Building User Guides (BUG) are prepared to provide building occupants, facilities managers, and operators with clear, accessible information on the safe, efficient, and sustainable use of building systems and services. Unlike Home or Apartment User Guides, which focus on individual dwellings, Building User Guides cover shared building systems, common areas, and services that affect the entire building.

The purpose of the guide is to:

• Ensure occupants understand the operation of building-wide systems.
  
• Provide guidance on safety, comfort, and energy-efficient operation.
  
• Facilitate proper reporting, maintenance, and management of building services.

Building User Guides are typically provided for multi-residential developments, commercial buildings, or mixed-use buildings.

Typical Building User Guide Content

A Building User Guide provides a structured, user-friendly overview of the building and its systems, designed to make technical information accessible to occupants, tenants, and facilities personnel. It translates complex O&M documentation into practical guidance, helping users understand how building-wide systems operate, how to maintain safety, and how to use resources efficiently, typical content may include:

• Introduction to document, how to use it and a description of the building / development. including address and key property information. 
• Key contacts and emergency information – Property manager, facilities team, emergency contacts, and maintenance reporting procedures.
• Health and safety guidance – Fire evacuation procedures, fire alarms, emergency lighting, and safety responsibilities.
  
• Building services operation – Instructions for HVAC, lighting, lifts, access control, water systems, and other shared equipment.
  
• Energy and sustainability guidance – Best practice operation of systems to minimise energy and water consumption.
• Waste management and recycling arrangements.
• Maintenance and reporting procedures – How to report faults, schedule preventive maintenance, and understand the roles of building management versus tenants.
• Basic maintenance and care guidance, including general advice on maintaining building fixtures, fittings, and equipment.
• Sustainability certification guidance – Information to support Green Star, BREEAM, and LEED requirements, including occupant behaviours to maximise performance.
• Drawings and layouts – Plans showing building services, common areas, and emergency routes.
• Compliance and certification – Relevant regulatory compliance information, certificates, and warranties. 

Relationship to Sustainability Certification Requirements

Building User Guides play an important role in supporting sustainability certification by providing occupants, tenants, and facilities teams with guidance that promotes the efficient, safe, and responsible operation of building-wide systems. By educating users on correct operation and resource-efficient practices, these guides help maintain optimal building performance over time.

• Green Star (Australia & NZ): Guides can contribute to “Operation & Maintenance” credits by demonstrating that building users have the information needed to operate systems efficiently. Clear instructions on energy-efficient use of HVAC, lighting, water systems, and common-area services support ongoing performance monitoring and reduce unnecessary resource consumption.
  
• BREEAM (UK & International): Building User Guides support credits such as “Man 03 – Responsible Construction Practices” and “Hea 01 – Visual Comfort / Indoor Environment Quality” by ensuring that building operators and occupants understand how to maintain and operate systems effectively, optimising energy, water, and indoor environmental performance.
  
• LEED (US & International): Guides can contribute to LEED O+M credits for Energy and Atmosphere, Water Efficiency, and Indoor Environmental Quality by educating users on best practices for building operation. Clear guidance ensures sustained performance over the building lifecycle and facilitates measurement and verification activities.
  

Providing a Building User Guide is therefore not only a best practice for occupant engagement and safety but also supports the achievement of sustainability and certification objectives across Green Star, BREEAM, and LEED frameworks.

Applicable Regulations and Standards

While Building User Guides are not always mandated as a standalone document, many jurisdictions require building owners, operators, or developers to provide occupants, tenants, and facilities teams with information on the safe operation, maintenance, and efficient use of building systems. These requirements typically arise through building regulations, safety legislation, handover obligations, and warranty or certification requirements.

United Kingdom

In the UK, occupant and operator information is primarily driven by the Building Regulations 2010, associated approved documents, and broader building safety legislation. Key regulatory and guidance drivers include:

• Building Safety Act 2022 – Requires information on building safety and systems for occupants and operators of higher-risk buildings.
• Approved Documents B (Fire) and L (Energy) – Cover fire safety, emergency systems, and efficient operation of building services.
• Approved Document M – Relevant for access and usability of shared areas and building services.
• CIBSE TM31 and BSRIA BG 26 – Industry guidance for preparing user manuals and operational information.

Australia / New Zealand

In Australia and New Zealand, regulatory requirements stem from the National Construction Code (NCC), the Building Act 2004 (NZ), and the New Zealand Building Code. Although these codes do not explicitly mandate Building User Guides, providing simplified guidance is considered best practice. For multi-occupancy and commercial buildings, this ensures that building-wide systems, such as mechanical ventilation, fire systems, lifts, and water systems, are operated safely and efficiently.

Canada

Applicable regulations vary by province, but generally includes:

• National Building Code of Canada (NBC) – Provincial codes are derived from NBC.
  
• Provincial legislation – Condominium acts or building safety regulations for multi-residential buildings.
  
• Local standards and codes – Provide requirements for operation, maintenance, and safety of shared building systems.

Building User Guides serve as a practical means of fulfilling regulatory and contractual obligations across multiple jurisdictions. They provide accessible, clear guidance to occupants and operators, ensuring that building systems are used safely, maintained properly, and operated efficiently in compliance with local regulations.

Conclusion

Building User Guides are a vital resource for occupants, tenants, and facilities teams, providing accessible instructions for the safe and efficient operation of shared building systems. By promoting correct use, energy efficiency, and compliance with regulations, these guides enhance safety, comfort, and the long-term performance of the building. They also support sustainability certification objectives under Green Star, BREEAM, and LEED, demonstrating best practice in building management and occupant engagement.

Outsourcing Technical Documentation

For contractors and project managers, technical authoring of building user guides often presents a significant challenge due to time pressure, technical expertise and the need to focus on on-site duties. Outsourcing to specialist technical writing experts becomes invaluable in these situations to ensure that documentation is accurate, concise, delivered on time and cost effective.

Why Choose Dewick & Associates?

Dewick & Associates’ team are fully knowledgeable in the stringent requirements of local regulations and contractual requirements associated with construction documentation.  By choosing to outsource to us, contractors achieve three key advantages:

• Technical Knowledge: our in-house Chartered Engineers (CIBSE CEng / CPEng. Mech MIEAust) and Technical Writing Team technically author all of our O&M Manuals.  This professional expertise is crucial for accurately translating complex installation drawings / schematic / technical data into clear, concise and accurate documentation.
• Time & Cost Efficiency: freeing up expensive on-site management time.
• Guaranteed Compliance: delivering the complete, verified document necessary for timely Practical Completion and successful handover.
• Complete handover package: proactive document management and early-stage compilation throughout the project lifecycle, preventing last-minute information scrambles and reducing the risk of delays to Practical Completion.

We are able to transform complex, fragmented site data into an accessible, auditable, and high-quality documentation for your project handover.

Coupled with providing fully comprehensive construction documentation, including Building Handover Manuals, O&M Manuals, Health & Safety Files and Regulation 38 Files, CIBSE TM31 Logbooks complete the mandatory documentation provision at handover for your projects. Outsource this to the experts so you can concentrate on the pressing onsite works to complete the project to the high standard required.