Maintenance as a programme, not a one-off visit
A one-off air conditioning service is a snapshot of the system on the day it's cleaned and checked. Planned preventive maintenance is ongoing. We agree a schedule for each system, keep track of when visits are due and record what we find every time. That history shows up trends before they turn into failures: a fan drawing more current than it used to, a drain that keeps silting up, a unit slowly losing performance.
It's the right fit for organisations that rely on their air conditioning and can't afford to wait for it to break. Think offices, shops, surgeries, hospitality venues, server rooms and industrial premises across Teesside. Landlords and managing agents with systems in buildings they don't occupy use it too, from lettings in Middlesbrough to commercial units in Darlington and Hartlepool.
Every programme starts with a survey of your systems. We then put forward a schedule, scope and cost based on your site rather than an off-the-shelf package, and set it all out in writing for you to review with no obligation.
- Best suited to
- Businesses, landlords and multi-unit sites
- Visit frequency
- Typically quarterly to annually, by usage
- Records
- Asset list and visit history for every unit
- Starting point
- Free site survey and written proposal
How planned maintenance differs from a one-off service
On each visit the cleaning and checks are much the same as a service. What's different is everything around them. You get continuity, forward planning, proper records and someone responsible for keeping it all on track.
What a maintenance programme adds
A managed schedule
We keep track of when every unit is due and book visits in advance, so nothing gets missed.
Condition tracking
Readings and notes are compared from one visit to the next, which picks up slow decline that a single service wouldn't.
Planned repairs
Worn parts can be swapped at a convenient time instead of failing in a heatwave or your busiest week.
One point of contact
You deal with people who already know your systems, their history and how to get access on your site.
Who is better off with a one-off service?
With one or two units at home and no objection to booking a visit each year, planned maintenance is probably more than you need. We'll tell you honestly which option suits you better.
The advantages of a planned maintenance programme
Fewer unplanned breakdowns
Regular, recorded checks catch wear early and make a failure at a busy time less likely.
Nothing forgotten
We track when every unit is due, so visits happen on time without you having to chase.
A clear maintenance history
Unit-by-unit records help with compliance, warranties, insurance and property management.
Predictable budgeting
Planned visits and early warning of replacements make spending easier to forecast.
Schedules that fit the system
Visit frequency matches how hard each unit works, so nothing is over- or under-maintained.
Less disruption
Visits are planned around your operations, so staff, tenants and customers stay comfortable.
Maintenance schedules built around how each system works
There's no single right frequency. A cassette in a quiet meeting room used a few hours a week needs far less than a unit cooling a server room day and night or working above a busy kitchen. We set the frequency per system rather than per site, so you don't pay for visits you don't need.
- Hours of operation: systems running continuously or for long hours generally need attention more often
- Environment: grease, dust, fibres and salty coastal air all clog or corrode equipment faster
- Criticality: server rooms and temperature-sensitive stock justify closer monitoring
- Age and condition: older systems often benefit from more frequent checks
- Manufacturer guidance: recommended intervals and warranty requirements
- Legal requirements: leak-check frequencies where F-Gas rules apply
F-Gas leak checks: what businesses should know
The operator of an air conditioning system, usually the business or organisation in control of the equipment, has legal responsibilities under the F-Gas regulations. If periodic leak checks are needed, and how often, depends on the refrigerant charge expressed in tonnes of CO2 equivalent. It isn't simply about the weight of refrigerant.
How are leak-check thresholds worked out?
To get the CO2-equivalent figure, multiply the refrigerant charge in kilograms by the refrigerant's global warming potential. As an example, about 2.4 kg of R410A or about 7.4 kg of R32 comes to roughly 5 tonnes CO2 equivalent. Broadly speaking, systems at or above 5 tonnes need checking at least once a year, with more frequent checks at higher thresholds. Automatic leak detection can change the required frequency, and some hermetically sealed equipment is treated differently.
You also need to keep records of refrigerant quantities, checks and any work done. The rules are detailed and can change, so check the current government guidance, or ask us to help work out which of your systems are likely to be in scope.
Energy inspections for larger systems
Separately, buildings with larger air conditioning systems may need periodic energy assessments under building energy performance rules. This depends on total system output, so confirm it with a qualified assessor.
How the cost of a maintenance programme is worked out
Each programme at Teesside Air Conditioning is priced around your systems and your site, so we don't publish standard rates. Once we've surveyed your equipment, we set out the scope, visit frequency and cost in a written proposal. You'll see exactly what you're paying for.
Plenty of organisations find a predictable programme easier to budget for than paying for breakdowns as they come. Well-maintained systems also tend to use less energy, which helps with running costs over the year. If you need installation or one-off work as well, our full range of air conditioning services has the details.
Number and type of units
More indoor units, and more complex cassette or ducted systems, take longer on each visit.
Visit frequency
A quarterly programme for hard-working systems costs more over a year than annual visits for lightly used ones.
Number of sites
Several locations add travel and coordination, although grouping visits helps keep that efficient.
Access and working hours
Roof access, specialist equipment or working out of hours to avoid disruption can all affect the price.
Scope of the agreement
Including leak checks, record-keeping or certain repairs changes what the programme covers.
Record-keeping, multi-site estates and landlords
Planned maintenance stands or falls on good records. At the start we build an asset list of every unit, covering its location, make and model, refrigerant type and condition. After each visit we update it with what was done, the readings taken and any recommendations.
Managing several sites as one programme
Some organisations have premises in more than one place, say retail units in Stockton and Middlesbrough plus a depot elsewhere on Teesside. We can coordinate visits so each site runs to its own schedule while you see one combined picture. Grouping visits by location keeps travel and disruption down, and we cover sites across Teesside and the surrounding areas.
Support for landlords and managing agents
In a let property, the lease should make it clear who's responsible for the air conditioning. Documented maintenance visits help landlords show that systems are being looked after. They also make end-of-tenancy conversations simpler and tenant reports easier to deal with when something goes wrong. Our commercial air conditioning page covers the systems we typically find in let business premises.
Reducing downtime and planning your budget
Breakdowns tend to happen when a system is working its hardest. That's the hottest days of the year, when staff have least patience for a stuffy office and customers are least likely to hang around. With a maintenance history we can spot units nearing the end of their useful life, so you can plan and budget for replacement rather than having it forced on you.
Where we can, we schedule visits for quieter times and phase work across floors or zones so the rest of the building stays in use. If something does fail between visits, we already know the system, which speeds up diagnosis and air conditioning repairs.
