Facility Management Plan: [Site, building or portfolio]
A facility management (FM) plan for one site or portfolio: the context
and the demand the FM function serves, the service scope, the delivery
model, the maintenance strategy, statutory compliance, contracts,
performance indicators, budget, risk, sustainability and the review
cycle. Structure aligned with ISO 41001:2018, Facility management,
Management systems, Requirements with guidance for use (with
Amendment 1:2024, climate action changes), whose requirements follow
the common high-level structure of ISO management system standards
(clauses 4 to 10). A second edition is in development (ISO/DIS 41001
in October 2026); check the current status before you rely on it. Replace every [bracketed] value and every row marked
Example. This is a planning format, not legal, safety or engineering
advice: statutory duties depend on the jurisdiction and the building,
so check the current official rules with a qualified professional.
Document control
| Field | Value |
|---|
| Document ID | [FMP-QPB-2027] |
| Site or portfolio | [Quelmont Park Building B] |
| Plan period | [Example: 2027-01-01 to 2027-12-31, reviewed annually] |
| Version | [1.0] |
| Status | [Draft / Approved / Superseded] |
| Owner | [Head of FM or property manager, @name] |
| Approvers | [Asset manager for the owner, @name] |
| Management system | [Example: Not certified; ISO 41001 used as a reference structure] |
| Last updated | YYYY-MM-DD |
| Classification | [Internal] |
Approvals
| Role | Name | Date |
|---|
| Owner's asset manager | [@name] | YYYY-MM-DD |
| Property manager | [@name] | YYYY-MM-DD |
| FM service provider account lead | [@name] | YYYY-MM-DD |
Revision history
| Version | Date | Author | Change summary |
|---|
| 0.1 | YYYY-MM-DD | [@name] | Draft from the condition report and the tenant survey |
| 1.0 | YYYY-MM-DD | [@name] | Example: Approved with the 2027 service charge budget |
Contents
Clause map
| Plan section | ISO 41001:2018 clause (topic in original wording) |
|---|
| 1, 2 | 4 Context: internal and external issues, needs of interested parties, scope, the FM system; Amendment 1:2024 adds whether climate change is a relevant issue |
| 3, 4 | 5 Leadership: commitment, policy, roles and authorities |
| 3, 11 | 6 Planning: risks and opportunities, objectives and plans to achieve them |
| 4, 13 | 7 Support: resources, competence, awareness, communication, documented information |
| 5, 6, 7, 8 | 8 Operation: planning and control of FM service delivery and of outsourced services |
| 9, 14 | 9 Performance evaluation: monitoring and measurement, internal audit, management review |
| 14 | 10 Improvement: nonconformity, corrective action, continual improvement |
1. Context and scope
| Item | Entry |
|---|
| Buildings in scope | Example: Quelmont Park Building B, 3 storeys, 4,200 m2 net lettable, built 2004 |
| Occupiers | Example: 5 tenants (laboratory office, retail, print studio, dental clinic, insurance broker) and 1 vacant unit |
| Areas in scope | Example: Structure, envelope, roof, common parts, central plant, car park and landscaping |
| Out of scope | Example: Fit-out and equipment inside tenant demises, except where a lease makes the landlord responsible |
| External issues | Example: Tighter energy performance rules, rising contract labour costs, more frequent summer heat peaks |
| Internal issues | Example: Ageing roof, lifts and chillers (see real-estate/property-condition-assessment); one vacant unit to let |
| Climate relevance | Example: Yes: cooling load and flood-free access are relevant to occupiers and to the building's value |
The scope must match the leases. Where a lease makes the tenant
responsible for a system, the plan records that the tenant maintains it
and how the landlord checks it (for example annual evidence of servicing
for a tenant's own air conditioning that sits on the shared roof).
