Key points
- A PPM schedule is only as good as the asset register behind it. Build that first, site by site.
- Set frequencies in this order: law and standards, manufacturer instructions, industry guidance such as SFG20, then your own failure history.
- SFG20 classifies tasks by criticality: statutory, business critical, optimal and discretionary. Use the same idea to prioritise your own schedule.
- Spread tasks across the calendar so contractors visit evenly and trading is not disrupted.
- Track completion by site, task type and contractor, and close out remedial work, not just the visit.
What a PPM schedule is for
Planned preventative maintenance is work done on a schedule to keep assets safe, legal and working, before they fail. A PPM schedule is the list that drives it: every asset, every task, how often and by whom.
For a multi-site operator it does three jobs. It proves you are meeting statutory duties at every site. It reduces breakdowns that close a kitchen or a counter. And it gives you a basis for budgeting and for holding contractors to account.
The schedule is not the same as a compliance calendar, although it includes one. It also covers the routine tasks that keep equipment running, such as cleaning condensers, changing filters and checking gaskets.
Step 1: build the asset register
You cannot schedule maintenance on assets you have not recorded. For each site, list every maintainable item. At a minimum capture:
- Asset ID that is unique across the estate, ideally on a label on the asset.
- Asset type using a consistent naming list (for example "Espresso machine, 2-group" rather than free text).
- Make, model and serial number, needed for parts and manufacturer guidance.
- Location within the site (kitchen, bar, plant room, roof).
- Install date and warranty expiry.
- Owner: owned, leased, landlord's or supplier's. This decides who is responsible for maintaining it.
- Statutory flags, such as gas appliance, pressure system or lifting equipment.
Desk-based registers miss things. Do a physical walk-round of each site with a checklist by area, photograph data plates and confirm what is actually there. Repeat it whenever a site is refitted.
Do not forget building services that sit outside the operator's day-to-day view: water tanks and calorifiers, roof plant, extract fans, fire dampers, emergency lights and the distribution board. In leased premises, check the lease to see which of these the landlord maintains.
Step 2: use SFG20 and other standards to set tasks
SFG20 is the industry standard library of maintenance specifications for building services in the UK, published by BESA. It gives task lists and frequencies for a wide range of asset types and is widely referenced in FM contracts.
SFG20 classifies each task by criticality. The categories are:
| SFG20 classification | Meaning | How to treat it |
|---|---|---|
| Statutory / legal (red) | Work required by law | Non-negotiable. Track to the day and keep evidence. |
| Business critical (pink) | Not required by law, but critical to your operation or contract | Treat almost as strictly as statutory work. |
| Optimal (amber) | Function-critical or industry best practice | Plan and do, but can flex within reason. |
| Discretionary (green) | Non-critical, optional | Do when it pays back, or bundle with other visits. |
SFG20 is a subscription product, and it covers building services rather than every piece of catering equipment. For items like espresso machines, combi ovens and dishwashers, use the manufacturer's service schedule alongside it. For statutory tasks, go back to the source: the regulation, HSE guidance or the relevant British Standard.
Step 3: set frequencies you can defend
Work through each asset in this order and record the reason for the frequency you choose:
- Law and standards. For example, BS 5839-1 for fire alarm servicing, BS 5266-1 for emergency lighting, HSE ACOP L8 and HSG274 for legionella control, PSSR 2000 for pressure systems, and the F-gas regulations for leak checks.
- Manufacturer instructions. These often set the minimum to keep a warranty valid.
- Industry guidance. SFG20, BESA TR19 Grease for kitchen extract, and trade body guidance.
- Your own data. Usage hours, failure history and environment. A site trading 18 hours a day works its equipment harder than one trading 8.
Some guidance gives a range or says the interval should be set by risk assessment. In that case, do not quote a single number as if it were law. Record the assessment, the interval chosen and when you will review it.
