How to Get Approvals for Maintenance Projects- when It’s Difficult

---

Securing approvals for maintenance or repair projects is one of the most common—and most frustrating—challenges in facilities management. You can clearly see the leak, the worn-out pump, the failing HVAC component, or the deteriorating sidewalk. You know what will happen if nothing is done. But decision-makers often don’t feel the urgency until after a failure has already caused damage, downtime, or complaints.

There are many reasons why approvals get delayed or denied, even when the need is obvious.

Leadership may be balancing multiple budget priorities, or they may not fully understand the operational impact of maintenance issues. Sometimes the problem isn’t visible, so it doesn’t feel urgent. In other situations, organizations are dealing with tight cash flow, long vendor lead times, competing projects, or uncertainty about long-term capital planning. Decision-makers may also delay because they fear approving a cost that could balloon later or because previous maintenance requests lacked clarity. All of this can make even routine repairs harder to push through.

Getting approval isn’t just about the condition of the asset—it’s about how you present the need.

A strong request process, supported by evidence and framed in terms leadership understands, this can turn a “maybe later” into a “yes.”

Start By Framing the Risk of Doing Nothing

Most approvals stall because leaders don’t fully understand the consequences of delay. Your first job is to paint a clear picture of what’s likely to happen if the project is not completed. Clearly and accurately explain the following points.

• Could the issue become a safety hazard?

• Will a small leak become a major water loss?

• Could the equipment failure cause operational downtime?

• Will waiting increase the cost of repair?

Phrase your explanation in terms they already care about—liability, tenant experience, insurance exposure, and unplanned costs.

Example:

“Delaying this $2,500 pump replacement increases the chance of failure, which would shut down domestic water to the building and lead to a projected $12,000 emergency repair.”

Present Costs in Context, Not Isolation

Leaders don’t approve projects—they approve outcomes.

Make the financial comparison simple and logical. Clearly explain the cost now vs. cost later. While planned Maintenance is a definite cost. Emergency response will cost more money and do more damage in the long run. Help management understand how Minor repair now can avoid major replacement in the future.

A short cost-impact comparison is often enough to shift perspective toward approval.

Clearly show the financial impact when the repair can be completed in-house instead of by an outside vendor.

Explain what a contractor would charge, what your in-house labor and materials would cost, and the resulting savings. When decision-makers see that your team can complete the work for significantly less than a vendor, it strengthens the approval request and highlights the value your maintenance team provides.

Use Pictures and Data to Strengthen the Case

Words can be debated, but photos and readings cannot. When submitting a facilities request or seeking approval for a repair, include clear photos of leaks, cracks, corrosion, or other damage, along with key readings such as amp draw, temperature, pressure, or moisture levels.

Back it up with maintenance history or recent service notes, and reference any applicable code or manufacturer recommendations.

Strong visuals and data reduce doubt, build confidence, and keep your request from sounding like “just another maintenance ask.”

You can also strengthen your case by using cost data from repairs that have already been completed.

If you’ve been performing repeated fixes on the same asset, summarize the total amount spent on recent repairs and compare it to the cost of a full replacement or a complete corrective repair. When leadership sees that ongoing repairs have already cost hundreds or thousands—and that a more substantial project would break the cycle—it becomes far easier for them to approve the work. This turns your request into a clear financial argument rather than a recurring maintenance complaint.

Offer solutions, instead of highlighting problems

Decision-makers respond well to choices. Provide a clear, structured set of options:

• Good: Minimal immediate repair

• Better: Mid-tier solution with longer service life

• Best: Full replacement or long-term fix

When presented with options, leaders tend to choose one rather than reject all.

Show how a smaller repair today can bridge the asset to a future capital project.

Tie the Request to Compliance, Safety, and Liability

Nothing accelerates approval more than showing that delay creates compliance risk. If your request is tied to fire codes, OSHA requirements, insurance standards, life safety systems, or manufacturer safety guidelines, make that connection clear. Leaders consistently prioritize compliance and risk mitigation, and highlighting these factors helps move your request to the top of the list.

Keep the Request Short, Clear, and Easy to Approve

Leaders have limited time. A concise, well-structured request moves through the approval process faster.

Aim for:

• A one-page summary

• Clear visuals

• A brief cost comparison

• Options with implications

• A recommended action

The simpler it is to read, the shorter the time to “approved.”

---

When your request is still denied

If your request is still denied after following all these steps, don’t let the process stop there. Document the denial, continue monitoring the asset, and update leadership immediately if the condition worsens or if new data—photos, readings, repair costs, or safety concerns—emerge. Keep the issue visible by including it in your regular reports, and be prepared to resubmit the request with updated information. A calm, consistent follow-up approach shows professionalism, protects you from liability, and ensures that decision-makers stay aware of the risk until they are ready to reconsider.

---

Conclusion

Getting approval for maintenance projects is part communication, part evidence, and part risk framing. You’re not just describing a repair—you’re demonstrating why acting now benefits the organization more than waiting.

When you support your request with strong visuals, clean cost comparisons, in-house savings, and long-term financial planning, you dramatically increase the likelihood of securing approval—even in tight budget cycles.