Air Conditioning Maintenance Contracts in London
Air conditioning maintenance contracts in London start from £120 plus VAT per visit. We schedule planned servicing, F-Gas leak checks and record keeping for offices, shops and commercial buildings, carried out by F-Gas certified engineers.
Request a contract quote · 07414 254125What a planned maintenance contract covers
A maintenance contract replaces ad-hoc callouts with a fixed schedule of visits agreed in advance. Each visit follows a standard service checklist: filters washed or replaced, indoor and outdoor coils cleaned, condensate drains and pumps flushed, fans and motors checked, electrical connections tested and operating pressures and temperatures recorded against the manufacturer's figures.
Alongside servicing, the contract can include the statutory F-Gas leak checks required for larger systems, an asset register of every indoor and outdoor unit on site, and a written report after each visit. Faults found during a visit are reported with a separate written price, so repairs are never carried out without your approval.
Commercial air con maintenance for workplaces
Commercial air con maintenance is where planned contracts earn their keep. Offices, retail units, restaurants, gyms, server and comms rooms and other light-commercial premises all depend on air conditioning to trade and work. When a system fails in a heatwave, staff productivity drops, customers leave, food spoils and IT equipment overheats — the cost of a single day of downtime usually exceeds the cost of a year's planned visits.
Our commercial air conditioning maintenance visits are scheduled quarterly, six-monthly or annually depending on how hard the equipment works. Server rooms and kitchens, which run long hours in harsh conditions, typically need quarterly attention; ordinary comfort cooling in offices and shops is usually serviced twice a year. Each visit follows a fixed checklist: filters cleaned or replaced, indoor and outdoor coils washed, refrigerant charge and operating pressures checked against manufacturer figures, condensate drains and pumps flushed and tested, controls and thermostats verified, and the statutory F-Gas compliance checks carried out where the refrigerant charge requires them.
The point of commercial air con maintenance is preventing the emergency callout, not reacting to it. Worn fan bearings, drifting sensors, blocked drains and slow refrigerant leaks are all found during planned visits — weeks or months before they cause a breakdown. Faults are reported with a written price and only repaired with your approval, so a maintenance contract steadily reduces how often you need an emergency air conditioning repair at all.
Every visit ends with a written report covering what was checked, what was found and what we recommend. For businesses with several units or several sites, the asset register and visit history build into a compliance record you can show insurers, landlords and environmental health officers.
Who maintenance contracts are for
Contracts suit any organisation where air conditioning failure costs money: offices where staff cannot work in overheating rooms, shops and restaurants that lose trade on hot days, hotels and gyms where guests expect comfort, and server rooms where cooling failure can take systems offline. They are also useful for landlords and managing agents who need to show tenants and insurers that building services are properly maintained.
Homeowners with a single split system rarely need a contract; an annual air con service is usually enough. Contracts make most sense once there are several systems, multiple sites, or equipment that runs long hours.
F-Gas compliance and record keeping
Under the F-Gas Regulations 2014, operators of air conditioning and refrigeration systems above certain refrigerant charge thresholds must have them leak checked at set intervals by a certified engineer and keep records of each check, repair and refrigerant addition. Missed checks or missing records can put a business in breach of the regulations.
A maintenance contract builds these checks into the visit schedule and keeps the records for you. Systems using R32, R410A or R407C, and refrigeration plant on R404A, R448A or R449A, are all covered, and all work on the refrigerant circuit is carried out by F-Gas certified engineers.
Equipment and brands covered
We maintain wall-mounted splits, multi-split systems, ceiling cassettes, ducted units, VRF/VRV systems, air handling units and refrigeration equipment such as cellar coolers and cold rooms. Brands include Daikin, Mitsubishi Electric, Mitsubishi Heavy Industries, Toshiba, Fujitsu, Panasonic, Samsung and LG. Mixed estates with equipment from several manufacturers can be covered under one contract.
How setting up a contract works
Call with a list of your sites and, if you have it, the make, model and number of units at each. We arrange a survey to build an asset register, check the condition of each system and agree the visit frequency: typically twice a year for commercial comfort cooling, and more often for server rooms or kitchens. You then receive a written quote setting out the visits, the checklist and the price per visit.
Once agreed, visits are booked automatically and timed to avoid disruption, including early-morning or after-hours attendance for shops and offices. After each visit you receive a report, and any remedial work is quoted separately for your approval.
Benefits of planned maintenance
Clean systems use less electricity and cool more evenly. Problems such as worn fan bearings, failing capacitors and slow refrigerant leaks are caught early, when repairs are cheaper and before a breakdown during a heatwave. Equipment lasts longer, manufacturer warranty conditions that require regular servicing are met, and budgets become predictable because maintenance costs are agreed in advance rather than arriving as emergency bills.
Air conditioning maintenance contract prices
Prices exclude VAT. Contract prices are confirmed in a written quote after the site survey.
| Service | Price | Notes |
|---|---|---|
| Planned maintenance visit | From £120 plus VAT | Per system, per visit |
| Commercial air conditioning maintenance contract | Quoted per site | Based on asset register and visit frequency |
| F-Gas leak checks and records | Included in the contract quote | For systems that require statutory checks |
| Remedial repairs found on a visit | Quoted separately | Only carried out with your approval |
Related air conditioning services
Air conditioning maintenance contract frequently asked questions
How much does an air conditioning maintenance contract cost?
Planned maintenance visits start from £120 plus VAT per system. The total contract price depends on the number and type of units, how many sites you have and the visit frequency. You receive a written quote after a site survey.
How often should commercial air conditioning be maintained?
Most commercial comfort cooling is serviced twice a year. Server rooms, kitchens and systems running long hours may need quarterly visits. Larger systems also need F-Gas leak checks at intervals set by the regulations.
Does a maintenance contract include repairs?
Routine servicing, cleaning and checks are included. Repairs and replacement parts found during a visit are quoted separately in writing and only carried out once you approve them.
Do you keep F-Gas records for us?
Yes. Where your systems require statutory leak checks, the contract includes the checks and the records of each check, repair and refrigerant addition, so you can show compliance with the F-Gas Regulations 2014.
Can you maintain equipment you did not install?
Yes. We maintain existing systems from all major manufacturers. The initial site survey records the condition of each unit so any existing faults are identified before the contract starts.
How often should commercial air conditioning be serviced?
Most commercial comfort cooling is serviced twice a year — a pre-summer and a pre-winter visit. Server rooms, comms rooms, kitchens and systems running long hours usually need quarterly visits. The right frequency is agreed at the site survey based on hours of use and environment.
Do you maintain air conditioning in server and comms rooms?
Yes. Server and comms room cooling is treated as critical: quarterly visits are typical, condensate drains and pumps are tested on every visit, and refrigerant charge is checked against manufacturer figures. Faults that threaten uptime are flagged with a written price immediately.
Is commercial air conditioning maintenance a legal requirement?
Routine servicing itself is not compulsory, but under the F-Gas Regulations 2014 systems above certain refrigerant charge thresholds must be leak checked at set intervals by a certified engineer, with records kept. A maintenance contract builds these statutory checks into the visit schedule and keeps the records for you.
Can we add a maintenance contract to an existing installation?
Yes — whether we installed the systems or not. We start with a survey to build an asset register and check each unit's condition, then quote a contract based on the number of units, sites and visit frequency. Existing faults are identified up front so they are not confused with new problems later.