Hotel maintenance: complete guide. Costs, how to create a plan, regulations

Hotel maintenance: safety, comfort and reputation at stake

Hotel maintenance is a key pillar to ensure guest safety, comfort and operational continuity. A system failure during peak season, a room unavailable due to technical issues or an out-of-service elevator can seriously impact guest experience and online reputation. Beyond protecting health and safety, careful maintenance management helps prevent unexpected costs and comply with current regulations, safeguarding the value of the real estate investment.

Types of hotel maintenance: ordinary and extraordinary

Ordinary maintenance includes all recurring activities aimed at keeping systems and facilities efficient. Typical hotel examples include:

• Inspection and cleaning of air conditioning systems to ensure healthy air and thermal comfort
• Periodic inspection of elevators for safety and accessibility
• Maintenance of rooms and common areas (painting, locks, lighting)
• Inspection of fire prevention systems and safety systems

Extraordinary maintenance, on the other hand, involves more significant interventions, such as:

• Renovation of rooms or entire floors
• Replacement of obsolete systems (boilers, electrical panels)
• Regulatory compliance upgrades (architectural barriers, fire safety)

Effective management of both types reduces the risk of operational downtime and service disruptions for guests, with direct impacts on reviews and loyalty.

Hotel maintenance costs: data and benchmarks

Maintenance costs represent a significant item in a hotel’s budget. On average:

• Ordinary maintenance: between 2% and 5% of annual turnover
• Extraordinary maintenance: up to 5–7% of turnover in case of major interventions
• Average cost per room: €300–400 per month, or €3,500–5,000 per year

For a 40-room hotel, annual expenses can exceed €150,000 when considering both scheduled and unexpected interventions. Neglecting maintenance can lead to sudden breakdowns, revenue loss due to unavailable rooms and higher repair costs.

Regulations: obligations and responsibilities for hotels

Italian regulations impose specific obligations on hotels regarding maintenance:

• D.Lgs. 36/2023 and NTC 2018: obligation to draft a maintenance plan for structural and system components
• Minimum Environmental Criteria (CAM): requirement for maintenance scenarios and life-cycle analysis of materials
• DPR 207/2010: responsibility of the operator to ensure system safety and functionality

The maintenance plan is a fundamental document that protects both the property and guests, reducing the risk of penalties and reputational damage.

How to create an effective hotel maintenance plan

A well-structured maintenance plan is the foundation for efficient management. The main phases are:

• Initial audit: mapping of all systems, equipment and critical areas
• Intervention scheduling: definition of frequencies (daily, weekly, monthly, annual) for each activity
• Assignment of responsibilities: who does what, with clear roles between internal staff and external suppliers
• Budget and resources: cost estimation and planning of financial provisions
• Monitoring and updates: recording interventions, analyzing recurring failures, periodic plan reviews

Involving staff (reception, housekeeping, maintenance teams) is essential: timely reporting of technical issues allows intervention before they become emergencies. Digitalizing the process with dedicated software improves traceability and collaboration between departments.

Specific benefits of hotel maintenance: practical examples

Planned maintenance offers concrete and measurable benefits:

• Guest safety: efficient electrical and fire systems reduce accident risks
• Reduced breakdowns: periodic inspections of elevators, boilers and HVAC systems prevent service interruptions
• Energy savings: well-maintained systems consume less and lower operating costs
• Improved reputation: always-available rooms and functioning services increase positive reviews
• Fewer complaints: rapid handling of reports (e.g. in-room failures, common area issues) reduces guest dissatisfaction

Vertical examples:

• Wellness centers and spas: periodic maintenance of whirlpools, saunas and medical equipment to ensure hygiene and safety
• Industrial kitchens: inspections of hoods, ovens and gas systems to prevent downtime and hygiene risks
• Events and peak season: prevention of service interruptions through dedicated checklists and targeted interventions before occupancy peaks
• Staff reporting: training staff to recognize and promptly report technical anomalies

Proactive maintenance management translates into greater competitiveness and higher perceived value for guests.

Maintenance budget and financial planning

To avoid surprises, it is essential to plan the maintenance budget:

• Annual provisions: at least 1% of turnover to cover extraordinary interventions
• Planned maintenance contracts: for elevators, boilers, HVAC and safety systems
• Cost monitoring: periodic expense analysis to optimize investments and prevent waste

A preventive approach helps reduce unexpected costs and improve the property’s profitability.

Digitalization and software: the new frontier of hotel maintenance

The adoption of dedicated digital platforms (such as Digital Twin and CMMS) revolutionizes hotel maintenance management. Key benefits include:

• Data centralization: all information on systems, interventions and deadlines in a single system
• Automatic scheduling of interventions and inspections
• Fast reporting by staff via app or portal
• Real-time monitoring of costs, performance and critical issues
• Team collaboration and reduction of human errors

UTwin is a solution designed for the hospitality sector: it enables centralized maintenance management, integrates existing systems, facilitates communication between departments and reduces intervention times. Digitalization is the key to increasing efficiency, safety and service quality.

Modern maintenance management: the choice that makes the difference

Investing in planned maintenance and digitalization means protecting the property, improving guest experience and strengthening the hotel’s reputation. Evaluate today how to optimize maintenance management to ensure efficiency, safety and competitiveness for your hospitality facility.