Handover & Completion · Mandatory · Completion
Operations and Maintenance Manual
A comprehensive manual containing all information needed to operate and maintain the building.
Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. CDM 2015 / Building Regs remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.
| Legal basis | CDM 2015 / Building Regulations + Contract |
| Status | Mandatory |
| Prepared by | Principal Contractor with subcontractor input |
| Timing | Draft at practical completion, final version 2–3 months after |
| Format | Electronic / PDF / BIM / COBie |
1. The O&M Manual — The Building's Operating Manual for Life
The operation and maintenance manual is the building's operating manual for life. It is the single comprehensive document that provides the building owner, facilities manager, and maintenance teams with all of the information they need to operate, maintain, and manage the building safely and effectively from the point of handover onwards. A properly compiled O&M manual is the foundation of the building's operational life.
Under CDM 2015, the principal contractor is required to provide information for the health and safety file, which must include details relevant to the ongoing maintenance and operation of the building. The Building Regulations also require that sufficient information is provided to the building owner to enable the building services to be operated and maintained safely and efficiently. The contract will typically impose additional requirements on the contractor to provide a comprehensive O&M manual as a deliverable at handover.
One of the most common handover failures is delivering an incomplete, generic, or poorly organised O&M manual. Facilities managers regularly report receiving O&M manuals that consist of nothing more than a collection of manufacturer data sheets that bear no relationship to the specific products installed, with no project-specific maintenance schedules, no commissioning data, no emergency contact information, and no clear index or structure. This type of manual is effectively useless and creates real operational and safety risks for the building owner.
Start the O&M manual early
The O&M manual should be started at the beginning of the project, not assembled in the final weeks before handover. Subcontractors should be required to submit their O&M information as a contractual deliverable at each stage of the project, with submissions reviewed and collated progressively. Assembling the entire manual retrospectively at handover almost always results in incomplete and poor-quality information.
2. O&M Manual Contents
The following table sets out the standard sections of a comprehensive O&M manual. Each section must contain project-specific information relevant to the building as constructed, not generic manufacturer literature.
| Section | Content |
|---|---|
| Section 1: Introduction | Project description, building address, principal parties (client, architect, contractor, M&E consultant), key contact details, emergency procedures, and an overview of the building's systems and services. |
| Section 2: Building fabric | External wall construction details, roof system, windows and doors, internal partitions, floor finishes, ceiling systems, and associated maintenance and inspection schedules for each element. |
| Section 3: Mechanical services | Heating, ventilation, and air conditioning (HVAC) systems, domestic hot and cold water, above-ground drainage, gas installations, and all associated plant schedules, commissioning data, set points, maintenance schedules, and operating procedures. |
| Section 4: Electrical services | Main electrical distribution, lighting (including emergency lighting), power, data and communications, lightning protection, and all associated schematic drawings, commissioning data, maintenance schedules, and operating procedures. |
| Section 5: Fire systems | Fire detection and alarm system, sprinkler system, dry and wet risers, smoke ventilation, emergency lighting, fire doors and compartmentation, and all associated commissioning certificates, maintenance schedules, and testing regimes. |
| Section 6: Lifts and specialist installations | Passenger and goods lifts, escalators, building management systems (BMS), access control, CCTV, and any other specialist systems. Includes operating instructions, maintenance contracts, and thorough examination schedules. |
| Section 7: Statutory certificates | Copies of all statutory compliance certificates including electrical installation certificates (BS 7671), gas safety certificates, F-gas certificates, LOLER thorough examination reports, pressure systems examination reports, and fire alarm commissioning certificates. |
| Section 8: Warranties and guarantees | A schedule of all product warranties and workmanship guarantees, including duration, conditions, activation requirements, and claim procedures. Cross-referenced to the warranties and guarantees register. |
| Section 9: As-built drawings | A complete set of as-built drawings showing the building as actually constructed, including all architectural, structural, MEP, and specialist installation drawings. Cross-referenced to the as-built drawings package. |
3. Common Mistakes
Not requiring subcontractor O&M as a deliverable
The most common reason for incomplete O&M manuals is that subcontractors are not contractually required to provide O&M information as a specific deliverable, with defined content requirements and submission deadlines. If O&M submissions are treated as an afterthought rather than a contractual obligation, subcontractors will deprioritise them. The subcontract should clearly specify the O&M content required, the format, the submission deadline, and the consequence of non-compliance (typically retention of payment).