2. Stakeholders and demand
| ID | Stakeholder | Needs and expectations | Source | Requirement in this plan |
|---|
| STK-01 (Example) | Owner (Varrowby Property Fund) | Protect value, control service charge, meet compliance duties | Asset business plan | Budget cap, capex plan, compliance calendar |
| STK-02 (Example) | Dovecroft Dental Clinic | Reliable power and water, clean entrance, accessible route | Tenant meeting 2026-08 | Priority 1 response for utilities, accessible route checks |
| STK-03 (Example) | Kestrimo Labs | Stable temperature in laboratory office | Tenant survey 2026 | Comfort complaint KPI, chiller resilience |
| STK-04 (Example) | Neighbouring site | Right of way across the car park | Title (DD-T07) | Keep the route clear during resurfacing |
| STK-05 (Example) | Regulators and insurers | Statutory inspections, fire safety, records | Law and policy terms | Section 7 compliance calendar |
3. FM policy and objectives
Example policy statement: Varrowby Property Fund provides safe,
compliant, comfortable and efficient buildings for its occupiers,
delivered at a fair and transparent cost, with energy use and waste
reduced year on year. The FM team plans work from occupier needs and
asset condition, measures performance openly and improves it.
| ID | Objective | Measure | Target | Due | Owner |
|---|
| OBJ-01 (Example) | Close all statutory compliance gaps | Overdue inspections | 0 at each month end | 2027-03-31 | Property manager |
| OBJ-02 (Example) | Cut common parts electricity use | kWh versus 2026 baseline | 15% lower | 2027-12-31 | FM provider |
| OBJ-03 (Example) | Improve occupier satisfaction | Annual survey score | 4.0 of 5 or higher | 2027-11-30 | Property manager |
| OBJ-04 (Example) | Raise planned share of maintenance | Planned hours over all maintenance hours | 70% or higher | 2027-12-31 | FM provider |
4. Roles and responsibilities
| Activity | Owner | Property manager | FM provider | Tenants |
|---|
| Approve plan and budget | A | R | C | I |
| Statutory compliance calendar | I | A | R | C |
| Planned maintenance | I | A | R | I |
| Reactive repairs in common parts | I | A | R | C |
| Repairs inside demises | I | C | C | A, R |
| Supplier appointment | A | R | C | I |
| Service charge reconciliation | I | A, R | C | I |
| Major capital projects | A | R | C | I |
R responsible, A accountable, C consulted, I informed. Record the
competence each role needs (for example authorised persons for high
voltage switching or fire system works) and how it is checked.
5. Service scope and delivery model
| Service ID | Service | Type | Delivered by | Service level |
|---|
| SRV-01 (Example) | Building fabric and roof maintenance | Hard | Hollin Facility Services | Per maintenance strategy, section 6 |
| SRV-02 (Example) | Mechanical and electrical maintenance | Hard | Hollin Facility Services | Per maintenance strategy |
| SRV-03 (Example) | Lifts | Hard | Specialist lift contractor (direct) | Call-out within 4 hours, monthly service |
| SRV-04 (Example) | Fire alarm, emergency lighting, sprinklers | Hard | Specialist fire contractor (direct) | Servicing to manufacturer and national code |
| SRV-05 (Example) | Cleaning, common parts and windows | Soft | Hollin Facility Services | Daily common parts, quarterly windows |
| SRV-06 (Example) | Reception and security | Soft | Hollin Facility Services | Staffed 07:30 to 18:30 working days |
| SRV-07 (Example) | Waste and recycling | Soft | Waste contractor | Weekly collection, monthly data |
| SRV-08 (Example) | Landscaping and car park | Soft | Hollin Facility Services | Monthly, plus winter readiness |
| SRV-09 (Example) | Helpdesk and CAFM | Management | Hollin Facility Services | 24/7 phone, logging within 15 minutes |
Example delivery model: one bundled hard and soft services contract,
with lifts and fire systems contracted directly by the property manager
for specialist oversight. The model was chosen because the building is
too small for in-house staff and too complex for separate trade
contracts without a coordinator.
