How Often Does Commercial Air Conditioning Need Servicing?
Whether you manage offices in the City of London or Canary Wharf, a distribution unit at Park Royal or a shop on Oxford Street, air conditioning is probably among the biggest plant items on your maintenance plan. The question of how often it needs attention has two separate answers: the legal checks required by the F-Gas rules and energy regulations, and the routine servicing that keeps the kit running efficiently. This guide sets out both in plain English.
The legal minimum: F-Gas leak checks
Most commercial air conditioning and heat pump systems run on fluorinated refrigerants, known as F-Gases. In Great Britain they are governed by the retained F-Gas Regulation (Regulation (EU) No 517/2014 as it applies in GB). A new EU F-Gas Regulation was adopted in 2024, but it does not apply in Great Britain. Defra has consulted on changes to the GB regime, and in 2026 confirmed it would not legislate this year to change the phase-down steps, so the GB leak checking rules set out below are still the current position.
Responsibility for making sure leak checks happen sits with the person or organisation in practical control of the equipment, referred to as the “operator”. The required frequency depends on the size of the refrigerant charge, expressed in tonnes of CO2 equivalent rather than kilograms. That measure reflects how much a refrigerant contributes to global warming, which means the same weight of two different gases can land in different bands.
| Refrigerant charge (tonnes CO2 equivalent) | Maximum interval between leak checks | With automatic leak detection fitted |
|---|---|---|
| Under 5 tonnes | No mandatory leak check | Not applicable |
| 5 to under 50 tonnes | Every 12 months | Every 24 months |
| 50 to under 500 tonnes | Every 6 months | Every 12 months |
| 500 tonnes and over | Every 3 months | Automatic leak detection is mandatory, so in practice every 6 months |
Working from the gov.uk tables, 5 tonnes CO2 equivalent is roughly 2.4kg of R410A, and 50 tonnes is roughly 24kg. R32 has a lower global warming potential, so a system using it needs a bigger charge before it reaches the same thresholds. Your service engineer can confirm the CO2 equivalent figure for each system, and it should appear on the equipment label.
Other points to be aware of
- On equipment of 500 tonnes CO2 equivalent or more with automatic leak detection fitted, the detection system itself must be checked at least every 12 months.
- Hermetically sealed equipment labelled as such has a higher threshold of 10 tonnes CO2 equivalent before leak checks apply.
- Any leak that is found must be repaired as soon as possible, and the system checked again within one month to confirm the repair has held.
- Leak checks on stationary air conditioning and heat pump systems should be done by engineers holding the appropriate F-Gas qualification, working for a company with F-Gas certification where this is required.
Record keeping
Where equipment contains 5 tonnes CO2 equivalent or more, operators must keep records and retain them for at least five years. The Environment Agency is entitled to ask to see them. The records should include:
- the type and quantity of refrigerant in the system at installation, plus any added during maintenance
- the dates and outcomes of all mandatory leak checks
- details of any refrigerant recovered, and whether it was recycled, reclaimed or disposed of
- the name, address and certificate number of every company that installed, serviced or decommissioned the equipment
TM44 air conditioning energy inspections
Quite apart from F-Gas, the Energy Performance of Buildings Regulations in England and Wales require air conditioning systems with a total effective rated output above 12kW to be inspected by an accredited energy assessor at least every five years. The inspection follows CIBSE TM44, reviewing how efficient and well sized the system is and how it is controlled, and then sets out recommendations for improvement. For the report to be valid it must be lodged on the government register.
Several smaller units added together can take a building over the 12kW figure, so premises with a number of split systems may still need a TM44 inspection. The duty normally falls on whoever controls how the system operates, which may be the landlord or the occupier depending on the lease.
Routine servicing: what good practice looks like
F-Gas checks and TM44 inspections are the legal minimum. On their own they will not keep a system clean, efficient or dependable. For most commercial premises, a planned service at least once or twice a year is a sensible baseline, with more frequent visits for systems that run long hours, cool server rooms or sit in dusty or kitchen environments. Manufacturers’ maintenance instructions should be followed too, especially while equipment is under warranty.
A typical service visit covers:
- cleaning or replacing filters on indoor units
- cleaning indoor and outdoor coils so heat transfers properly
- checking condensate drains, trays and pumps to prevent leaks and water damage
- checking fans, electrical connections and controls
- recording operating temperatures and pressures to pick up early signs of a problem
- cleaning and sanitising indoor units where needed, for better indoor air quality
Clogged filters and coils force compressors to work harder, pushing up running costs and wear. Blocked drains are among the most common reasons for reactive call-outs. Carrying out the F-Gas leak check alongside a routine service is usually the most cost effective option, as a single visit covers both.
How JE Group Services can help
We provide commercial air conditioning installation, servicing and repair across London, from Westminster and King’s Cross to Croydon, Wembley and sites around the North Circular and the M25, with the work carried out by REFCOM F-Gas registered engineers. We can calculate the CO2 equivalent charge of each system, put in place a leak check and servicing schedule that meets the rules, and keep your records in order. Air conditioning can also form part of a wider planned and reactive maintenance contract covering your other building services. To arrange a survey or a quote, get in touch.
Call JE Group Services on 03330 916 221 to book your air conditioning service.