Generic manufacturer data for the wrong products
O&M manuals frequently contain generic manufacturer literature that does not correspond to the specific products actually installed in the building. This happens when subcontractors download standard product brochures from manufacturer websites instead of providing product-specific data sheets, installation instructions, and maintenance schedules for the exact make, model, and specification of the products installed. Generic data is misleading and potentially dangerous if maintenance personnel follow instructions for the wrong product.
No project-specific maintenance schedules
A common failing is the absence of project-specific planned preventive maintenance (PPM) schedules. The O&M manual should include maintenance schedules tailored to the specific systems installed in the building, with defined frequencies, tasks, competency requirements, and spare parts information. Generic statements such as “maintain in accordance with manufacturer's recommendations” are insufficient. The facilities manager needs a clear, actionable maintenance programme from day one of occupation.
No emergency contacts
The O&M manual should include a comprehensive list of emergency contact details for all key parties, including the main contractor, all specialist subcontractors (particularly mechanical, electrical, fire, and lift contractors), the architect, the structural engineer, utility providers, and local authority contacts. Without this information, the building owner has no means of contacting the right people in an emergency or when a system fails outside normal working hours.
Delivering as unindexed lever arch files
Delivering the O&M manual as a collection of unindexed lever arch files filled with loose paper is a handover failure. The manual should be delivered in an electronic format (PDF as a minimum, ideally linked to a BIM model or COBie data drop) with a clear, logical structure, a comprehensive index, and hyperlinked cross-references. Paper copies may be provided as a supplement, but the primary deliverable should be electronic and searchable. An unsearchable paper manual will not be used by modern facilities management teams.
4. Frequently Asked Questions
Is there a legal requirement to provide an O&M manual?▾
Yes. CDM 2015 requires the principal designer to prepare and deliver a health and safety file that includes information relevant to the future maintenance, repair, and cleaning of the building. The Building Regulations require that sufficient information is provided to enable the building services to be operated and maintained. In practice, the contract will impose more detailed requirements, typically specifying the format, content, and timing of the O&M manual. Failure to provide a compliant O&M manual is a breach of contract and may also constitute a breach of statutory duty.
What is BSRIA BG 1/2007?▾
BSRIA BG 1/2007 (Design Framework for Building Services) provides guidance on the content and structure of O&M manuals for building services. It is widely recognised as the industry standard for O&M manual preparation in the UK and is frequently referenced in contract specifications. BSRIA BG 1/2007 defines the required content for each building services discipline, the format and structure of the manual, and the submission and review process. Following this guidance ensures that the O&M manual is comprehensive, well-structured, and fit for purpose.
What is COBie and how does it relate to the O&M manual?▾
COBie (Construction Operations Building Information Exchange) is a data format for delivering structured building information at handover. It provides a standardised way of organising asset data, maintenance schedules, warranties, spare parts, and other operational information in a spreadsheet or database format that can be imported directly into a computer-aided facilities management (CAFM) system. On BIM-enabled projects, COBie data drops are typically required at key project milestones, with the final COBie data drop at handover forming a structured, machine-readable supplement to the traditional O&M manual.
How long should an O&M manual be retained?▾
The O&M manual should be retained for the entire life of the building. It is a permanent operational document that is relevant for as long as the building exists. Even when systems are upgraded or replaced, the original O&M information remains relevant for understanding the building fabric, structural elements, and any systems that have not been replaced. The health and safety file (which overlaps with the O&M manual) must be kept available for inspection for the life of the building under CDM 2015. In practice, the O&M manual should be treated as a living document that is updated whenever significant maintenance, alterations, or refurbishment works are carried out.
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Get started freeThis guide is for general informational purposes only and does not constitute legal advice. While every effort is made to ensure accuracy, regulations change and individual project circumstances vary. Construction Suite is a trading name of Xzist Digital Ltd, registered in England and Wales.