Repair Versus Replacement

Use the repair history to separate a one-off defect from recurring failure. Record the symptoms, previous work, time out of service and operational effect. If the diagnosis is incomplete, define the investigation needed before approving a major purchase.

A repair option should describe the component or defect addressed, cost, access, checks and expected condition afterwards. Explain any remaining deterioration or support issues.

A replacement option should include removal, new equipment, installation, alterations, commissioning and handover. Check controls, connections, capacity and access rather than assuming a like-for-like unit is a direct fit. Include temporary arrangements and reinstatement in the comparison.

Consider the period for which the building needs the asset. A short remaining occupation and a long-term operational site can justify different choices, even where the equipment condition is similar.

Compare likely maintenance needs, supportability, energy use and the consequences of downtime. Keep assumptions visible in the decision record. A claimed energy saving needs a stated baseline and operating assumptions; the equipment brochure alone does not establish the site's saving.

Avoid simple rules such as replacing every asset once a repair reaches a fixed percentage of purchase price. The consequences of failure, confidence in the repair and total installation cost all affect the decision.

An urgent failure can force a short-term response while replacement is prepared. Keep that interim action linked to the longer-term decision. For an operating asset approaching renewal, use condition and failure history to plan work before access or procurement becomes an emergency.

Coordinate replacement with other work where there is a practical benefit. For example, opening the same ceiling twice for separate projects creates avoidable disruption. Coordination still needs the right specification and approvals for each task.

Keep the options, recommendation, approval and reason for the chosen approach. At completion, record the actual work and checks. Update maintenance tasks, warranties and operating information for any new equipment.

Review the result after a repair if the fault was recurrent. That follow-up tells you whether the intervention addressed the cause and improves the next decision.

No. Assess its condition, reliability, available support and suitability for the building. Age is one part of the evidence.

Compare the expected result and disruption as well as the invoice. Repeated visits and continued downtime can outweigh a small initial saving.

Use the diagnosis, asset condition, repair history, parts availability, complete quotations and the operational consequences of each option.

Explore Planned Replacement, Fault Finding and Diagnostics and Planned Replacement Programmes, or discuss an asset decision.