O&M MANUALS | Guide, Format, Documents, File, and Template

Last Updated: August 28, 2023, by Bob Morris

Usually provided upon handover, an Operating and Maintenance Manual

(O&M Manual) is a single, reliable, comprehensive document that includes
detailed information about the various systems, components, and equipment
installed in within a facility. It serves as a valuable resource for building
owners, operators, and maintenance personnel, offering guidance on
effectively operating, maintaining, and troubleshooting the facility through
its life cycle.

Below, we run through what an O&M Manual is, including how to write one,
format it, and what to check for, and have made available an O&M Checklist
and Operating and Maintenance Manual Template for download [see the end
of this article].

Table of Contents

🟩 O&M Manual Meaning?

The initials O&M can mean slightly different things depending on where you
are reading from.

In the UK they tend to mean ‘Operating and Maintenance Manual’, whilst in

the USA can mean ‘Operation and Maintenance Manual’. They both mean the
same thing.

🟩 Other Names Given to Manuals

We have seen the manual being referred to many different ways including:

O&M Manual

Operating and Maintenance Manual

O and M Manual
Building O&M Manual

Construction O&M Manual

O+M Manual

OM Manuals

O/M Manual

OnM Manual

🟩 Why Do We Issue Operating Manuals?

Operating and Maintenance [O&M] manuals are issued for several important
reasons:

✅ Effective Operation: Providing detailed instructions on operating the

various systems and equipment within the facility helps ensure that the
systems are used and operated correctly.

✅ Proper Maintenance: Including planned maintenance schedules and

guidelines will provide the information needed to ensure that equipment and
systems are correctly cared for.

✅ Troubleshooting: Including troubleshooting guides, usually within the

manufacturer’s literature, will help maintenance personnel identify and
address common issues that may arise.

✅ Safety: Safety instructions are included to make the building operator

aware of any risks and safety items that should be considered, preventing
accidents, injuries, and potentially hazardous situations.

✅ Consistency: This is vital to ensure that no matter who works within the
building it is managed and maintained the same – keeping operational and
maintenance practices consistent.
✅ Transitional Knowledge: Knowledge transfer is critical from the project team
to the facilities team upon completion of the project to ensure they
understand the systems and equipment. This ensures that the facility can be
operated and maintained correctly.

✅ Compliance: Within many areas of the world, regulatory requirements

mandate the issuance of O&M manuals.

✅ Warranty and Support: Understanding the warranty information for the

installed systems and equipment.

✅ Emergency Preparedness: Including emergency procedures within the

manuals helps ensure the facility engineers know how to respond in critical
situations, minimizing risks to occupants and property.

✅ Efficiency and Cost Savings: Properly operated and maintained systems are
more energy-efficient, reducing operational costs over the building’s lifespan.

✅ Documentation for Future Reference: O&M manuals are a historical record

of the building’s systems and equipment. This can be valuable for future
renovations, upgrades, or building infrastructure changes.

🟩 When are the Manuals Developed and Issued?

The issuance of the manuals should align with the construction project’s
milestones, and commissioning process, to ensure that they are available to
the building personnel when the facility becomes operational. To ensure this,
the process would usually be in line with the following 5 stages:

🟨 Stage 1 | Design and Pre-Construction:

During the preliminary stages of the project, the format and building
systems/equipment should be developed that will require O&M manuals to
establish the documentation requirements,

Ensure that the manual requirements are specified within all tender
documentation.

🟨 Stage 2 | Early/Mid Construction:

Oversee, manage, and coordinate the writing of the operating and

maintenance manuals for draft submission,

Submit ‘draft’ manual for initial owner/building operator review in line with
agreed formats,

Update manuals in line with comments received.

🟨 Stage 3 | Late Construction/Commissioning:

Ensure all testing and commissioning data is included within the manuals
that has been created.

Insert all relevant training information and data that has been completed,

Issue the manual to the owner’s team for review,

Incorporate any changes or feedback from the review process.

🟨 Stage 4 | Project Closeout/Handover:

Issue the ‘final manual’ to the owner,

Owner and other stakeholder ‘approve’ the final O&M manuals,

Owner issues manuals to the building operatorHandover: The O&M manuals

are officially handed over to the building owner or operator, marking the
completion of this phase.

🟨 Stage 5 | Post-Construction and Operational Phase:

Building operators and maintenance personnel use the O&M manuals to
operate, maintain, troubleshoot, and manage the building’s systems and
equipment.

As the building systems are modified, upgraded, or replaced over time, the
O&M manuals should be updated by the building operator detailing any
changes.

O&M Manual Template & Checklist [MS Word]

O&M Manual Template & Checklist [MS Word]

Open and editable template of our Operating and Maintenance Manual,

including:

O&M Template

O&M Checklist

#CC: 033a

Buy Here | $3.99

🟩 Who Manages and Creates the O&M manuals?

