Air Conditioning Maintenance Checklist 2023

If you’re a business owner or building manager for a space that has commercial air conditioning, it is likely your responsibility to oversee the maintenance and upkeep of your system. Special consideration needs to be taken when looking at the installation, upkeep, and maintenance of your air conditioning system – luckily, we at MFM group have you covered.

Since 1993, the trusted engineers at Mannings Facilities Management (MFM) group have delivered and maintained commercial HVAC air conditioning systems to the highest standards throughout Bristol, the South West, and Wales. We have a range of accreditations, including BESA certification and Gas Safe compliancy, ensuring your air con unit meets all regulations.

Regular and thorough maintenance of your air conditioning system is important to cut down on the costs of major repairs and help to lower your environmental impact by improving the efficiency of your unit.

In this guide we’ll go through the steps we take for our maintenance schedules, and answer some of the frequently asked questions about air conditioning system maintenance and regulation.

What is Commercial Air Conditioning?

Commercial air conditioning systems are designed to heat and cool your space. Whether it’s a small café or shop, or a large office or shopping centre, most properties will have an air con unit.

Without air conditioning, the experience of shoppers, workers, or whoever else is in your commercial building will be impeded by unregulated temperatures. Making sure you have an air conditioning system that meets regulations, and undergoes regular maintenance, is a great way to improve the quality of life within your building.

The type of system and the air conditioner manufacturer determine the way in which the unit works. There are five key components that make up a commercial air conditioner:

• Evaporator
• Compressor
• Condenser
• Expansion Valve
• Refrigerant

These components all work together to convert the chemicals stored within the system from a gas to a liquid, and back again. This heats and cools the air that is drawn into the system by fans, creating a comfortable environment.

Find out more with our guide on selecting an air conditioning system for your building. >

Our Complete Air Conditioning Maintenance Checklist

Exterior Condition

We begin with an exterior inspection, which encompasses:

• The condition of the equipment.
• The effectiveness of any fitted anti-vibration mountings.
• Chemical treatments to remove odours and bacteria are also recommended.

Refrigerant

There are strict regulations surrounding the refrigerant used in a commercial air conditioning system, and inspections of refrigerants including F gases must be undertaken by a fully licenced and qualified engineer. These regulations guide the stringent checks we make for our industrial air con units, including:

• Annual tests for refrigerant leaks in accordance with legislation, checking each component for integrity and wear & tear. Any leaks found should be fixed immediately.
• Refrigeration system pipe insulation inspection for damage.
• Assurance of the latest gas regulation compliancy. R32 is the newest, most sustainable gas used in small air conditioning units. R410A is also used for more commercial systems.

Internal Components

We also maintain the internal components of the air conditioning system, making sure they are working to their maximum efficiency. This includes:

• Inspecting air-cooled condensers and evaporator coils to ensure they are clean and have free airflow.
• Ensuring that compressors operate smoothly. Modern air conditioning systems have energy-efficient compressors that have enhanced speed drives and insulation, lowering energy consumption and improving carbon footprint.
• Cleaning and checking fan drive motors, and inspecting fan bearings for temperature and operationality, lubricating them if required.
• Checking the alignment, tension and wear of drive belts – adjusting or replacing them as needed.
• Integrity checks on the wiring.

Fluids and Filters

Checking the fluids and air filters of your air conditioning is important to keep it running in top condition. Our process involves:

• Inspecting and rectifying any losses in oil charges and levels.
• Checking the water temperature of any fitted water pumps and fixing potential leaks.
• Confirming the operation of ‘electrode boiler’ humidifiers, draining the water and performing any necessary cylinder replacements.
• Inspecting air filters to see if they need cleaning or replacing.
• Testing and cleaning of condensate and overflow drains.

System Settings

Making sure your system is fully operational and has the correct settings and calibration will ensure it works as intended. During our maintenance, we will:

• Check the controls for the correct operation settings, calibration, and responses.
• Inspect the safety controls for operation and settings.
• Check and adjust, if necessary, the solenoid valves, motorised valve heads, and thermostatic expansion valves.
• Record the air-on and air-off temperatures from the indoor units.
• Check and record the inlet and outlet temperatures.

Modern commercial air conditioning units can often be controlled through smart devices or automatic processes. This can help reduce energy consumption as your device will only function when needed, possibly aiding in its longevity.

Our service also encompasses a full written service report, and mandated updates to the F Gas log book as per regulations.

While you’re here, why not check out the checklist for our building maintenance services. >

Types of Air Conditioning System

There are several classifications of air conditioning system. These serve various applications, depending on the needs of your business or building.

Split System Air Conditioning

An affordable yet effective option, this air conditioning system is typically used for small commercial properties like shops and cafés. Cooling and heating are provided to rooms individually, ensuring each room it at the right temperature.

