A useful air conditioning maintenance contract defines the assets covered, visit frequency, tasks, access assumptions, response levels, parts exclusions, refrigerant responsibilities and records supplied. Compare the scope rather than the headline fee. The right plan reflects equipment type, operating hours, criticality and environment, with certified personnel used for regulated refrigerant work.
Build an accurate asset schedule
A contract cannot be priced or delivered reliably when the plant list is incomplete. Record manufacturer, model, location, approximate age, refrigerant where known, cooling output and criticality. Include pumps, controls and specialist units that might otherwise fall between trades.
Ask bidders to state which assets are included and which could not be verified. A baseline condition survey can distinguish pre-existing faults from later failures and identify obsolete equipment, access hazards or missing labels before the routine programme starts.
- Match indoor units to their outdoor systems.
- Identify safe isolation and access arrangements.
- Mark critical rooms and acceptable downtime.
- Record warranty conditions and existing service history.
Compare tasks and frequency, not visit counts
A stated number of visits says little without a task schedule. The scope should describe filter, heat-exchanger, condensate, electrical visual, control and performance checks appropriate to the equipment. Heavily used hospitality or server-room systems may need a different frequency from lightly used meeting rooms.
Clarify whether deep cleaning, water treatment, pumps, grilles, remote controls, access equipment and out-of-hours work are included. Where F-gas leak checks are legally required, frequency depends on carbon-dioxide-equivalent charge and other factors set out in current rules, not simply the maintenance company's standard package.
Define call-out and repair terms
Response time should have a clear start point, service window and meaning. A promise to respond may mean a telephone call, engineer attendance or restoration of service. Critical sites should also ask about escalation, parts availability and temporary measures.
Separate labour, travel, consumables, refrigerant, parts and specialist access in the commercial terms. Refrigerant top-up should never substitute for locating and addressing a leak. Approval limits and evidence requirements help prevent delay while preserving cost control.
Require useful records and review performance
Each visit report should identify the asset, tasks completed, readings where useful, defects, refrigerant activity and recommended action. F-gas records must contain prescribed information where the rules apply. Reports should be accessible to the operator, not trapped in a contractor portal after the agreement ends.
Review repeat faults, emergency calls, energy trends, overdue recommendations and first-time fix rates. The contract should include an orderly handover of records and access credentials on termination. TM44 energy inspections, where applicable, should be coordinated with maintenance but recognised as a separate accredited activity.
Frequently asked questions
How many maintenance visits does an air conditioning system need?
There is no universal number. Equipment type, usage, environment, manufacturer guidance, criticality and statutory leak-check requirements all influence frequency.
Should refrigerant top-ups be included?
The contract should explain refrigerant charges, but lost refrigerant may indicate leakage. Applicable rules require leaks to be checked and repaired appropriately rather than repeatedly topping up without investigation.
Does maintenance include the five-year air conditioning inspection?
Not unless expressly included and delivered by an accredited air conditioning energy assessor. TM44-related statutory inspections are distinct from routine servicing.
What records should the customer receive?
Expect asset-specific service reports, defect recommendations and applicable refrigerant records. Commissioning, warranty and inspection documents should also be retained with the building records.
Related guides
Sources and further reading
How this guide was prepared
This guide was written by the Local AC Installers Editorial Team. We compare official guidance, legislation and established consumer information, separate general information from project-specific advice, and show publication dates and sources. We do not accept installer accreditation claims at face value.