Download Commercial Property: External Building Maintenance

External Building Fabric
Ref No 1048 (v1)
Commercial Property:
External Building
Maintenance
Introduction
Property Insurance is designed to indemnify for
any losses or damage directly caused by the
insured perils specified in the policy. Normal wear
and tear is a specific exclusion of most insurance
contracts and many claims are rejected on the
basis that damage was more directly caused by
poor maintenance rather than by an insured peril.
Insurance should never be seen as an alternative
to good risk management.
Routine, ongoing and preventative maintenance
will not only help keep a property in a good state of
repair but will also help make a property more
resilient to potential losses.
Neglecting routine building maintenance will often
result in the need for costly and more disruptive
remedial work. This guide provides a checklist to
help you protect your property, and to help
establish a regime of good preventative
maintenance. (see page 3 for checklist).
Building Inspections
Regular and systematic building inspections are a
key part of any maintenance programme in order
to help identify problems promptly. Early remedial
action by a competent contractor is essential to
prevent further, more costly, damage.
It may also be necessary to engage a competent
person with the appropriate skills and equipment to
carry out inspections in certain areas e.g. roofs.
Intervals between inspections may vary depending
on such things as the location, age, construction,
usage etc. of a building.
Log books are indispensable for keeping track of
maintenance regimes, identified problems and
actions taken.
The fabric of a building needs frequent and careful
examination particularly when in an exposed or
elevated location.
Roofs
Roofs need to be inspected at least twice a year or
following particularly stormy weather - debris on
the ground from broken slates and tiles indicates
that there is a problem. In some cases roofs can
be inspected using binoculars or vantage points
from nearby higher buildings.
Repair or replace:
• Missing, slipped or broken slates or tiles
• Damaged or rusty cladding
• Cracked flat roof coverings. A bitumen roofing
felt may need to be completely renewed after 10
years.
• Leaking or damaged rooflights
• Damaged flashing
• Gaps and missing mortar between ridge tiles
In addition moss, which retains damp, needs to be
removed since it can cause slate to delaminate
and can gradually erode all metals particularly lead
work - a seasonal brushing down is often all that is
required to prevent excessive build up.
Where puddles occur on flat roofing advice should
be sought from a qualified building surveyor.
If safe to do so, additional inspection through the
loft access may show daylight or water penetration
which is not always apparent from external
examination.
Chimneys
Apart from cleaning twice yearly repair or replace:
• Damaged flashing
• Damaged mortar
Lightning Conductors
Any lightning conductor systems need to be
checked and maintained every 14/15 months by a
suitably qualified and experienced person to
ensure that they are undamaged, continue to
conform to the relevant standards and provide the
protection for which they were designed.
Walls
Walls need to be checked annually not only for
damage but also for evidence of dampness which
may highlight another problem such as rising
damp or damaged/blocked gutters or downspouts
Unless designed otherwise external ground levels
should be at least 150mm or two bricks below
internal floor levels so as not to affect any damp
proofing.
Climbing plants should be avoided or strictly
controlled since they can hide problems, cause
damage to the building fabric and block vents or
gutters.
Clean, repair or replace:
• Air bricks
• Damaged or eroded mortar
• Damaged or rusty cladding
Damaged / cracked bricks may be a sign of
subsidence or settlement. Cracks may require
monthly monitoring, particularly if diagonal. When
in doubt seek specialist advice.
Rainwater Removal - Gutters, Gulleys,
Downspouts and Drains
Blocked or damaged rainwater removal systems
will allow damage to the building fabric or water
ingress. The underground drainage system also
needs to effectively remove water away from the
property and not become blocked with leaves, silt,
vegetation or grease.
Oil or grease should never be poured directly in to
drains - kitchens need to have drainage systems
fitted with grease traps or interceptors which are
regularly cleaned and maintained.
Drainage systems need to be checked regularly
and cleaned at least annually - more regularly
when necessary e.g. when close to trees. The best
time to inspect is during or straight after heavy rain
as this will enable you to more easily identify any
problem areas. A small hand held mirror can aid
inspection behind rainwater pipes as cracks in old
cast iron or aluminium sometimes occur there and
might not be noticed.
