Planned maintenance is scheduled work done before something fails, such as servicing air conditioning or testing fire systems. Reactive maintenance is the response after something breaks. A good program uses planned work to reduce how often reactive work is needed.
Planned (preventative) maintenance
Planned maintenance follows a schedule built from the asset register, manufacturer recommendations and legal requirements. Examples include servicing HVAC units, testing emergency lighting, inspecting roofs and gutters, and cleaning drains.
Reactive maintenance
Reactive maintenance responds to faults and failures: a leaking tap, a blocked toilet, a failed light, a broken door. It needs a fast, reliable way to report a fault, a clear priority system, and access to licensed trades.
Why the balance matters
- Too much reactive work usually means the planned program is thin, and costs are higher because of urgent call-outs.
- Too much planned work on assets that do not need it wastes money.
- The right mix is guided by asset condition, risk and criticality.
Priority levels
Reactive work is normally triaged. Emergencies, such as flooding or no power, get an immediate response. Urgent faults are fixed within hours, and routine faults within days. Your service agreement should state the response times.
Tracking both in one place
Every request should become a work order that is tracked to completion, with photos and sign-off. That record shows trends, such as the same fault repeating, and guides where to invest.
Frequently asked questions
Is planned maintenance more expensive?
It has a regular cost, but it usually reduces urgent call-outs, extends asset life and protects compliance.
What is the difference between preventative and predictive maintenance?
Preventative maintenance is scheduled by time or usage. Predictive maintenance uses condition data, such as sensors, to decide when work is needed.
This page is general information about the topic and is not legal, financial or safety advice. Requirements vary by state, site and contract. Last reviewed 30 October 2026.