Use the manufacturer’s information and arrange competent work, as described in HSE's maintenance guidance. Agree the tasks, dates, access and paperwork you expect from the visit.
Factors that change the service requirement
Equipment used occasionally faces different demands from a system running continuously. Explain the following when requesting a plan:
- When the equipment runs and whether you use heating, cooling or both.
- Dust, grease or other conditions around filters and coils.
- Drainage issues and where leaking condensate could cause problems.
- The equipment’s age, condition and previous faults.
- Access restrictions and times when it can be switched off.
- What happens to the property’s use if the system stops working.
Filter checks, cleaning, drain checks and detailed servicing may have different dates. If heavy deposits repeatedly appear before the next planned visit, ask whether the cleaning programme needs changing.
Routine servicing and F-gas leak checks are different
A routine service and an F-gas leak check do different work. Servicing maintains equipment operation and condition; statutory leak checking concerns refrigerant leakage where required. A combined visit should record both tasks clearly.
In Great Britain, government's F-gas leak-check guidance uses refrigerant quantity and global warming potential, with specific provisions for hermetically sealed systems and automatic leak detection. Have your system data checked against the current requirements. The number of rooms cooled does not tell you the legal interval.
A system without a periodic statutory leak-check requirement still needs maintenance. Having a leak check also does not prove that its filters, drains and other service items were attended to.
Respond to changes between planned visits
Report water leakage, unusual sounds, repeated faults or poorer performance when they arise. Give the fault code, timing and rooms affected. Repeated resets or waiting for the next service will not identify the cause.
Tell the contractor about new partitions, increased occupation or changes in room use. A service cannot automatically make equipment suitable for a demand it was not set up to meet.
Keep records that support the next decision
Keep equipment references, work details, findings, measurements where relevant and remaining repairs. Record the next tasks and retain identifiable refrigerant paperwork. For offices or hospitality premises, arrange visits when occupied or trading areas can actually be reached.
Common questions
Is an annual service always enough?
No. Check the manufacturer’s instructions alongside use, surroundings and condition. Some activities may need attention more often than once a year.
Does cleaning the filters count as a complete service?
It is only one task. A complete service must cover the other checks and work specified for the actual equipment.
Can leak checks and servicing happen together?
Yes, if the timing and scope suit and suitably qualified people carry out the work. Ask for a record showing each requirement separately.
Should we service equipment that is rarely used?
Follow the instructions and relevant requirements even with limited use. Condition and arrangements for shutdown, storage or restarting still need consideration.
Related guidance and services
See Air Conditioning, Planned Preventative Maintenance and Building Services Upgrades. The guide to condition-based maintenance explains another basis for planning work around equipment findings.
Browse services, projects, sectors and locations. To Discuss air-conditioning maintenance, provide the model information, hours of use and service records you have.
