What to include in an air conditioning maintenance contract

Before comparing prices, establish which units the contract covers, how they are used and what maintenance they already receive. Ask for a clear distinction between routine servicing, reactive repairs and statutory inspections: these are related tasks, but one contract does not automatically include them all.

What should the contract cover?

Start with an accurate asset list: indoor and outdoor unit references, locations, system type, known refrigerant details and any controls or ventilation equipment included. State which buildings and units are covered, as well as any exclusions. If different systems serve separate areas, make sure the scope identifies them rather than referring vaguely to “site air conditioning.”

The specification should describe planned visits and the tasks expected at each one. Ask whether the contractor will inspect and clean filters, check coils and condensate drainage, examine controls and record defects. The precise work depends on the system and manufacturer’s instructions, so have the contractor explain any task that is excluded or conditional.

Set out how faults found during a visit are reported, who can approve repairs and whether parts, refrigerant, labour and access equipment are charged separately. A service visit is not the same as a repair: avoid assuming that the annual fee covers replacement components or emergency call-outs.

Which compliance duties need separate attention?

For equipment containing F-gas, maintenance arrangements should make clear how applicable leak checks, repairs and records will be handled. UK government guidance says operators must arrange leak checks at the required frequency and ensure detected leaks are repaired without delay; service companies working on the equipment also share responsibility for identifying and stopping leaks. Confirm that staff carrying out relevant work hold the required qualifications and that the contractor can provide records of checks and repairs, as described in the government’s F-gas guidance.

Do not treat routine maintenance as a substitute for the air conditioning energy inspection. In England and Wales, systems with an effective rated output above 12 kW must be inspected by an accredited energy assessor at intervals not exceeding five years. The threshold can apply to combined units under one person’s control in a building. Check the relevant government guidance on air conditioning inspections; Scotland and Northern Ireland have separate arrangements.

For a wider building programme, decide how air conditioning servicing fits alongside other planned work. A planned maintenance programme for your building can help you coordinate schedules, records and access without assuming that every system has the same service interval.

How do contract options differ?

A basic planned-service contract may cover scheduled inspections and routine tasks, leaving repairs and call-outs to be agreed and charged separately. This can suit a small site with reliable equipment and staff able to arrange reactive work, but you need a clear process for approving extra costs.

A broader service-and-repair arrangement may include labour for specified repairs or priority response, often subject to exclusions, parts charges or spending limits. Read the definitions: “priority” is meaningful only if the contract states the response period, when the clock starts and whether it means a callback, attendance or completed repair.

For a larger or business-critical installation, a contract may include more frequent visits, condition reporting and coordination across several units or sites. Compare the actual deliverables, exclusions and reporting rather than choosing by package name. Ask each contractor to price the same asset list and scope so the offers are comparable.

How can you put the choice into practice?

Before requesting proposals, gather existing service reports, equipment manuals, fault history and any inspection records. Tell contractors about restricted access, working hours, roof permits, security rules and any areas where downtime needs careful planning.

Ask each bidder to confirm in writing:

• the assets and locations included, and anything excluded;
• visit frequency and tasks performed at each visit;
• the call-out process, response terms and charges;
• how repairs, parts and refrigerant are priced and approved;
• the qualifications and company certification relevant to F-gas work;
• what service reports and compliance records you will receive;
• the contract term, renewal date, cancellation terms and price-review method.

Check whether the proposed schedule reflects your equipment and use, rather than accepting a generic frequency without explanation. Confirm who supplies filters or other consumables, who arranges access equipment, and what happens if a visit cannot be completed. Set an approval limit for additional work and name the people authorised to instruct it.

How will you know the contract is working?

After each visit, check that the report identifies the equipment inspected, work completed, defects found and recommended actions. Make sure urgent issues are distinguished from observations that can be planned into future work. Keep reports with equipment records and note which recommendations you accepted, deferred or declined.

Review performance against the contract’s stated terms: whether visits took place when due, reports arrived, faults were communicated and agreed response arrangements were followed. Track repeat faults, downtime and additional charges against your own baseline; do not assume a maintenance contract guarantees lower energy use or prevents every breakdown. Use the review to update the asset list and scope when equipment, occupancy or operating hours change.

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