Facilities Maintenance RAMS Guide for UK Contractors

Key Topics in a Facilities Maintenance RAMS

Permit to work systems

Managed buildings operate permit to work (PTW) systems covering hot works, confined space entry, electrical isolation, and working at height. Before any maintenance task begins, the contractor must confirm which PTW categories apply, obtain the relevant permits from the building's Responsible Person or Facilities Manager, and ensure all operatives understand the conditions. PTW systems are contractual and legal requirements on many commercial and public sector sites — bypassing them invalidates insurance and may breach the terms of the works contract.

Asbestos awareness and pre-work checks

Buildings constructed or refurbished before 2000 may contain asbestos-containing materials (ACMs). The duty holder must maintain an asbestos register under the Control of Asbestos Regulations 2012. Before any intrusive maintenance — drilling, cutting, disturbing ceiling tiles, running new services — the operative must check the asbestos register and confirm the work area is clear of ACMs or that the materials present are in good condition and will not be disturbed. If ACMs may be disturbed, a licensed asbestos contractor or non-licensed notifiable work plan is required before maintenance proceeds.

COSHH for maintenance chemicals

Facilities maintenance involves a range of hazardous substances: refrigerants (F-Gas), boiler chemicals (biocides and inhibitors), cleaning agents, lubricants, and adhesives. The RAMS must list all substances used, reference the relevant Safety Data Sheets, identify control measures (ventilation, RPE, PPE), and confirm that storage and disposal are in line with COSHH Regulations 2002. Refrigerant handling requires an F-Gas qualified engineer; biocide application may require pesticide certification.

Dynamic risk assessment and change control

Reactive and ad hoc maintenance frequently exposes conditions that differ from those expected: unexpected services, concealed ACMs, structural defects, or unplanned presence of building users near the work area. The RAMS must include a clear stop-work trigger and change-control procedure: if conditions found on site differ materially from those assumed in the RAMS, work stops, the change is assessed, and the revised controls are agreed before recommencing. Operatives must be briefed that they have the authority and obligation to stop work if conditions change.