Creating the O&M Manuals is not generally a one-person mission. Instead,

writing and producing a superb manual will require the input and work of
multiple people from most disciplines across the project.

The people usually involved and their responsibilities will be:

Role Task

Client/Owner a. detail the format of the O&M manual.

b. review and comment on the draft, revised, and final manuals.

c. approve the overall manual.

Commissioning Agent a. support the owners in detailing the format of the
O&M manual

b. oversee the general/main contractors' management of the process

c. review and comment on the draft, revised, and final manuals.

Architect a. support the owners in detailing the format of the O&M manual

b. review and comment on the draft, revised, and final manuals.

Designer a. support the owners in detailing the format of the O&M manual

b. review and comment on the draft, revised, and final manuals.

Building Operators/Facilities a. support the owners in detailing the format of

the O&M manual

b. review and comment on the draft, revised, and final manuals.

General/Main Contractor a. to fully manage the process.

b. write and consolidate the information.

c. ensure programme dates are met, by issuing documents.

d. update the manuals in line with any comments received.

Sub Contractor a. report to general/main contractor regarding own

requirement for the manuals.

b. write, consolidate and issue the required information to the general/main

contractor.

Vendors a. report to general/main contractor regarding own requirement

for the manuals.

b. write, consolidate and issue the required information to the general/main

contractor.

🟩 How Should the Manuals be Used?

Once manuals are issued and the facility is in operation, how should they be
used?.
🟨 For Orientation and Training: New building operators and maintenance staff
should receive orientation and training sessions that familiarize them with
the content of the O&M manuals. This training ensures that they understand
the systems, equipment, and procedures outlined in the manuals prior to
working within the facility.

🟨 For Daily Operations: Operators should consult the manuals to ensure they
are following the correct procedures for starting, running, and shutting down
equipment.

🟨 Routine Maintenance: Any routine maintenance shoud be checked via the

manuals for guidance on items such as cleaning, lubrication, and filter
replacement.

🟨 Safety Procedures:A O&M manual should include safety information on the

equipment and systems of the facility. Operators and the maintenance staff
should familiarize themselves with these instructions to ensure safe
operations and response in critical situations.

🟨 Troubleshooting: When issues arise, the troubleshooting sections of the

manuals offer guidance for diagnosing common problems and implementing
solutions.
 🟨 Coordination with Manufacturers: The manuals often
include manufacturer information, if equipment issues
require technical support, operators can use the

O&M
document to find contact details.

MANUALS | Guide,
Format, Documents,
File, and Template
Last Updated: August 28, 2023, by Bob Morris
Usually provided upon handover, an Operating and
Maintenance Manual (O&M Manual) is a single,
reliable, comprehensive document that includes
detailed information about the various systems,
components, and equipment installed in within a
facility. It serves as a valuable resource for building
owners, operators, and maintenance personnel,
offering guidance on effectively operating,
maintaining, and troubleshooting the facility through
its life cycle.

Below, we run through what an O&M Manual is, including how

to write one, format it, and what to check for, and have made
available an O&M Checklist and Operating and Maintenance
Manual Template for download [see the end of this article].
Table of Contents

🟩 O&M Manual Meaning?

The initials O&M can mean slightly different things depending
on where you are reading from.

In the UK they tend to mean ‘Operating and Maintenance

Manual’, whilst in the USA can mean ‘Operation and
Maintenance Manual’. They both mean the same thing.

🟩 Other Names Given to

Manuals
We have seen the manual being referred to many different
ways including:

 O&M Manual
 Operating and Maintenance Manual
 O and M Manual
 Building O&M Manual
 Construction O&M Manual
 O+M Manual
 OM Manuals
 O/M Manual
 OnM Manual

🟩 Why Do We Issue
Operating Manuals?
Operating and Maintenance [O&M] manuals are issued for
several important reasons:

✅ Effective Operation: Providing detailed instructions on

operating the various systems and equipment within the
facility helps ensure that the systems are used and operated
correctly.

✅ Proper Maintenance: Including planned maintenance

schedules and guidelines will provide the information needed
to ensure that equipment and systems are correctly cared
for.

✅ Troubleshooting: Including troubleshooting guides,

usually within the manufacturer’s literature, will help
maintenance personnel identify and address common issues
that may arise.
✅ Safety: Safety instructions are included to make the
building operator aware of any risks and safety items that
should be considered, preventing accidents, injuries, and
potentially hazardous situations.

✅ Consistency: This is vital to ensure that no matter who

works within the building it is managed and maintained the
same – keeping operational and maintenance practices
consistent.

✅ Transitional Knowledge: Knowledge transfer is critical

from the project team to the facilities team upon completion
of the project to ensure they understand the systems and
equipment. This ensures that the facility can be operated and
maintained correctly.

✅ Compliance: Within many areas of the world, regulatory

requirements mandate the issuance of O&M manuals.

