists, to confirm nothing has been missed
- Review the completed maintenance log against the planned schedule to identify gaps
What it costs
| item | typical range | what moves it |
|---|---|---|
| Preventive maintenance program, small commercial building | $0.10 to $0.50 per square foot annually | Scope, building age, and number of systems covered drive most of the range. |
| HVAC preventive maintenance contract, per unit | $150 to $500 per year | Rooftop units typically cost more to service than smaller split systems due to access and component count. |
| Life safety inspection bundle, annual | $500 to $2,500 | Covers fire extinguishers, emergency lighting, and basic fire alarm testing depending on building size. |
| Building envelope preventive inspection, annual | $300 to $1,500 | Covers a visual survey of roofing, sealant joints, and masonry condition. |
National ranges. Local labor, access, after-hours timing and materials move them. Multi-site programs usually price below one-off calls.
How to choose a provider
- Ask what systems are covered in the base program and what falls outside it as a separate repair call
- Confirm how service is documented and how easily the facility can access the maintenance history
- Ask whether the schedule is adjusted based on equipment age and actual findings, or fixed regardless of condition
- Request references from buildings of similar type and age to the one under consideration
- Confirm response time commitments for items flagged during a routine visit that need prompt repair
Questions
What is the difference between preventive and reactive maintenance?
Preventive maintenance follows a set schedule to inspect and service systems before they fail, while reactive maintenance responds only after something breaks, typically at higher cost and with more disruption.
What should a preventive maintenance checklist include for a commercial building?
HVAC servicing, roof and drainage inspection, life safety system testing, exterior envelope checks, lighting and electrical spot checks, and site elements like pavement and parking lot lighting.
How much does a preventive maintenance program typically cost compared to reactive repair?
Programs are usually priced as a predictable annual or per-visit cost, while reactive repair costs vary widely and tend to be higher per incident because problems have progressed further before being addressed.
How often should preventive maintenance tasks be scheduled?
Frequency depends on the system; HVAC is commonly serviced twice a year, life safety systems are often tested quarterly or annually per code, and site elements are typically checked seasonally.