6. Maintenance strategy
| Asset class | Criticality | Strategy | Basis |
|---|
| Fire and life safety (Example) | High | Planned, statutory frequency | Law and national code |
| Lifts (Example) | High | Planned monthly, modernise in year 4 | Condition report PCA-VT-01 |
| Chillers (Example) | High | Condition-based (refrigerant, vibration), replace in year 6 | PCA-HVAC-01 |
| Roof (Example) | Medium | Inspect twice a year, replace membrane in year 2 | PCA-ROOF-01 |
| Common parts lighting (Example) | Low | Replace with LED in year 1, then run to failure | PCA-ELEC-01 |
| Decorations (Example) | Low | Planned cycle, years 3 and 8 | PCA-INT-01, PCA-INT-02 |
6.1 Reactive priorities
| Priority | Definition | Respond within | Make safe or fix within |
|---|
| P1 (Example) | Risk to life, security or loss of a critical service | 1 hour | 4 hours make safe |
| P2 (Example) | Serious disruption to an occupier | 4 hours | 24 hours |
| P3 (Example) | Routine fault | 1 working day | 5 working days |
| P4 (Example) | Planned or cosmetic | 5 working days | Next planned visit |
7. Statutory compliance
| ID | Duty | Example basis (check the current text) | Frequency | Competent person | Evidence | Next due |
|---|
| CMP-F01 (Example) | Fire risk assessment of common parts | National fire safety law, for example the Regulatory Reform (Fire Safety) Order 2005 in England and Wales | Annual review | Fire risk assessor | Report and action log | YYYY-MM-DD |
| CMP-F02 (Example) | Fire alarm and emergency lighting servicing | National code and insurer terms | Per code | Fire contractor | Certificates | YYYY-MM-DD |
| CMP-L01 (Example) | Lift thorough examination | National lifting equipment rules | Per law, often 6 or 12 months | Insurer's engineer | Examination report | YYYY-MM-DD |
| CMP-W01 (Example) | Water hygiene risk assessment and monitoring | National guidance on legionella control | Per risk assessment | Water hygiene specialist | Logbook | YYYY-MM-DD |
| CMP-E01 (Example) | Fixed electrical installation testing | National wiring rules | Per rules, often 5 years for offices | Electrical contractor | Test certificate | YYYY-MM-DD |
| CMP-G01 (Example) | Gas appliance and boiler safety | National gas safety rules | Annual | Registered gas engineer | Certificate | YYYY-MM-DD |
| CMP-A01 (Example) | Asbestos management | National asbestos rules | Re-inspect annually | Asbestos surveyor | Register and plan | YYYY-MM-DD |
| CMP-EN1 (Example) | Energy performance certificate and inspections of air conditioning | EU example: Directive (EU) 2024/1275 as transposed nationally | Per national law | Energy assessor | Certificate | YYYY-MM-DD |
Report the calendar status every month (section 9). An overdue
statutory item is escalated to the owner's asset manager on the day it
becomes overdue.
8. Contracts and suppliers
| Contract ID | Supplier | Services | Term | Annual value | Performance mechanism | Renewal decision due |
|---|
| FMC-01 (Example) | Hollin Facility Services | SRV-01, 02, 05, 06, 08, 09 | 2025-01-01 to 2027-12-31 | See budget section 10 | KPI scorecard, service credits up to 5% of monthly fee | 2027-06-30 |
| FMC-02 (Example) | Lift contractor | SRV-03 | 2026-04-01, 3 years | 9,600 | Call-out times, uptime | 2028-09-30 |
| FMC-03 (Example) | Fire systems contractor | SRV-04 | 2026-01-01, 2 years | 6,500 | Certificates on time | 2027-07-31 |
| FMC-04 (Example) | Waste contractor | SRV-07 | Rolling, 3 months' notice | 9,000 | Recycling rate report | Annual |
Use procurement/contract-register for the full register,
legal-lite/sla-outline for service level schedules, and
business/vendor-evaluation-scorecard when re-tendering.
