My Office Building Has Poor Maintenance - How Should I Escalate It?

1. Identify and Document the Problem

Start by documenting the issue.

Take photographs or videos and note:

• What the problem is
• When it started
• How frequently it occurs
• How it affects your business
• Previous complaints or service requests

This is especially important when the issue continues despite repeated complaints.

2. Raise a Formal Complaint

Contact the building's facility manager, property manager, landlord or maintenance team.

Instead of making only a verbal complaint, send the issue through email, WhatsApp or the building's official complaint system. Clearly mention what needs to be fixed and request a reasonable timeline for resolution.

Keep copies of your communication.

3. Escalate if There Is No Response

If the maintenance team does not resolve the issue, escalate it to the appropriate senior contact.

Depending on the property structure, this could include:

Facility Manager → Property Manager → Landlord/Owner → Building Management/Association

Your lease or facility agreement may also specify who is responsible for particular maintenance obligations.

4. Check Your Lease Agreement

Before escalating further, review your commercial lease.

Look for clauses covering:

• Common-area maintenance
• Building services
• Repairs and maintenance
• Electricity and utilities
• Air conditioning
• Parking
• Service charges or CAM
• Landlord and tenant responsibilities

Not every maintenance issue is necessarily the landlord's responsibility, so the agreement should be your first reference point.

5. Keep a Written Escalation Trail

If the problem continues, maintain a simple record of complaints, responses and unresolved issues.

This can become useful if the matter develops into a dispute involving maintenance obligations, service charges or other lease-related responsibilities. For significant disputes, consider taking advice from a qualified property lawyer who can review your specific agreement and circumstances.

Preventing Maintenance Problems Before Leasing

The best time to identify building maintenance problems is before signing the lease.

When evaluating [commercial office space in Pune], businesses should inspect lifts, washrooms, parking, common areas, power backup, HVAC systems and building facilities instead of judging the office only by its interiors.

Businesses expanding into Madhya Pradesh can similarly explore [commercial office options in Indore] while evaluating the building's overall infrastructure and maintenance standards.

Final Takeaway

If your office building has poor maintenance, document the problem, raise it formally, check your lease and escalate through the appropriate management level.

Good commercial real estate isn't just about finding a beautiful office. The building's infrastructure, maintenance and ongoing management can have a direct impact on your everyday business operations.

Choose the office. Check the building. Understand the maintenance before you sign.