Facilities management (FM) plays a vital role in keeping buildings safe, compliant, and operating efficiently. Whether you manage a commercial property, industrial site, or public facility, having a well-structured facilities management contract ensures nothing is left to chance.
At Sheridan FM, we understand that no two facilities are the same. That’s why FM contracts are typically tailored, but they still share several core components.
In this blog we break down exactly what a facilities management contract usually includes.
Planned Preventative Maintenance (PPM)
One of the most important elements of any FM contract is Planned Preventative Maintenance (PPM). This involves scheduled inspections and servicing of equipment and infrastructure to prevent failures before they occur.
A typical PPM programme includes:
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Asset lifecycle management and monitoring
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Scheduled servicing of critical systems
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Performance optimisation of equipment
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Compliance-based maintenance schedules
By taking a proactive approach, businesses can reduce downtime, avoid costly repairs, and extend the lifespan of their assets.
Reactive Maintenance & Emergency Response
Even with the best planning, issues can still arise. That’s why FM contracts include reactive maintenance services.
These cover:
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Emergency call-outs (often 24/7)
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Urgent repairs (electrical, plumbing, structural)
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Rapid response to minimise disruption
A reliable FM provider ensures that problems are resolved quickly to keep operations running smoothly.
Building & Technical Services
Facilities management contracts typically include a wide range of hard services related to the physical building and its systems.
These often include:
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Electrical systems maintenance and compliance
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Plumbing and gas services
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HVAC (heating, ventilation, air conditioning)
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Lift maintenance and repairs
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Structural and fabric maintenance
These services ensure that all critical systems within a building function safely and efficiently.
Health, Safety & Compliance
Compliance is a key responsibility within any FM contract. Businesses must meet strict legal requirements to ensure the safety of occupants and staff.
Typical compliance services include:
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Fire safety systems, inspections, and risk assessments
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Electrical testing and certification
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Health & safety inspections
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Statutory maintenance obligations (e.g. PAT testing, asbestos management)
A good FM partner will manage compliance documentation and ensure all regulations are met.
Soft Services
In addition to technical maintenance, FM contracts often include soft services that support the day-to-day running of a facility.
These may include:
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Cleaning services
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Waste management
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Grounds maintenance and landscaping
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Security and reception services
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Catering and workplace support
These services help create a safe, clean, and welcoming environment for employees and visitors.
Helpdesk & Reporting Systems
Modern FM contracts often include a centralised helpdesk and reporting tools to improve efficiency and transparency.
This typically involves:
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Logging and tracking maintenance requests
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Asset and performance reporting
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Computer-Aided Facilities Management (CAFM) systems
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KPI monitoring and service-level agreements (SLAs)
This ensures full visibility and accountability across all services.
Contract Management & Service Level Agreements (SLAs)
A facilities management contract will clearly define:
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Scope of services
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Response times and performance standards
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Key performance indicators (KPIs)
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Responsibilities of both client and provider
SLAs ensure that service delivery meets agreed expectations and provides measurable outcomes.
Tailored & Sector-Specific Solutions
No two facilities are the same. FM contracts are often customised based on:
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Industry (e.g. hospitality, manufacturing, healthcare)
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Size and complexity of the building
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Operational requirements
Providers like Sheridan FM develop bespoke solutions to meet the unique needs of each client, ensuring efficiency and compliance across all sectors.
Why a Comprehensive FM Contract Matters
A well-structured facilities management contract is more than just a service agreement—it’s a strategic tool that helps businesses:
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Reduce operational risks
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Improve efficiency and asset performance
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Ensure legal compliance
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Control maintenance costs
By combining planned maintenance, reactive support, and compliance management, FM contracts provide complete peace of mind.
Facilities management contracts bring together multiple services under one cohesive strategy, ensuring your building operates safely and efficiently at all times.
If you’re looking for a reliable partner to manage your facility, Sheridan FM offers tailored, end-to-end solutions designed to keep your business running without disruption.
Need help with your facilities management strategy?
Visit: https://sheridanfm.co.uk/ or get in touch with the Sheridan FM team today.