✅ Warranty and Support: Understanding the warranty

information for the installed systems and equipment.

✅ Emergency Preparedness: Including emergency

procedures within the manuals helps ensure the facility
engineers know how to respond in critical situations,
minimizing risks to occupants and property.

✅ Efficiency and Cost Savings: Properly operated and

maintained systems are more energy-efficient, reducing
operational costs over the building’s lifespan.

✅ Documentation for Future Reference: O&M manuals

are a historical record of the building’s systems and
equipment. This can be valuable for future renovations,
upgrades, or building infrastructure changes.
🟩 When are the Manuals
Developed and Issued?
The issuance of the manuals should align with the
construction project’s milestones, and commissioning
process, to ensure that they are available to the building
personnel when the facility becomes operational. To ensure
this, the process would usually be in line with the following 5
stages:

🟨 Stage 1 | Design and Pre-Construction:

 During the preliminary stages of the project, the format

and building systems/equipment should be developed
that will require O&M manuals to establish the
documentation requirements,
 Ensure that the manual requirements are specified
within all tender documentation.
🟨 Stage 2 | Early/Mid Construction:

 Oversee, manage, and coordinate the writing of the

operating and maintenance manuals for draft
submission,
 Submit ‘draft’ manual for initial owner/building operator
review in line with agreed formats,
 Update manuals in line with comments received.
🟨 Stage 3 | Late Construction/Commissioning:

 Ensure all testing and commissioning data is included

within the manuals that has been created.
 Insert all relevant training information and data that has
been completed,
 Issue the manual to the owner’s team for review,
  Incorporate any changes or feedback from the review
process.
🟨 Stage 4 | Project Closeout/Handover:

 Issue the ‘final manual’ to the owner,

 Owner and other stakeholder ‘approve’ the final O&M
manuals,
 Owner issues manuals to the building operatorHandover:
The O&M manuals are officially handed over to the
building owner or operator, marking the completion of
this phase.
🟨 Stage 5 | Post-Construction and Operational Phase:

 Building operators and maintenance personnel use the

O&M manuals to operate, maintain, troubleshoot, and
manage the building’s systems and equipment.
 As the building systems are modified, upgraded, or
replaced over time, the O&M manuals should be updated
by the building operator detailing any changes.
O&M Manual Template & Checklist [MS Word]
Open and editable template of our Operating and Maintenance Manual,
including:

 O&M Template
 O&M Checklist

#CC: 033a
Buy Here | $3.99

🟩 Who Manages and Creates

the O&M manuals?
Creating the O&M Manuals is not generally a one-person
mission. Instead, writing and producing a superb manual will
require the input and work of multiple people from most
disciplines across the project.

The people usually involved and their responsibilities will be:

ROLE TASK

Client/Owner a. detail the format of the O&M manual.

b. review and comment on the draft, revised, and final manuals.
c. approve the overall manual.

Commissioning Agent a. support the owners in detailing the format of the O&M manual
b. oversee the general/main contractors' management of the proce
c. review and comment on the draft, revised, and final manuals.

Architect a. support the owners in detailing the format of the O&M manual
b. review and comment on the draft, revised, and final manuals.

Designer a. support the owners in detailing the format of the O&M manual
b. review and comment on the draft, revised, and final manuals.

Building Operators/Facilities a. support the owners in detailing the format of the O&M manual
b. review and comment on the draft, revised, and final manuals.

General/Main Contractor a. to fully manage the process.

b. write and consolidate the information.
c. ensure programme dates are met, by issuing documents.
d. update the manuals in line with any comments received.

Sub Contractor a. report to general/main contractor regarding own requirement fo

b. write, consolidate and issue the required information to the gen

Vendors a. report to general/main contractor regarding own requirement fo

b. write, consolidate and issue the required information to the gen
🟩 How Should the Manuals
be Used?
Once manuals are issued and the facility is in operation, how
should they be used?.

🟨 For Orientation and Training: New building operators

and maintenance staff should receive orientation and training
sessions that familiarize them with the content of the O&M
manuals. This training ensures that they understand the
systems, equipment, and procedures outlined in the manuals
prior to working within the facility.

🟨 For Daily Operations: Operators should consult the

manuals to ensure they are following the correct procedures
for starting, running, and shutting down equipment.

🟨 Routine Maintenance: Any routine maintenance shoud

be checked via the manuals for guidance on items such as
cleaning, lubrication, and filter replacement.

🟨 Safety Procedures:A O&M manual should include safety

information on the equipment and systems of the facility.
Operators and the maintenance staff should familiarize
themselves with these instructions to ensure safe operations
and response in critical situations.

🟨 Troubleshooting: When issues arise, the troubleshooting

sections of the manuals offer guidance for diagnosing
common problems and implementing solutions.

🟨 Coordination with Manufacturers: The manuals often

include manufacturer information, if equipment issues require
technical support, operators can use the document to find
contact details.