Multi-Split Air Conditioning Systems

These are similar to split system air conditioning but are designed to be suitable for upscaling. This allows them to cover more space, making them most appealing when looking for an industrial air con unit for larger shops, doctor’s surgeries, restaurants, and offices.

VRF Air Conditioning System

A VRF, or variable refrigerant flow, is a commercial air conditioning system best for large buildings. From hotels and department stores to multi-room offices, VRF systems provide efficient and effective heating and cooling to multiple rooms simultaneously.

Find out more about the different types of HVAC systems with our full overview. >

Commercial Air Conditioning System Regulations

Ensuring your commercial air conditioning system meets all regulations is a legal requirement. This might seem daunting, but our highly qualified engineers at MFM have all the necessary certifications and training to provide complete assurance of your system’s compliance. To get started, contact us now.

There are a few different kinds of regulations that apply specifically to HVAC air conditioning units. These are subject to change, as new legislation and laws come into practice that prohibit or change the requirements surrounding air conditioning systems.

F-Gas Regulations

F-Gas regulations surround the use and maintenance of existing air conditioning equipment that contains HFC refrigerants. The specifics of the regulations involved depend on the type and size of the system in question.

The regulations specify the measures that must be taken for leak prevention, record keeping, and the qualifications required by technicians that handle F-gases.

It is prohibited to intentionally release F-gases into the atmosphere, and immediate measures must be taken to minimise leakage. Failure to comply with F-gas regulations can be deemed as a criminal offence and results in large fines that vary depending on the exact nature of the breach.

From 2025, F-gases will be banned from use in single split systems that contain less than 3kg of refrigerant (i.e. a system with a single cooling coil connected to a remote condensing unit).

Maintenance needs to be carried out frequently, this depends on the CO2 equivalent charge weight of your system.

For more information on F-Gas regulations, get in touch with our highly trained team or go to the UK government website. At MFM group, we possess a number of accreditations including Gas Safe certification that helps us ensure you meet all applicable regulations for your HVAC air conditioning systems.

TM44 Air Conditioning Inspections

A TM44 is an energy efficiency assessment for any air conditioning system with a rated output of 12kW or more.

It is carried out once every five years by a professional, qualified assessor. It must then be listed on the NDEPC register, ensuring it is fully compliant with government regulations.

R22 Replacement

This is a regulation that may be applicable to your air conditioning system if it is old. An illegal refrigerant known as R-22 HCFC was commonly used in air conditioning systems before 2003 and has been banned from use since January 2015.

Servicing, maintenance, and recycling of R-22 HCFC in any air conditioning is prohibited. Identifying and replacing systems that contain this refrigerant is necessary to ensure you follow all government regulations with your commercial air conditioning unit.

To find out more about MFM’s installations, maintenance, and upkeep services for your industrial air conditioning, get in touch. Or, check out our article on understanding the importance of business management systems.

Commercial Air Conditioning Repairs

At MFM, we are committed to providing bespoke professional engineering solutions to ensure that your HVAC air conditioning systems are the best they can be. Every step from installation to maintenance, upkeep, and callouts, are carried out by our trusted and Gas Safe Registered engineers.

Along with ensuring your commercial air conditioning system regulation needs are met, a system that receives regular service and maintenance from MFM’s team of quality engineers can save a company up to 40% in running costs. Small problems identified during maintenance can be swiftly resolved, preventing expensive issues in the long run.

Regular air con maintenance ensures the longevity of your unit and keeps it performing optimally. Additionally, it’s good for the environment. An efficient and fully operational air conditioning system will use reduced energy than a damaged one, lowering your carbon footprint.

How Long Will It Take to Repair an Air Conditioning System?

It is important to be realistic with the timescale involved. Installing a new system could take days, or perhaps weeks, dependant on the scale of the work involved. The time taken for repair and maintenance should be lower but can depend on whether there is a requirement to have new parts sent out.

If it’s possible to do so, our engineers will repair any air conditioning systems that they can on the spot. However, if an assessment shows that there is extensive damage, it may take longer to resolve.

Frequent breakdowns of your system may be a sign that you need a new industrial air con unit. A system will typically last up to 15 years, but it can become more cost-efficient to replace a system that is constantly failing.

How Much Does It Cost to Repair a Commercial Air Conditioning System?

The cost of repairs to your air conditioning system depends entirely on the fix that is required, and how your system is covered.

MFM’s qualified and trusted engineers offer the best service available, making sure that your air conditioning system operates at maximum capability while meeting all regulations.

Commercial HVAC Maintenance and Installation in Bristol with MFM

For professional, quality advice on your commercial air conditioning system’s installation, repair, maintenance, or more, don’t hesitate to get in touch with our team here at MFM. We have years of experience designing and performing upkeep for your industrial air con unit to ensure it meets all regulations while performing at maximum efficiency.

Why stop here? Find out more about our regulation compliancy measures with our article on what an EICR is and why you might need one.

Don’t just take our word for it, check out the services and HVAC we installed for VYGON. >