Ask where the contract stops. The controls and heating or cooling plant connected to an air-handling unit need attention, but they may sit outside a proposal that lists only the unit itself.
Connect the asset list and proposed visit schedule to HVAC maintenance and servicing.
Define what each visit delivers
Check what happens to each item during a visit and what report you receive. A number of visits does not tell you whether filters, drains, fans and controls are included in the work.
Use equipment instructions, operating conditions, relevant requirements and previous findings to agree timing. HSE's maintenance guidance describes competent, planned maintenance. Keep the reasons for the programme and review it after changes or returning faults.
Keep specialist checks identifiable
Routine servicing is different from leak checks, energy inspections and specialist extraction examinations. Ask which are included and which need another instruction. Combining visits does not remove the need for the right person, scope and records for each job.
If equipment contains F gas, clarify the refrigerant information and responsibilities. A standard inspection line repeated for every unit may not reflect what each system actually needs.
Agree access and response arrangements
Explain equipment locations, working hours, escorts and permitted shutdowns. Identify areas that must stay available. A unit above occupied desks can need different access planning from plant in a clear service room.
Agree how you report a fault, how it is prioritised and who authorises extra work. Time to attend and time to finish the repair are different: parts, diagnosis or access may still be needed after the visit.
Make costs and exclusions clear
Ask about consumables, parts, breakdown visits, cleaning and specialist checks. Make sure the agreement explains approval of extra work. A fixed maintenance charge does not automatically include the cost of replacing equipment later.
At review, compare the scheduled work done with repeated problems, unresolved repairs and additional charges. Use this to decide whether the agreement still suits your equipment and use of the property.
FAQs
Does an HVAC contract cover refrigeration too?
Do not assume so. Include refrigeration by name, with the particular tasks, operating needs and responsibilities agreed.
Are all repairs included in the annual fee?
Read the scope. Compare what it says about parts, labour, call-outs and approval for extra work rather than judging the fee alone.
What should we send for a quotation?
Provide equipment details, service reports, known faults, hours of use and access restrictions. Explain anything missing so a first survey has a clear purpose.
Related help
See HVAC Maintenance and Servicing and Maintenance Contracts, and read PPM contract pricing or F-gas compliance. To discuss your maintenance scope, send the equipment information and work you want covered.
Other routes include all services, maintenance, projects, sectors, locations and the knowledge centre.