🟩 How to Format the O&M?

The manuals are typically outlined within the projects
contract documents/specifications, providing a clear
understanding to all stakeholders of how the manuals should
be prepared, formatted, and delivered upon completion.

🟧 Typical O&M Manual Format

A typical manual format should be designed to provide
organized and easily accessible information about the
systems, equipment, and procedures within a building or
facility. While the exact format can vary based on project
requirements, industries, and company preferences, here’s a
general outline of what a typical one may look like. We have
included a manual template that can be downloaded at the
end of this article.

SECTION DESCRIPTION DETAILS

- Front Page Title of the project, the particular element of the project
relevant manual reference, and the date of issue of the m

- Version Control Page Place to manage the document changes/revisions.

- Table Of Contents Page A fully detailed index of the O&M Manual. Title/Page n

1.0 Introduction Description of the manual content and structure. How to

issued.

[could be standardized across all your projects]

SECTION DESCRIPTION DETAILS

2.0 Project Information Include detailed information on the project.

[can take information from the OPR, BOD, Specification

3.0 Consultant & Contractor Include information about the project consultants, suppli
Contacts

4.0 Project Specifications Include registers and as-built drawings covering layouts
systems and services installed within the project.

5.0 As-Built Drawings Include registers and as-built drawings covering layouts
systems and services installed within the project.

6.0 Electrical Discrimination Include the approved discrimination study report for the
Study

7.0 BMS Documentation Include BMS Graphic, Points Lists and Access documen

8.0 Summary of Systems Provide a summary of each systems components, locatio

Installed designed to operate.

[can take from specifications, drawings, control logics]

9.0 Asset Register Include a detailed list of equipment for each type of syste

1. Equipment ID
2. Type
3. Manufacturer
4. Model
5. Size/Rating
6. Building/Floor/Room

[usually taken from the progress trackers that were create

10.0 Manufacturers Include all the manufacturers information relating to the

Literature/Information systems.

[Use the asset register for reference of what would be ne

SECTION DESCRIPTION DETAILS

11.0 Health and Safety Include items, lists, documents and procedures covering
Tagout Procedure, Arc Flash Study, Risk Assessment Re
Procedures [EOP], Hazardous Materials & Handling Pro
Height Procedures, Confined Space Procedures.

13.0 Disposal of Provide information on how equipment and products sho

Equipment/Products time of replacement.

14.0 Maintenance Include planned maintenance lists covering weekly, mon

checks/tasks for all plant, equipment and systems.

15.0 Equipment/System Spares Include lists of spares that have been provided under the
that the building operator should consider.

16.0 Service Level Agreements Include information from the suppliers, vendors, and con
Service Agreements/Warranties that are to be included fo
building and systems after handover

17.0 Final Testing and Include the Final Commissioning Report that is usually t
Commissioning Report the Commissioning Agent/Authority.

🟧 Hard Copy O&M File

If there is a requirement to present the manual in hard copy
format using folders or binders, the materials used should be
highly durable and designed to withstand the aging and
dusty/dirty environments to ensure they last for the time
required.

Within each folder/binder, each section should be clearly

labeled, segregated using a stepped divider, user-friendly,
and cross-referenced back to an index.

The index should itemize the stepped segregation dividers,

be numbered and displayed at the beginning of the first
binder, if using multiple ones, or within the front section of a
single-binder manual.

In today’s age, this type of format should be avoided as it

uses a lot of paperwork, and the information can get lost or
easily damaged over time.

🟧 Digital O&M Manual

Digital manuals are becoming more common in today’s
market, especially since clients, end users, and facilities
operators see their benefits in how cost-effective and efficient
they are to use, update, maintain and integrate with other
systems such as BIM.

Stored in the cloud, the formats will be similar to the ‘hard

copy’ manual incorporating the same information, but
hyperlinks will be utilized instead of using stepped dividers.

🚀 Where digital manuals are stored on a server or in the

cloud, ensure that all users can access them from their
computers and mobile devices. Also that the document is
backed up off of site.

🟧 Hard Copy Vs. Digital Manuals

MANUAL
PRO'S CON'S
FORMAT

Hard Copy a. quick and easy access, especially if a. no search function like would have
stored in an accessible location. b. challenging to keep up to date.
b. can still gain access during power c. can easily lose information if it is r
failures. d. documents can be damaged or mar
e. no access right management.
e. manuals can sometimes need a larg
MANUAL
PRO'S CON'S
FORMAT

f. not very environmentally friendly a

sometimes need more than one copy.

Digital Copy a. easy to access. a. secondary power sources needed to

b. can access remotely from multiple failures, access can still be gained to
locations. b. information needs to be backed up
c. information can be searched. c. ongoing costs of licences and data
d. easy to update information and keep d. client/owner needs to manage and
records. building operator is removed from si
e. not able to lose information unless
physically deleted.
f. can provide and manage access rights.
g. not printing lots of paper

🟩 O&M Manual Checklist

If your role needs you to review an O&M Manual, the below
provides a good checklist that can be used. We have included
a checklist template that can be downloaded at the end of
this article.