Clean, repair or replace:
• Gutters. Valley and parapet types requiring
especially close and regular attention
• Downspouts. Internal downspouts in particular
need to have adequate protection against
mechanical damage and remain undamaged
• The fixings for downspouts and gutters
• Drains
• Manholes. Also keep readily accessible
• Ground gutters, surface channels
It can be beneficial to fit proprietary plastic leaf
guards to gutters and above downspouts.
Also, regular painting of cast iron gutters and
downspouts is important to prevent rust.
External Joinery
An annual inspection of the condition of
timberwork to be undertaken which, unless
maintained, will deteriorate, rot and allow water
ingress. Redecoration should be expected every 3
– 5 years depending on the location.
Check for cracking, rot and peeling paintwork.
Repair, renovate, replace as necessary:
• Windows. Also examine any putty, and look for
missing sealants around the frame.
• Doors, sills and frames. Also examine any
putty, and look for missing sealants around the
frame
• Fascias, bargeboards etc
Trees
Trees can cause building movement and damage
by removing moisture from the ground and
conversely if removed when mature by allowing
soils to expand. In addition tree roots notoriously
invade underground drainage pipes causing
blockages and damage. Not only is careful
planting required, depending on the variety, but
also regular pruning by a competent person - tree
preservation orders should be considered before
any work commences.
Commercial Property: External Building
Maintenance checklist - See page 3
Ref No 1048 (v1)
Aviva Risk Management Solutions
operate a Risk Helpline during normal
business hours for the cost of a local
telephone call. The telephone number is:
0845 366 66 66
www.aviva.co.uk/risksolutions
Hardfacts information sheets are designed to give general information on risk management topics. Readers should take specific advice when dealing with particular situations.
Aviva Risk Management Solutions accepts no responsibility for action taken as a result of information contained in this publication. The information in Hardfacts is correct at the
date of going to press. Printed and published by Aviva Risk Management Solutions, Friars Gate, Stratford Road, Solihull, West Midlands B90 4BN.
Telephone 0845 3016030 Fax 08000 687288 Sales Hotline 0500 55 99 77 e-mail: [email protected] website: www.aviva.co.uk/risksolutions.
© Copyright, all rights reserved. Registered in England No. 2584450 Registered Office 8 Surrey Street Norwich NR1 3NG
Commercial Property: External Building Maintenance
Checklist
Most insurers require that the property insured is maintained to a good standard and to take all reasonable
precautions to prevent loss, destruction or damage. A good level of building maintainence will help ensure that
the property remains resilient at all times and may even prevent damage and interruption to businesses in the
first place.
It is important to advise your Insurer of any facts or changes which affect your insurance policy and which
have occurred either since the policy started or since the last renewal date e.g. change in use,
refurbsihments, extensions etc.
This checklist should help you protect your property, and to help establish a regime of good preventative
maintenance.
Area
Identified Problem –
Specific Location
Action Required
Date Action
Completed
Roof
Tiles / slates - broken, missing, slipped
Cladding – damaged, rusting
Flat roofing – cracked covering, poor
bonding, water pooling
Rooflights – damaged, leaking
Chimneys / Flues
Chimney mortar / flashing – missing /
damaged
General Flashing – cracked, damaged,
missing
Flues – damaged / missing mortar or
flashing, collar damaged
Lightning Conductors
Checked by qualified person
Walls
Mortar – missing / damaged
Brickwork - cracked
Vents – clean / clear
Cladding – damaged / rusty
Rainwater Removal
Gutters / Downspouts (and fixings)
- damaged, broken, blocked , missing
guards
Parapets - condition
Drains – blockages, damage
External Joinery
Cracking / peeling paint. Wood rot.
Missing putty /sealants around
glazing / frames.
Trees / Shrubs / Climbing Plants
Healthy, overgrown, damaged
Date:
Position:
Signature
Hardfacts information sheets are designed to give general information on risk management topics. Readers should take specific advice when dealing with particular situations.
Aviva Risk Management Solutions accepts no responsibility for action taken as a result of information contained in this publication. The information in Hardfacts is correct at the
date of going to press. Printed and published by Aviva Risk Management Solutions, Friars Gate, Stratford Road, Solihull, West Midlands B90 4BN.
Telephone 0845 3016030 Fax 08000 687288 Sales Hotline 0500 55 99 77 e-mail: [email protected] website: www.aviva.co.uk/risksolutions.
© Copyright, all rights reserved. Registered in England No. 2584450 Registered Office 8 Surrey Street Norwich NR1 3NG