9. Performance indicators and reporting
| KPI ID | Indicator | Definition | Target | Source | Frequency |
|---|
| KPI-01 (Example) | Statutory compliance | Share of compliance items in date | 100% | Compliance calendar | Monthly |
| KPI-02 (Example) | P1 response | P1 requests attended within 1 hour | 95% or higher | CAFM | Monthly |
| KPI-03 (Example) | Fix within target | Requests fixed within the priority's target | 90% or higher | CAFM | Monthly |
| KPI-04 (Example) | Planned maintenance completion | Planned tasks done in the month they were due | 95% or higher | CAFM | Monthly |
| KPI-05 (Example) | Planned share | Planned hours over all maintenance hours | 70% or higher | CAFM | Quarterly |
| KPI-06 (Example) | Occupier satisfaction | Survey mean score | 4.0 of 5 or higher | Annual survey | Annual |
| KPI-07 (Example) | Energy | Common parts kWh against baseline | 15% lower by year end | Meters | Monthly |
| KPI-08 (Example) | Cost | Actual service charge spend against budget | Within 3% | Ledger | Quarterly |
Use business/kpi-scorecard for the reporting layout.
10. Budget
10.1 Service charge budget
| Line | Basis | Annual cost |
|---|
| Planned preventive maintenance, hard services (Example) | 4,200 m2 at 14 | 58,800 |
| Reactive maintenance allowance (Example) | 2026 actual plus 10% | 22,000 |
| Lift maintenance (Example) | 2 lifts at 4,800 | 9,600 |
| Fire and life safety servicing (Example) | Contract FMC-03 | 6,500 |
| Cleaning, common parts and windows (Example) | Contract FMC-01 | 38,000 |
| Reception and security (Example) | Contract FMC-01 | 45,000 |
| Waste and recycling (Example) | Contract FMC-04 | 9,000 |
| Landscaping and car park (Example) | Contract FMC-01 | 7,500 |
| Utilities, common parts (Example) | Meter data, 2026 tariff | 34,000 |
| CAFM licence and helpdesk (Example) | Contract FMC-01 | 3,600 |
| FM provider management fee (Example) | Contract FMC-01 | 18,000 |
| Total | | 252,000 |
Example: the total is 60 per m2 of net lettable area. A 1,000 m2
unit such as U-101 pays 23.81%, or 60,000 a year, on account. The
owner bears the share of the vacant 500 m2 unit U-202 (30,000 a year)
while it is empty, as the valuation of the building assumes.
10.2 Capital expenditure
Capital projects come from the property condition assessment and are
approved through finance/capex-request. Example: the 10-year
forecast is 591,900 at current prices plus a 10% contingency, with the
LED upgrade (50,400) in year 1 and the roof membrane (133,000) in year 2.
Whether a capital cost can be recovered through the service charge
depends on each lease; check the leases before you budget it.
11. Risk, health and safety, and continuity
| Risk ID | Risk | Likelihood | Impact | Treatment | Owner |
|---|
| FMR-01 (Example) | Chiller failure during a heatwave | Medium | High | Condition monitoring, hire chiller agreement, replacement in year 6 | FM provider |
| FMR-02 (Example) | Roof leak into U-201 | High | Medium | Twice-yearly inspection, repair budget, replacement in year 2 | Property manager |
| FMR-03 (Example) | Fire alarm faults cause false alarms or missed alarms | Medium | High | Immediate repair PCA-FIRE-01, weekly tests | Fire contractor |
| FMR-04 (Example) | FM contractor failure | Low | High | Step-in clause, parent guarantee, retender plan | Property manager |
| FMR-05 (Example) | Contractor injury on site | Low | High | Permit to work, risk assessments and method statements, induction | FM provider |
Use compliance/risk-register for the full register and
compliance/business-continuity for continuity plans. Contractors
working on site follow the site's permit to work and safety rules.