SECTION CHECK

Front Page 1. Project Title Included

2. Document Number Included

Version Control 1. Version Control Page Included

2. Document Version Included
3. Authors Name Included

Table of Contents 1. Clear Table Of Contents Included

Introduction 1. Clear Introduction Included

SECTION CHECK

Project Information 1. Project Name

2. Project Address
3. Project Type
4. Green Building Certification
5. Defects Liability Period

Consultant & Contractor Contacts 1. Client

2. Owner
3. Architect
4. Project Manager
5. Commissioning Provider
6. MEP Designer
7. Green Building Consultant
8. General Contractor

Project Specifications 1. Full Schedule of Specifications

2. Builders Work [attached]
3. Building Management [BMS] System [attached]
4. Control [SOO] System [attached]
5. Electrical [EE] System [attached]
6. Extra Low Voltage [ELV] System [attached]
7. Fire/Life Safety [FS] System [attached]
8. Mechanical [HVAC] System [attached]
9. Plumbing & Drainage [PD] System [attached]

As-Built Drawings 1. Full Schedule of Drawings

2. Builders Work – Layouts – Schematics [attached]
3. Building Management [BMS] System – Layouts – Schem
4. Control [SOO] System – Layouts – Schematics [attached
5. Electrical [EE] System – Layouts – Schematics [attached
6. Extra Low Voltage [ELV] System – Layouts – Schematic
7. Fire/Life Safety [FS] System – Layouts – Schematics [att
8. Mechanical [HVAC] System – Layouts – Schematics [att
9. Plumbing & Drainage [PD] System – Layouts – Schemat

Electrical Discrimination Study 1. Latest Study & Report

BMS Dcoumentation 1. BMS Graphic Document [attached]

SECTION CHECK

2. BMS Points List [attached]

3. BMS Access/Security [attached]

Overview Of Systems 1. Full Schedule of Systems

2. Builders Work [overview]
3. Building Management [BMS] System [overview]
4. Control [SOO] System [overview]
5. Electrical [EE] System [overview]
6. Extra Low Voltage [ELV] System [overview]
7. Fire/Life Safety [FS] System [overview]
8. Mechanical [HVAC] System [overview]
9. Plumbing & Drainage [PD] System [overview]

Asset Register 1. Full Schedule of Registers

2. Builders Work [attached]
3. Building Management [BMS] System [attached]
4. Control [SOO] System [attached]
5. Electrical [EE] System [attached]
6. Extra Low Voltage [ELV] System [attached]
7. Fire/Life Safety [FS] System [attached]
8. Mechanical [HVAC] System [attached]
9. Plumbing & Drainage [PD] System [attached]

Manufacturers 1. Full Schedule of Literature & Information

Literature/Information 2. Builders Work [attached]
3. Building Management [BMS] System [attached]
4. Control [SOO] System [attached]
5. Electrical [EE] System [attached]
6. Extra Low Voltage [ELV] System [attached]
7. Fire/Life Safety [FS] System [attached]
8. Mechanical [HVAC] System [attached]
9. Plumbing & Drainage [PD] System [attached]

Health and Safety 1. Electrical Lockout Tagout Procedure [attached]

2. Arc Flash Study & Report [attached]
3. Project Risk Assessments [attached]
4. Emergency Procedures [EOP] [attached]
5. Hazardous Materials & Handling Procedures [attached]
SECTION CHECK

6. Working at Height Procedures [attached]

7. Confined Space Procedures [attached]

Disposal of Equipment/Products 1. Disposal Document/Report [attached]

Planned Maintenance 1. Full Schedule of Planned Maintenance [attached]

2. Builders Work [attached]
3. Building Management [BMS] System [attached]
4. Control [SOO] System [attached]
5. Electrical [EE] System [attached]
6. Extra Low Voltage [ELV] System [attached]
7. Fire/Life Safety [FS] System [attached]
8. Mechanical [HVAC] System [attached]
9. Plumbing & Drainage [PD] System [attached]

Equipment/System Spares 1. List of Spares [attached]

2. List of Recommended Spares [attached]

Equipment Warranties 1. List of Warranties [attached]

Service Level Agreements 1. Service Level Agreements [attached]

Final Testing and Commissioning 1. Final Commissioning Report [attached]

Report

Designer Checks Ensure that the designer has checked, commented, and appr

Commissioning Authority Checks Ensure that the commissioning authority has checked, comm
Manuals

Client/Owner Checks Ensure that the client/owner has checked, commented, and a

Facilities/Building Operator Checks Ensure that the facilities department/building operator has c
approved the Manuals

🟩 Updating of Manuals
As the facility and its systems undergo maintenance,
renovations, or upgrades, the information in the O&M
manuals could become outdated or incomplete. Regular
updates will ensure that the information remains accurate,
relevant, and useful for building operators and maintenance
personnel. Here are a few reasons why manual updates are
important:

To facilitate the updating of the manuals, it’s usually good

practice to establish a system or process that tracks changes,
revisions, and updates to any of the buildings systems and
equipment; which will then allow updating the documents.

