Electrical faults rarely happen at a convenient time. For businesses, an unexpected failure can interrupt production, close part of a building, affect essential equipment or create an immediate safety concern.

A planned preventative electrical maintenance contract is designed to reduce that risk by arranging inspections, testing and maintenance before faults develop into more serious problems.

However, the exact scope can vary considerably between contractors and premises. Some agreements focus primarily on routine inspection, while others include testing, minor repairs, emergency support and the maintenance of several different electrical systems.

This guide explains what businesses can typically expect from a planned preventative electrical maintenance contract, how the maintenance programme is created and what should be checked before entering into an agreement.

What is planned preventative electrical maintenance?

Planned preventative maintenance, often shortened to PPM, is electrical maintenance carried out according to an agreed schedule.

Instead of waiting for an electrical system or piece of equipment to fail, inspections and maintenance visits are arranged in advance. The aim is to identify wear, damage, deterioration or emerging faults before they cause an unexpected breakdown.

A PPM programme may include:

• Visual inspections
• Electrical testing
• Routine servicing
• Cleaning and adjustment
• Condition monitoring
• Replacement of worn components
• Identification of recommended repairs
• Maintenance reporting and record keeping

The work required will depend on the type of premises, the electrical installation, the equipment being used and the environment in which it operates.

The Health and Safety Executive states that electrical equipment must be maintained to prevent danger. It also explains that the type and frequency of checks, inspections and testing should reflect the equipment, its environment and the results of previous checks. (HSE)

This means there is no single maintenance schedule that will be appropriate for every business.

What is the difference between planned and reactive electrical maintenance?

Planned and reactive maintenance deal with electrical faults at different stages.

Planned preventative maintenance

Planned maintenance is completed before a system fails. Visits are scheduled in advance and the work is based on an agreed programme.

This allows the business and its electrical contractor to plan access, shutdowns and maintenance around normal operations.

Reactive electrical maintenance

Reactive maintenance takes place after a problem has occurred.

Examples might include:

• A circuit that repeatedly trips
• Failed lighting
• Loss of power to equipment
• A damaged socket or cable
• A faulty distribution board component
• Machinery that has unexpectedly stopped working

Reactive work is sometimes unavoidable, even where a comprehensive PPM programme is in place. Preventative maintenance cannot guarantee that a fault will never occur, but it can reduce the likelihood of preventable failures and help identify problems at an earlier stage.

Most businesses therefore need a combination of planned maintenance and access to reactive electrical support.

What is normally included in an electrical PPM contract?

The scope of an electrical maintenance contract should be tailored to the building and the systems being maintained.

However, most effective agreements contain several core elements.

An initial site survey and asset review

Before a maintenance schedule is created, the electrical contractor will usually need to understand the premises and the equipment within it.

This initial review may consider:

• The size and use of the building
• Existing electrical installations
• Distribution boards and electrical panels
• Machinery and production equipment
• Lighting and emergency lighting
• Fire and security systems
• The age and condition of the installation
• Previous inspection and maintenance records
• Known faults or recurring issues
• Equipment that is critical to business operations
• Areas with difficult access
• Suitable times for maintenance and isolation

An asset list or register may then be created, showing the systems and equipment covered by the contract.

A clear asset list is important because it helps both parties understand exactly what is included. It also reduces the chance that equipment is overlooked or incorrectly assumed to be part of the agreement.

A planned maintenance schedule

Once the relevant systems have been identified, the contractor can develop a maintenance programme.

The schedule should explain:

• Which assets will be maintained
• What inspections or tests will be completed
• How frequently each task will be carried out
• When visits are expected to take place
• Whether electrical shutdowns will be required
• What documentation will be supplied
• Which tasks are excluded from the contract

Some activities may be required more frequently than others. For example, a frequently used piece of industrial equipment in a dusty or demanding environment may require closer attention than equipment operating in a clean, low-risk office.

Maintenance intervals should be reviewed over time rather than treated as permanently fixed. If regular inspections identify recurring faults, the frequency may need to increase. If equipment remains in good condition over several maintenance cycles, a different interval may be appropriate.

HSE guidance similarly recommends reviewing maintenance arrangements in response to inspection and testing results. (HSE)

Visual electrical inspections

Visual inspections are an important part of preventative maintenance because many developing problems can be identified without dismantling equipment.

Depending on the scope of the contract, an electrician may look for:

• Damaged cables or containment
• Loose components
• Signs of overheating
• Scorching or discolouration
• Corrosion
• Water ingress
• Excessive dust or contamination
• Missing covers or blanks
• Obstructed electrical equipment
• Inadequate labels or circuit identification
• Damage caused by machinery or other site activity
• Unauthorised alterations
• General deterioration

Visual checks can also identify equipment being used in unsuitable conditions or in a way that differs from its intended use.

Signs such as burning, staining, damaged insulation or loose connections should not be ignored. HSE guidance identifies visible damage, overheating and unsuitable environmental conditions among the issues that routine electrical inspections should consider. (HSE)

Electrical inspection and testing

A PPM contract may also include formal electrical testing.

