With hundreds of PFI contracts approaching expiry across the UK, many facilities management (FM) and commercial leaders are now facing the complex challenge of preparing for PFI handback.
From risk management to compliance and workforce resourcing, successful handback demands strategic planning long before the final handover date.
At our recent PFI Handback Roundtable in London, senior FM leaders explored practical strategies for managing this transition effectively. Guest speaker Martin Hall, Owner of P2P – Private and Public Sector Services, shared valuable perspectives on how organisations can get ahead of the curve.
Below are five key takeaways designed to help PFI, operations and commercial leaders prepare for PFI expiry with confidence.
1. Plan early – much earlier than you think
The strongest message was clear: start planning early. Effective PFI handback planning should begin at least seven years before contract expiry. Early preparation allows time to:
- Conduct full asset and condition assessments
- Align data, compliance records, and internal teams
- Engage with contracting authorities well before expiry
A proactive, structured approach prevents last-minute surprises and ensures business-as-usual operations stay on track.
2. Know your contract inside out
Every successful PFI handback process starts with contract clarity. Many PFI agreements were written decades ago, and compliance standards have evolved significantly.
Regularly reviewing contracts, drawings, and asset registers helps ensure documentation matches current site conditions. This alignment prevents disputes and demonstrates robust governance – especially in areas like fire safety, building condition, and lifecycle compliance.
3. Resource smartly – it can’t all sit with BAU
Balancing business-as-usual responsibilities with handback preparation is one of the biggest challenges. Many leaders are adopting hybrid workforce models that combine internal expertise with specialist PFI resourcing support.
Outsourcing elements such as project management, compliance auditing, or data collation can ease the pressure on internal teams and improve efficiency during the PFI expiry phase.
strengthen your team with specialist PFI professionals
4. Focus on people – your greatest asset
PFI handback is as much about people and capability as it is about contracts. Identify and retain key talent early, understand TUPE implications, and invest in upskilling.
Forward-thinking FM providers are already planning their post-handback workforce, ensuring teams are trained and ready for future operational demands and contract opportunities.
5. Collaboration leads to smoother transitions
Finally, effective collaboration between FM Co, Project Co, and the Authority is essential. Open, proactive communication reduces risk and builds trust, creating smoother handovers and long-term partnerships.
Strong relationships and transparency not only support compliance but also help manage expectations on both sides.
moving forward
The PFI handback challenge is significant, but with early planning, the right people, and trusted partnerships, it can be managed effectively — even turned into an opportunity for improvement.
At Boden Group, we specialise in supporting organisations through every stage of the PFI lifecycle, ensuring they have the right expertise and workforce strategy in place for successful handback.
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Find out how our PFI Expiry Recruitment Specialists can help strengthen your resourcing and compliance planning.