This might involve assigning responsibility to a designated

person or team and setting regular intervals for reviewing
and updating the manuals.

🟩 3rd Party O&M Writing

Services?
There are companies that specialize in writing Operating and
Maintenance [O&M] manuals to help contractors, building
owners, and building operators create comprehensive, well
written and well-structured manuals, with manuals being
tailored to meet any specific project requirements.

If you are considering hiring a company to create your

manuals, it’s important to evaluate their experience,
expertise, and previous work as the quality can significantly
differing from different writing services.

🟧 Service Levels
The majority of O&M companies will offer different service
levels, so if your budget does not cover writing the complete
document you will still be able to get something done.
An example of these levels can be seen below – taken from a
company called O&M I.T. Ltd based in the UK:

🟨 Level 1 – Complete Service

Taking the specification, drawings, procurement timeline, list
of installed equipment, and other details adn design data
provided by the project, the authoring company writes and
issues the whole project operating and maintenance manual,
providing a complete service.

🟨 Level 2 – Owner/General
Contractor Managed Service
The O&M writing company will issue and manage info-
gathering tempates to the General Contractor, who will then
consolidate the required information. Once the information
has been received the authoring company will write and
complete the manuals.

Any additional information required will also be sourced by

the General Contractor.

🟨 Level 3 – Owner/General
Contractor Managed Service
Similar to Level 2, but in this level the termplates are issued
to the Owner or General Contractor who will fully manage
them, ensuring that the information is complete, chasing
anything that is missing.

Once the Owner/General Contractor has recevied the

information they will conduct some basic checking before
forwarding to the authoring company for inclusion in the
overall manual.

🟨 Level 4 – Owner/General
Contractor Writes Manual
The authoring company issues the main operating and
maintenance template to the Owner/General Contractor, who
will then manage and write the manual before sending
through for checking and converting to an electronic format.
🟩 How to Format the O&M?

The manuals are typically outlined within the projects contract

documents/specifications, providing a clear understanding to all stakeholders
of how the manuals should be prepared, formatted, and delivered upon
completion.

🟧 Typical O&M Manual Format

A typical manual format should be designed to provide organized and easily

accessible information about the systems, equipment, and procedures within
a building or facility. While the exact format can vary based on project
requirements, industries, and company preferences, here’s a general outline
of what a typical one may look like. We have included a manual template
that can be downloaded at the end of this article.

Section Description Details

- Front Page Title of the project, the particular element of the project
covered by the manual, the relevant manual reference, and the date of issue
of the manual.

- Version Control Page Place to manage the document

changes/revisions.

- Table Of Contents Page A fully detailed index of the O&M Manual.

Title/Page number etc.

1.0 Introduction Description of the manual content and structure.

How to use it and why it is being issued.

[could be standardized across all your projects]

2.0 Project Information Include detailed information on the project.

[can take information from the OPR, BOD, Specifications, Cx Plan]

3.0 Consultant & Contractor Contacts Include information about the

project consultants, suppliers and contractors.
4.0 Project Specifications Include registers and as-built drawings
covering layouts and schematics for all systems and services installed within
the project.

5.0 As-Built Drawings Include registers and as-built drawings covering

layouts and schematics for all systems and services installed within the
project.

6.0 Electrical Discrimination Study Include the approved

discrimination study report for the electrical systems.

7.0 BMS Documentation Include BMS Graphic, Points Lists and Access
documents.

8.0 Summary of Systems Installed Provide a summary of each

systems components, location, and how they are designed to operate.

[can take from specifications, drawings, control logics]

9.0 Asset Register Include a detailed list of equipment for each type of
system that has been installed.

1. Equipment ID

2. Type

3. Manufacturer

4. Model

5. Size/Rating

6. Building/Floor/Room

[usually taken from the progress trackers that were created through the
project]

10.0 Manufacturers Literature/Information Include all the manufacturers

information relating to the equipment, ancillaries, and systems.

[Use the asset register for reference of what would be needed]

11.0 Health and Safety Include items, lists, documents and procedures
covering - Electrical Lockout Tagout Procedure, Arc Flash Study, Risk
Assessment Register, Emergency Procedures [EOP], Hazardous Materials &
Handling Procedures, Working at Height Procedures, Confined Space
Procedures.

13.0 Disposal of Equipment/Products Provide information on how

equipment and products should be disposed of at the time of replacement.