The tests required will depend on the installation and the agreed scope. They could include:

• Fixed wiring inspections
• Distribution board checks
• Earthing and bonding checks
• Insulation resistance testing
• Protective device testing
• Circuit testing
• Emergency lighting tests
• Portable appliance inspection and testing
• Thermal imaging
• Machinery supply checks
• Functional testing of electrical systems

Not every test will be included in every maintenance agreement.

For example, portable appliance testing, fixed installation testing and emergency lighting testing may be provided as separate scheduled services. Businesses should therefore check whether these activities form part of the contract or need to be arranged independently.

Testing also provides a snapshot of condition at the time it is completed. It should not replace everyday reporting of damaged equipment or obvious faults between scheduled visits.

Which electrical systems can be covered?

An electrical maintenance contract can potentially cover a wide range of systems.

These may include:

Distribution boards and electrical panels

Maintenance may involve checking condition, labelling, signs of overheating, loose components and the operation of protective devices.

Fixed wiring and circuits

The contractor may inspect or test circuits supplying lighting, sockets, machinery and other fixed electrical equipment.

Commercial and industrial lighting

Maintenance could cover failed fittings, damaged accessories, controls, sensors and deterioration within the lighting installation.

Emergency lighting

Depending on the agreement, routine functional tests, duration tests, fault reporting and replacement recommendations may be included.

Machinery electrical supplies

For industrial and manufacturing premises, the contract may include supplies, isolators, control panels and connections associated with production machinery.

The machinery itself may require separate specialist maintenance, so the boundary of responsibility should be clearly stated.

Fire alarms and detection systems

Where the contractor is competent to maintain these systems, fire alarm inspections and servicing may be included or provided through a related agreement.

Security systems

CCTV, intruder alarms and access control equipment may also be included where these form part of the contractor’s service offering.

Data and communications cabling

Physical cabling, cabinets and related infrastructure may be inspected, although support for active IT equipment would normally sit outside a standard electrical maintenance contract.

Critical and backup systems

Sites with essential equipment may require maintenance for backup supplies, generators, uninterruptible power supplies or other critical electrical infrastructure.

The contract should identify each system explicitly rather than relying on broad wording such as “all electrical equipment”.

What happens during a planned maintenance visit?

A typical maintenance visit may follow a process such as:

1. Reviewing earlier reports and outstanding recommendations
2. Confirming the systems due for maintenance
3. Agreeing access and any necessary shutdowns
4. Completing appropriate isolation and safety procedures
5. Inspecting and testing the agreed equipment
6. Carrying out authorised routine maintenance
7. Recording defects or signs of deterioration
8. Completing minor repairs where included
9. Restoring and checking affected systems
10. Producing a maintenance report
11. Recommending further corrective work

For operational sites, maintenance may need to be phased around production, opening hours or periods of lower demand.

Planning these requirements in advance is one of the main advantages of a PPM agreement. It gives the business more control over when electrical work takes place and reduces the risk of an unplanned shutdown.

Are electrical repairs included?

Businesses should not assume that all repairs are included within the contract price.

Some agreements cover inspection, testing and reporting only. Others may include routine servicing, consumables or minor corrective work completed during the maintenance visit.

Larger repairs are commonly quoted separately.

The contract should clarify the treatment of:

• Minor repairs
• Replacement components
• Consumable items
• Labour outside scheduled visits
• Emergency callouts
• Out-of-hours attendance
• Access equipment
• Specialist subcontractors
• Major replacement work
• Remedial work identified during testing

It can also be useful to agree a spending limit. This allows the contractor to complete minor repairs immediately while seeking approval for work above the agreed value.

What reports should be provided?

A maintenance visit should result in a clear written record.

Depending on the work completed, the report may include:

• Date and location of the visit
• Equipment inspected
• Tests completed
• Results recorded
• Defects identified
• Repairs completed
• Photographs
• Risk or priority ratings
• Recommended remedial work
• Items requiring monitoring
• Suggested changes to maintenance intervals
• The next planned visit
• Relevant certificates

Good records allow the business to track recurring faults, demonstrate that maintenance is being managed and make informed decisions about repairs and replacement.

Reports should be written clearly enough for facilities managers and other decision-makers to understand what action is required.

How often should electrical maintenance be carried out?

There is no universal interval for every electrical system.

The appropriate frequency may depend on:

• The type of equipment
• Manufacturer recommendations
• The age of the installation
• How heavily equipment is used
• Environmental conditions
• Previous inspection results
• Fault history
• The importance of the equipment
• Relevant guidance
• Insurer requirements
• Business risk assessments

A harsh industrial environment may require more frequent inspection than a low-risk office. Equipment exposed to moisture, heat, vibration, dust or physical damage may also require closer monitoring.

HSE guidance makes clear that maintenance frequency should be risk based rather than automatically applying the same interval to every item of equipment. (HSE)

The maintenance plan should therefore be reviewed periodically and adjusted as the condition and use of the premises change.

What are the benefits of a PPM contract?

A well-managed electrical maintenance programme can offer several operational benefits.