A sample PPM template for a café or restaurant site
Below is a starting template for a typical café or small restaurant with a commercial kitchen. Adjust it for your equipment, your lease and your own risk assessments. Frequencies shown are common practice or set by the cited standard. Where they depend on risk or usage, the table says so.
| Asset | Task | Frequency | Statutory? | Typical contractor |
|---|---|---|---|---|
| Gas cooking appliances and supply | Service and gas safety inspection | Annually (common practice) | Yes: duty to maintain under the Gas Safety (Installation and Use) Regulations 1998 | Gas Safe registered engineer (commercial catering) |
| Kitchen extract system | Ductwork and canopy grease cleaning to TR19 Grease | By usage: typically 3, 6 or 12 months | Fire safety duty; insurer requirement | Specialist extract cleaner |
| Kitchen extract filters | Clean or replace canopy filters | Weekly or more often if heavy use | Supports fire safety | Site team |
| Fire alarm system | Weekly call point test; service | Weekly test; service at least every 6 months (BS 5839-1) | Yes: Fire Safety Order 2005 | Site team; fire alarm contractor |
| Emergency lighting | Monthly function test; annual full-duration test | Monthly and annually (BS 5266-1) | Yes: Fire Safety Order 2005 | Site team; electrical contractor |
| Fire extinguishers | Basic service | Annually (BS 5306-3) | Supports Fire Safety Order duties | Fire equipment contractor |
| Hot and cold water outlets | Sentinel outlet temperature checks | Monthly (HSG274), as set by your risk assessment | Yes: legionella duties under COSHH and ACOP L8 | Site team or water hygiene contractor |
| Espresso machine | Preventative service; written scheme examination where it is a pressure system | Service per manufacturer and usage; examination per written scheme (PSSR 2000) | Examination yes, where PSSR applies | Coffee machine engineer; competent person |
| Espresso machine water filter | Replace cartridge | By litres treated and water hardness | No | Coffee machine engineer |
| Refrigeration (fridges, freezers, cold room) | Clean condensers, check seals and temperatures | Quarterly typical; daily temperature logs | Leak checks only where above F-gas thresholds | Refrigeration engineer (F-gas certified) |
| Air conditioning | Service; F-gas leak check where applicable | Service 6–12 monthly typical; leak checks by CO2-equivalent charge | F-gas leak checks yes, where thresholds apply | F-gas certified engineer |
| Fixed electrical installation | EICR | Up to 5 years, or as the last report recommends | Electricity at Work Regulations 1989 duty | Electrical contractor |
| Portable appliances | In-service inspection and testing | Risk-based (IET Code of Practice) | Duty to maintain; no fixed interval | Electrical contractor or trained staff |
| Dishwasher / glasswasher | Service, descale, check rinse temperature | Per manufacturer; typically 6–12 monthly | No | Warewashing engineer |
| Grease trap | Empty and clean | By size and volume | Drainage and water company requirements | Drainage contractor |
For detail on the kitchen items, see our commercial kitchen compliance checklist and the guide to espresso machines and PSSR.
Step 4: spread the work across the calendar
Once every site has a task list, the next problem is timing. If every annual task across fifty sites is due in January, contractors will be stretched, standards will slip and site managers will be fed up.
- Stagger annual tasks by site, for example by region or by month of opening.
- Group tasks by contractor and site, so one visit covers several jobs.
- Avoid peak trading such as December for hospitality, or term-time lunch service for school caterers.
- Plan out-of-hours work for tasks that need isolations, like EICRs and extract cleaning.
- Leave a tolerance window, for example two weeks either side, and agree it in the contract. Statutory tasks should not be allowed to drift past their due date.
Build your calendar 12 months ahead and review it quarterly. When a site opens, closes or refits, update its register and schedule straight away.
Step 5: track completion and close the loop
A PPM schedule is a plan. You need evidence that the plan happened. For every task, track:
- Date due, date attended and whether it was on time.
- Outcome: pass, fail or remedial work needed.
- The certificate or service report, attached to the asset.
- Any remedial job raised and when it was closed.
Report PPM completion by site, by task type and by contractor each month. Separate statutory tasks from the rest so a high overall rate cannot hide a missed gas or fire alarm check. Look for repeat failures on the same asset; they may mean the frequency is wrong or the asset needs replacing.
A common gap is counting a PPM visit as complete when the engineer found a defect that was never repaired. Make remedial work a tracked job with its own deadline, and only treat the asset as compliant when it is closed.
Fabric FM is being built to run this cycle across many sites: one asset register, schedules generated from templates, and certificates and remedials linked to each visit. If that sounds useful, see our planned preventative maintenance software page and join early access.
This guide is general information, not legal advice. Check the current regulations and guidance, or speak to a competent person, for your premises.