14.0 Maintenance Include planned maintenance lists covering weekly,

monthly, and yearly checks/tasks for all plant, equipment and systems.

15.0 Equipment/System Spares Include lists of spares that have been

provided under the contract and also note any that the building operator
should consider.

16.0 Service Level Agreements Include information from the suppliers,

vendors, and contractors relating to any Service Agreements/Warranties that
are to be included for the operation of the building and systems after
handover

17.0 Final Testing and Commissioning Report Include the Final

Commissioning Report that is usually to be written and issued by the
Commissioning Agent/Authority.

🟧 Hard Copy O&M File

If there is a requirement to present the manual in hard copy format using

folders or binders, the materials used should be highly durable and designed
to withstand the aging and dusty/dirty environments to ensure they last for
the time required.

Within each folder/binder, each section should be clearly labeled, segregated

using a stepped divider, user-friendly, and cross-referenced back to an index.

The index should itemize the stepped segregation dividers, be numbered and
displayed at the beginning of the first binder, if using multiple ones, or within
the front section of a single-binder manual.
In today’s age, this type of format should be avoided as it uses a lot of
paperwork, and the information can get lost or easily damaged over time.

🟧 Digital O&M Manual

Digital manuals are becoming more common in today’s market, especially

since clients, end users, and facilities operators see their benefits in how
cost-effective and efficient they are to use, update, maintain and integrate
with other systems such as BIM.

Stored in the cloud, the formats will be similar to the ‘hard copy’ manual
incorporating the same information, but hyperlinks will be utilized instead of
using stepped dividers.

🚀 Where digital manuals are stored on a server or in the cloud, ensure that
all users can access them from their computers and mobile devices. Also that
the document is backed up off of site.

🟧 Hard Copy Vs. Digital Manuals

Manual Format Pro's Con's

Hard Copy a. quick and easy access, especially if stored in an accessible

location.

b. can still gain access during power failures. a. no search function like
would have with PDF.

b. challenging to keep up to date.

c. can easily lose information if it is removed from the manual.

d. documents can be damaged or marked easily.

e. no access right management.

e. manuals can sometimes need a large amount of storage space.

f. not very environmentally friendly as use a lot of paper and sometimes

need more than one copy.
Digital Copy a. easy to access.

b. can access remotely from multiple locations.

c. information can be searched.

d. easy to update information and keep records.

e. not able to lose information unless physically deleted.

f. can provide and manage access rights.

g. not printing lots of paper

a. secondary power sources needed to ensure during power failures, access

can still be gained to the system.

b. information needs to be backed up, incase files are corrupted.

c. ongoing costs of licences and data storage.

d. client/owner needs to manage and own the system incase the building
operator is removed from site, or leaves.

🟩 O&M Manual Checklist

If your role needs you to review an O&M Manual, the below provides a good
checklist that can be used. We have included a checklist template that can
be downloaded at the end of this article.

Section Check

Front Page 1. Project Title Included

2. Document Number Included

Version Control 1. Version Control Page Included

2. Document Version Included

3. Authors Name Included

Table of Contents 1. Clear Table Of Contents Included

Introduction 1. Clear Introduction Included

Project Information 1. Project Name

2. Project Address
3. Project Type

4. Green Building Certification

5. Defects Liability Period

Consultant & Contractor Contacts 1. Client

2. Owner

3. Architect

4. Project Manager

5. Commissioning Provider

6. MEP Designer

7. Green Building Consultant

8. General Contractor

Project Specifications 1. Full Schedule of Specifications

2. Builders Work [attached]

3. Building Management [BMS] System [attached]

4. Control [SOO] System [attached]

5. Electrical [EE] System [attached]

6. Extra Low Voltage [ELV] System [attached]

7. Fire/Life Safety [FS] System [attached]

8. Mechanical [HVAC] System [attached]

9. Plumbing & Drainage [PD] System [attached]

As-Built Drawings 1. Full Schedule of Drawings

2. Builders Work – Layouts – Schematics [attached]

3. Building Management [BMS] System – Layouts – Schematics [attached]

4. Control [SOO] System – Layouts – Schematics [attached]

5. Electrical [EE] System – Layouts – Schematics [attached]

6. Extra Low Voltage [ELV] System – Layouts – Schematics [attached]

7. Fire/Life Safety [FS] System – Layouts – Schematics [attached]

8. Mechanical [HVAC] System – Layouts – Schematics [attached]

9. Plumbing & Drainage [PD] System – Layouts – Schematics [attached]

Electrical Discrimination Study 1. Latest Study & Report

BMS Dcoumentation 1. BMS Graphic Document [attached]