Fewer unexpected failures

Regular inspection can identify developing problems before they cause a breakdown.

Reduced disruption

Maintenance can be scheduled around production, opening hours and other business requirements.

More predictable costs

Planned visits make routine expenditure easier to forecast than relying entirely on emergency callouts.

Improved electrical safety

Damaged or deteriorating equipment can be identified and dealt with before it creates a more serious risk.

Longer equipment life

Routine servicing and timely repairs may help prevent avoidable deterioration.

Better maintenance records

Structured reporting creates a useful history of inspections, faults and corrective work.

More informed investment decisions

Maintenance reports can help businesses prioritise upgrades and replace equipment before it reaches the point of failure.

What may not be included?

Common exclusions can include:

• Major electrical upgrades
• Full or partial rewiring
• Replacement projects
• Equipment not listed in the contract
• Damage caused by misuse or third parties
• Emergency attendance
• Out-of-hours labour
• Replacement parts
• Specialist access equipment
• Statutory inspections not specifically listed
• Maintenance of third-party systems
• Repairs above an agreed value

The exclusions should be reviewed as carefully as the included services.

A low contract price may appear attractive, but it provides limited value if essential systems, reporting or callout support are excluded.

How is an electrical maintenance contract priced?

The cost will usually reflect the level of work and support required.

Pricing factors may include:

• The size of the premises
• The number of locations
• The number of electrical assets
• The complexity of the installation
• The frequency and length of visits
• Site operating hours
• Access restrictions
• Shutdown requirements
• The testing included
• Reporting requirements
• Required response times
• Whether parts or repairs are included

A site survey is normally the most reliable way to establish an appropriate scope and cost.

What should you check before signing a PPM contract?

Before agreeing to a contract, ask:

• Is there a complete list of covered systems and assets?
• Are the maintenance tasks clearly described?
• Are visit frequencies stated?
• Is testing included?
• Are repairs and replacement parts included?
• What happens when a defect is identified?
• Are emergency callouts covered?
• What response times apply?
• Can work be arranged around business operations?
• What reports and certificates will be supplied?
• Are exclusions clearly stated?
• How often will the programme be reviewed?

The answers should make it clear what support the business will receive and what may generate an additional cost.

Which businesses benefit from planned electrical maintenance?

PPM contracts can be useful for almost any organisation that relies on electrical systems, but they are particularly relevant to:

• Manufacturing facilities
• Factories
• Warehouses
• Distribution centres
• Offices
• Retail premises
• Commercial landlords
• Hospitality businesses
• Educational buildings
• Multi-site organisations
• Premises with critical machinery
• Businesses operating for extended hours

The greater the operational impact of an electrical failure, the stronger the case for a structured preventative maintenance programme.

Arrange planned preventative electrical maintenance

An effective electrical PPM contract should be based on the premises, equipment and operational requirements of the individual business.

The process normally begins with a review of the existing installation and the identification of systems requiring routine maintenance. A suitable schedule can then be created, setting out the inspections, testing, reporting and support to be provided.

MK Electrics can assess commercial and industrial electrical installations and discuss an appropriate planned maintenance programme.

Contact the team to discuss your premises and electrical maintenance requirements.

Frequently asked questions

What does PPM stand for in electrical maintenance?

PPM stands for planned preventative maintenance. It refers to electrical inspections, testing and maintenance arranged in advance to help prevent unexpected faults and breakdowns.

Is planned preventative electrical maintenance a legal requirement?

The law requires electrical systems and equipment to be maintained where necessary to prevent danger. It does not prescribe one standard PPM contract or a universal maintenance interval for every business. The appropriate arrangements should reflect the equipment, environment and level of risk.

Does a PPM contract include emergency callouts?

Not automatically. Some contracts include reactive support or agreed response times, while others only cover scheduled maintenance visits. This should be confirmed before entering into the agreement.

Are repairs included in planned electrical maintenance?

Routine adjustments or minor repairs may be included, but larger remedial work is often quoted separately. The contract should state which labour, parts and repairs are covered.

How often should electrical maintenance be completed?

The frequency depends on the equipment, premises, usage, environment, previous results and level of operational risk. A contractor should recommend a schedule based on these factors.

What is the difference between PPM and an EICR?

A PPM contract is an ongoing programme of inspection, maintenance and potentially testing across agreed electrical assets. An Electrical Installation Condition Report is a formal assessment of the condition of a fixed electrical installation at a particular point in time.

Can maintenance be completed outside normal working hours?

This may be possible where electrical shutdowns would otherwise interrupt business operations. The availability and cost of evening, overnight or weekend work should be agreed with the contractor.

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If you would like to reduce the risk of unexpected electrical faults and put a structured maintenance plan in place, speak to MK Electrics.

Based in Ashington, MK Electrics provides commercial and industrial electrical services across Northumberland, the North East and mainland Britain. The team can assess your premises, review the systems that require ongoing attention and recommend a suitable planned preventative maintenance programme.

Call 01670 528 429 or contact us to discuss your electrical maintenance requirements.