12. Energy and sustainability
| Item | Entry |
|---|
| Baseline (Example) | 2026 common parts electricity and gas, from monthly meter reads |
| Projects (Example) | LED upgrade year 1; chiller replacement specified for efficiency in year 6; building controls tuning in year 1 |
| Waste (Example) | Recycling rate reported monthly by the waste contractor |
| Climate adaptation (Example) | Cooling resilience plan for heatwaves; roof drainage check before the wet season |
| Tenant collaboration (Example) | Share energy data each quarter; joint review at the annual tenant meeting |
See compliance/iso-50001-energy-review for an energy review and
compliance/iso-14001-environmental-aspects for environmental aspects.
13. Information, data and the asset register
| Data set | System | Owner | Minimum content |
|---|
| Asset register (Example) | CAFM | FM provider | Asset ID, location, type, make and model, install date, condition, criticality, maintenance regime |
| Work orders (Example) | CAFM | FM provider | Request, priority, times, cost, cause, asset ID |
| Compliance records (Example) | CAFM document store | Property manager | Certificates, reports, actions, due dates |
| Drawings and manuals (Example) | Document store | Property manager | As-built drawings, operation and maintenance manuals |
| Leases and service charge data (Example) | Property management system | Property manager | Abstracts (real-estate/lease-abstract), apportionments |
At the end of a contract, the FM provider hands back all data in an
agreed open format. Write this into the contract.
14. Audit, review and improvement
| Activity | Frequency | Who | Output |
|---|
| Monthly performance meeting (Example) | Monthly | Property manager, FM provider | KPI report, action log |
| Quarterly owner review (Example) | Quarterly | Owner's asset manager | Budget and risk update |
| Internal audit of compliance records (Example) | Twice a year | Independent auditor | Findings and corrective actions |
| Management review of this plan (Example) | Annual | All approvers | Revised plan, objectives and budget |
| Action ID | Source | Nonconformity or improvement | Corrective action | Owner | Due | Status |
|---|
| CA-01 (Example) | Audit 2026-06 | Two lift reports filed late | Upload within 5 days of the visit, monthly check | FM provider | 2026-12-31 | Open |
15. Glossary and references
| Term | Meaning |
|---|
| FM | Facility management: the services that support the people and activities in the buildings |
| Hard services | Services to the building fabric and its systems |
| Soft services | Services to the people and spaces, such as cleaning and security |
| PPM | Planned preventive maintenance |
| CAFM | Computer-aided facility management system |
| Service charge | Costs of shared services that the owner recovers from tenants under the leases |
| Demise | The part of the building let to a tenant |
References (checked 2026-10-30):
- ISO 41001:2018, Facility management, Management systems,
Requirements with guidance for use, with Amendment 1:2024 (climate
action changes); consolidated national adoption EVS-EN ISO
41001:2018+A1:2024 listed by the Estonian Centre for Standardisation.
ISO open data lists the 2018 edition as due for revision, with a
second edition at draft international standard stage (ISO/DIS 41001)
in October 2026; check the current edition.
- Directive (EU) 2024/1275 on the energy performance of buildings
(recast), in force 28 May 2024, transposition by 29 May 2026.
- Related templates:
compliance/iso-55001-samp,
real-estate/property-condition-assessment,
real-estate/rent-roll-arrears, real-estate/lease-abstract,
finance/capex-request, personal/home-maintenance-log for a
household-scale log.
Standard and licence note
Structure aligned with ISO 41001:2018 (Facility management, Management
systems, Requirements with guidance for use) and its Amendment 1:2024.
The standard is copyrighted: this template names its clause numbers
and topics only and is written in original wording; it does not
reproduce requirements or definitions. Official text: ISO, purchase or
licensed access: https://www.iso.org/standard/68021.html (also sold by
national standards bodies). Fire safety and EU energy rules are named
as dated examples only. Check the current official texts and use a
qualified professional. Template licence: MIT.