2. BMS Points List [attached]

3. BMS Access/Security [attached]

Overview Of Systems 1. Full Schedule of Systems

2. Builders Work [overview]

3. Building Management [BMS] System [overview]

4. Control [SOO] System [overview]

5. Electrical [EE] System [overview]

6. Extra Low Voltage [ELV] System [overview]

7. Fire/Life Safety [FS] System [overview]

8. Mechanical [HVAC] System [overview]

9. Plumbing & Drainage [PD] System [overview]

Asset Register 1. Full Schedule of Registers

2. Builders Work [attached]

3. Building Management [BMS] System [attached]

4. Control [SOO] System [attached]

5. Electrical [EE] System [attached]

6. Extra Low Voltage [ELV] System [attached]

7. Fire/Life Safety [FS] System [attached]

8. Mechanical [HVAC] System [attached]

9. Plumbing & Drainage [PD] System [attached]

Manufacturers Literature/Information 1. Full Schedule of Literature &

Information

2. Builders Work [attached]

3. Building Management [BMS] System [attached]

4. Control [SOO] System [attached]

5. Electrical [EE] System [attached]

6. Extra Low Voltage [ELV] System [attached]

7. Fire/Life Safety [FS] System [attached]

8. Mechanical [HVAC] System [attached]

9. Plumbing & Drainage [PD] System [attached]

Health and Safety 1. Electrical Lockout Tagout Procedure [attached]

2. Arc Flash Study & Report [attached]

3. Project Risk Assessments [attached]

4. Emergency Procedures [EOP] [attached]

5. Hazardous Materials & Handling Procedures [attached]

6. Working at Height Procedures [attached]

7. Confined Space Procedures [attached]

Disposal of Equipment/Products 1. Disposal Document/Report [attached]

Planned Maintenance 1. Full Schedule of Planned Maintenance [attached]

2. Builders Work [attached]

3. Building Management [BMS] System [attached]

4. Control [SOO] System [attached]

5. Electrical [EE] System [attached]

6. Extra Low Voltage [ELV] System [attached]

7. Fire/Life Safety [FS] System [attached]

8. Mechanical [HVAC] System [attached]

9. Plumbing & Drainage [PD] System [attached]

Equipment/System Spares 1. List of Spares [attached]

2. List of Recommended Spares [attached]

Equipment Warranties 1. List of Warranties [attached]

Service Level Agreements 1. Service Level Agreements [attached]

Final Testing and Commissioning Report 1. Final Commissioning Report

[attached]

Designer Checks Ensure that the designer has checked, commented, and
approved the Manuals

Commissioning Authority Checks Ensure that the commissioning authority

has checked, commented, and approved the Manuals

Client/Owner Checks Ensure that the client/owner has checked,

commented, and approved the Manuals

Facilities/Building Operator Checks Ensure that the facilities

department/building operator has checked, commented, and approved the
Manuals

🟩 Updating of Manuals

As the facility and its systems undergo maintenance, renovations, or

upgrades, the information in the O&M manuals could become outdated or
incomplete. Regular updates will ensure that the information remains
accurate, relevant, and useful for building operators and maintenance
personnel. Here are a few reasons why manual updates are important:

To facilitate the updating of the manuals, it’s usually good practice to

establish a system or process that tracks changes, revisions, and updates to
any of the buildings systems and equipment; which will then allow updating
the documents.

This might involve assigning responsibility to a designated person or team

and setting regular intervals for reviewing and updating the manuals.

🟩 3rd Party O&M Writing Services?

There are companies that specialize in writing Operating and Maintenance

[O&M] manuals to help contractors, building owners, and building operators
create comprehensive, well written and well-structured manuals, with
manuals being tailored to meet any specific project requirements.
If you are considering hiring a company to create your manuals, it’s
important to evaluate their experience, expertise, and previous work as the
quality can significantly differing from different writing services.

🟧 Service Levels

The majority of O&M companies will offer different service levels, so if your
budget does not cover writing the complete document you will still be able to
get something done.

An example of these levels can be seen below – taken from a company called
O&M I.T. Ltd based in the UK:

🟨 Level 1 – Complete Service

Taking the specification, drawings, procurement timeline, list of installed

equipment, and other details adn design data provided by the project, the
authoring company writes and issues the whole project operating and
maintenance manual, providing a complete service.

🟨 Level 2 – Owner/General Contractor Managed Service

The O&M writing company will issue and manage info-gathering tempates to
the General Contractor, who will then consolidate the required information.
Once the information has been received the authoring company will write
and complete the manuals.

Any additional information required will also be sourced by the General

Contractor.

🟨 Level 3 – Owner/General Contractor Managed Service

Similar to Level 2, but in this level the termplates are issued to the Owner or
General Contractor who will fully manage them, ensuring that the
information is complete, chasing anything that is missing.

Once the Owner/General Contractor has recevied the information they will
conduct some basic checking before forwarding to the authoring company
for inclusion in the overall manual.

🟨 Level 4 – Owner/General Contractor Writes Manual

The authoring company issues the main operating and maintenance

template to the Owner/General Contractor, who will then manage and write
the manual before sending through for checking and converting to an
electronic format.

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