Structured Maintenance Information for Long-Term Asset Performance

Preventative Maintenance Log Sheets are an essential component of effective building handover documentation, providing building owners, facility managers, and maintenance teams with clear, concise, and project-relevant maintenance requirements for installed materials, finishes, systems, and equipment.

Unlike generic manufacturer literature, maintenance log sheets consolidate only the relevant maintenance obligations applicable to the equipment installed within and elements of a building. This creates a practical, user-friendly reference document that simplifies ongoing maintenance planning, supports compliance obligations, and assists in protecting long-term asset performance.

What Are Preventative Maintenance Log Sheets?

Preventative Maintenance Log Sheets are structured maintenance records developed specifically for an individual element or type of equipment within a  building. They identify:

• Installed equipment and building elements
• Required maintenance activities
• Suggested cleaning procedures
• Recommended maintenance frequencies
• Inspection requirements

These documents provide an overview of the maintenance requirements which removes the burden of sorting through extensive manufacturer manuals and provides maintenance teams with a simplified, actionable maintenance framework.

Regulatory & Legislative Considerations

Preventative Maintenance Log Sheets support compliance with a range of operational, maintenance, energy management, and lifecycle documentation requirements across Australia, the United Kingdom, Canada, and other international jurisdictions.

While maintenance log sheets themselves are not always prescribed as a standalone statutory document, they form a critical supporting component of compliant building operation, facilities management, warranty preservation, and lifecycle asset management.

AIRAH DA19 HVAC&R Maintenance

DA19 is widely regarded as the industry benchmark for HVAC&R maintenance planning and operational asset management. The document establishes structured maintenance frameworks for:

• Planned preventative maintenance (PPM)
• Maintenance frequencies
• Asset condition management
• Energy efficiency optimisation
• Risk-based maintenance strategies
• Building operational performance
• Record keeping and maintenance documentation

DA19 specifically references the importance of maintaining accurate operational records, maintenance schedules, and ongoing service documentation throughout the building lifecycle.

Project specific maintenance log sheets assist building owners and facility managers in implementing practical DA19 aligned maintenance procedures by consolidating maintenance obligations into simplified operational schedules.

SFG20 Maintenance Schedules

SFG20 is widely regarded as the industry standard for planned preventative maintenance (PPM) specifications within the United Kingdom and is one of the most commonly referenced sources for establishing maintenance frequencies within commercial and institutional buildings.

Developed and maintained by the Building Engineering Services Association (BESA), SFG20 provides a comprehensive library of standardised maintenance schedules covering building services systems, plant, and associated assets.

The schedules are structured around:

• Asset-specific maintenance tasks
• Defined maintenance intervals
• Statutory compliance activities
• Competency requirements
• Risk-based maintenance considerations
• Operational performance requirements
• Health and safety obligations

The use of SFG20 also assists facilities management teams by aligning maintenance schedules with widely recognised UK operational maintenance practices, supporting consistency across asset portfolios and service contracts.

BSRIA Guidance

BSRIA guidance documents are extensively used throughout the building services industry to support practical maintenance implementation, commissioning quality, operational performance, and facilities management processes.  While BSRIA does not publish standardised maintenance schedules in the same way as SFG20, its guidance documents heavily influence maintenance procedures, inspection methodologies, and operational management practices.

Commonly referenced BSRIA publications include:

• Soft Landings Framework
• BG 29 Pre-Commission Cleaning of Pipework Systems
• BG 50 Water Treatment for Closed Heating and Cooling Systems
• BG 79 Commissioning Air Systems
• BG 80 Commissioning Water Systems
• Building User Guide guidance
• Building Tuning guidance documents

BSRIA guidance is particularly influential in projects where operational performance, energy optimisation, and occupant outcomes are prioritised.

Maintenance schedules developed using BSRIA principles often place greater emphasis on:

• Operational verification
• Seasonal performance reviews
• Continuous commissioning
• Monitoring and tuning activities
• Integration between maintenance and energy management
• Post-occupancy operational support

Within Preventative Maintenance Log Sheets, BSRIA guidance is often used to supplement standard maintenance frequencies by incorporating operational performance activities that extend beyond traditional reactive or preventative maintenance approaches.

ASHRAE Standards & Maintenance Guidance

ASHRAE publications form the primary technical basis for HVAC&R operational maintenance practices throughout Canada, particularly within commercial, healthcare, institutional, laboratory, and mission-critical facilities.

One of the most significant maintenance-focused standards is ASHRAE Standard 180 which establishes minimum inspection and maintenance requirements for commercial HVAC systems and is widely referenced across North America for developing preventative maintenance programs.

The standard defines:

• Minimum maintenance tasks
• Inspection methodologies
• System condition evaluation
• Maintenance documentation requirements
• Frequency determination principles
• Performance verification procedures
• Indoor environmental quality considerations
• Risk-based maintenance approaches

Canadian federal guidance also references ASHRAE maintenance standards for operational building management and HVAC maintenance planning.

Architectural Elements – Australia, British and Canadian Standards

Preventative maintenance of building elements (architectural or structural) are generally based around manufacturer recommendations which commonly establish:

• Cleaning methodologies and products to be used
• Inspection frequencies
• Protective coating maintenance
• Sealant inspection requirements
• Corrosion prevention measures and re-coating intervals
• Warranty preservation obligations
• Environmental exposure limitations

Architectural product warranties frequently contain strict maintenance obligations that directly affect warranty validity. Failure to undertake prescribed inspections, cleaning, or preventative maintenance may void manufacturer warranties or reduce expected service life.

But, many architectural elements are also subject to ongoing inspection and maintenance obligations under relevant standards and codes. For example, Roof Safety Systems which ongoing inspection, testing, certification, and re-certification under local standards such as:

• AS/NZS 1891.4:2009 – Industrial fall-arrest systems and devices – Selection, use, and maintenance
• AS/NZS 1657:2018 – Fixed platforms, walkways, stairways, and ladders – Design, construction, and installation
• AS/NZS 5532:2013 – Manufacturing requirements for single-point anchor devices
• BS 7883:2019 – Personal fall protection systems – Design, installation, and maintenance
• BS EN 365:2004 – PPE against falls from height – General requirements for instructions and marking
• CSA Z259 – Fall Protection Code

Preventative Maintenance Log Sheets are critical because roof safety systems are classified as life safety infrastructure.

Why is Maintenance Important?

Project Specific Maintenance Log Sheets play a critical role in supporting the long term operation, compliance, safety, and durability of a building and its associated assets. Consolidating maintenance requirements for both building services systems and architectural building elements into a structured, project-specific format, provide Facilities Managers and Building Owners with a practical framework for ongoing asset maintenance and lifecycle management, such as:

• Improved Asset Longevity: Routine maintenance helps maximise the operational lifespan of building systems, finishes, and equipment.
• Protection of Warranties: Many manufacturer warranties require documented maintenance activities to remain valid. Maintenance log sheets help building owners demonstrate compliance with these obligations.
• Simplified Facilities Management: Clear maintenance schedules improve planning for facility managers and reduce the risk of missed maintenance activities.
• Reduced Operational Risk: Well maintained assets reduce the likelihood of premature failure, unplanned downtime, safety incidents, and costly rectification works.
• Improved Handover Quality: Providing structured maintenance information demonstrates a higher level of project completion and supports smoother transition from construction to operations.

Project Specific Maintenance Log Sheets

Dewick & Associates go beyond the standard industry practice, our Chartered Engineering and Technical Writing team are able to develop Project Specific Maintenance Log Sheets by extracting and consolidating relevant maintenance requirements directly from manufacturer literature, supplier documentation, warranties, and approved project submissions.

We remove generic or duplicated information and convert complex operation and maintenance  data into clear, structured, and project-specific maintenance schedules that reflect only the assets and systems actually installed.  Each log sheet defines key maintenance tasks, inspection requirements, frequencies, and warranty obligations in a format that is practical for facilities management teams to use throughout the building lifecycle.

The result is a streamlined maintenance resource that improves usability, supports compliance, and helps ensure long-term asset performance and warranty protection.

Outsourcing Technical Documentation

For contractors and project managers, technical authoring of Preventive Maintenance Log Sheets 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.