Regular air conditioning maintenance is essential for system efficiency, occupancy comfort and legal compliance. Whether you’re a home owner, or manage a small office or a large commercial facility, looking after your air conditioning units can help avoid failures, reduce operating costs and extend the life of your equipment.
This blog explains what air conditioning maintenance involves, how often it should be carried out, the common problems it helps prevent and what employers and business owners are required to do by law. It also covers seasonal preparation, signs that maintenance is needed and what is typically included in a professional air conditioner maintenance service.
If you are looking for professional air conditioning maintenance across the South East, Paine Manwaring offers expert services tailored to commercial and domestic clients.
What is Air Conditioning Maintenance?
Air conditioning maintenance refers to the regular inspection and servicing of an air conditioning system to ensure it runs safely and efficiently. It can involve a combination of visual inspections, performance checks and component servicing.
An air conditioning unit maintenance service helps identify worn parts before they fail, ensures the system complies with legislation and maintains indoor air quality. Businesses often require a tailored air conditioner maintenance checklist based on system size, usage and environment.
At its core, maintaining your air conditioning ensures your system continues to perform effectively during periods of high demand.
What is Included in Air Conditioning Maintenance?
A comprehensive maintenance visit should follow an established checklist. Below are some of the key actions typically included in an air conditioner maintenance service:Filter cleaning or replacement
Filters collect dust, pollen and other particles. Dirty filters restrict airflow and reduce efficiency. In commercial settings, filters may need changing every one to three months.
Coil cleaning
The evaporator and condenser coils can become clogged with dirt and debris. Cleaning them improves heat transfer and prevents the system from overworking.
Refrigerant level checks
Low refrigerant levels can reduce cooling performance and damage the compressor. Technicians will check for leaks and ensure levels meet manufacturer guidelines.
Thermostat calibration
Incorrect thermostat settings can cause temperature inconsistencies and energy waste. Calibrating it ensures accurate readings and better control.
Electrical component inspection
Technicians check for loose connections, damaged wiring or signs of wear on relays, capacitors and contactors. Electrical faults are a common cause of breakdowns.
Airflow testing
Blocked ducts, dirty fans or faulty blowers can reduce airflow. Maintenance visits include testing to ensure balanced airflow across zones.
Drainage check
Blocked condensate drains can lead to leaks or mould growth. Clearing these prevents internal water damage.
System controls check
Ensures the system starts, runs and shuts off properly. Technicians verify cycles are operating within expected parameters.
How Often Should You Schedule Air Conditioning Maintenance?
The frequency of air conditioning maintenance depends on the type and usage of the system. For most commercial air conditioning units, a minimum of two planned maintenance visits per year is standard. Systems in high-use environments such as server rooms or hospitality venues may require quarterly servicing.
As a rule of thumb:
- Twice a year for standard commercial systems (e.g. spring and autumn)
- Quarterly for high-use or critical systems
- Annually for low-use domestic systems
Having a scheduled plan helps avoid disruption, ensures compliance checks are never missed and makes budgeting for servicing more predictable. It also guarantees that your system is operating efficiently before peak demand.
Learn more about our scheduled maintenance programmes for commercial properties.
Who is Responsible for Air Conditioning Maintenance?
Responsibility for air conditioning maintenance depends on the setting:
- Domestic properties: The homeowner or tenant is typically responsible
- Commercial buildings: Facilities managers, property owners or managing agents are usually accountable
In the UK, businesses that operate systems containing F-Gas refrigerants above a certain threshold must comply with F-Gas regulations. This includes regular leak checks, record-keeping and ensuring that servicing is carried out by certified engineers. Failure to comply can result in fines or other penalties.
The frequency of leak checks is based on the amount of F-Gas in the equipment system, measured in CO₂ equivalents:
- 5 to less than 50 tonnes of CO₂ equivalent: At least once every 12 months
- 50 to less than 500 tonnes of CO₂ equivalent: At least once every 6 months
- 500 or more tonnes CO₂ equivalent (if contained in electrical switchgear or organic Rankine cycles, that were installed before 1 January 2017): At least every 3 months
If your equipment is fitted with automatic leak detection, these intervals can be halved according to the FGas Register, offering a more efficient compliance route. To learn more, please visit the UK government website for guidance.
Employers are also subject to legal duties under the Health and Safety at Work etc. Act 1974, which includes maintaining indoor air quality and thermal comfort. Additionally, the Workplace (Health, Safety and Welfare) Regulations 1992 require effective and suitable ventilation throughout the premises.
What Kind of Problems Does Air Conditioning Maintenance Prevent?
Planned air conditioning units maintenance helps to avoid:
- System breakdowns during peak use
- Reduced airflow and cooling performance
- Poor indoor air quality caused by dirty filters
- Unwanted moisture or mould due to blocked drains
- High repair costs from neglected parts
- Energy inefficiency that leads to rising utility bills
- Shorter system lifespan
Regular air conditioning maintenance protects both comfort and cost-efficiency. For commercial sites, structured servicing also supports asset management and makes it easier to plan maintenance across multiple systems or locations.
How to Tell if Your Air Conditioner Needs Maintenance
Even with regular air conditioning maintenance, some issues can still arise. Common signs a unit may need attention include:
- Airflow that feels weak or restricted
- Warm air blowing when cooling is selected
- Grinding, rattling or squeaking noises
- Mouldy or stale smells
- Increased energy consumption without reason
- Visible water pooling or ice build-up
If your system shows any of these symptoms, it is time to arrange a diagnostic check. Paine Manwaring’s maintenance team responds quickly and professionally.
Preparing Your System for Summer and Winter
Planned air conditioning maintenance should include seasonal checks to ensure performance throughout the year.
Summer
- Test the system early before demand increases
- Clear any blocked or dirty condensate drains
- Reseal window units if applicable
- Inspect controls and run a test cycle
- Ensure the system switches between zones correctly
Winter
- Cover outdoor units to protect them from snow, frost or leaves
- Disconnect the power supply to avoid accidental starts
- Check insulation and pipework for weatherproofing
- Schedule an end-of-season inspection to confirm all systems are intact
Preparing your system ahead of time helps reduce delays and avoids unnecessary disruptions during busy periods. For tailored seasonal servicing, speak to our team about a maintenance plan.
What Does the Maintenance Service Typically Include?
A professional air conditioner maintenance service from Paine Manwaring includes:
- Full system inspection
- Cleaning of filters, coils and drains
- Testing of electrical and mechanical components
- Refrigerant pressure check
- Airflow and control cycle verification
- System performance report
- F-Gas leak checks and certification if applicable
Choose a Trusted Partner for Air Conditioning Maintenance
Regular maintenance is essential to keep your air conditioning system running efficiently, safely and in line with legal requirements. From filter cleaning and refrigerant checks to drainage clearance and electrical inspections, every element plays a part in avoiding costly breakdowns and prolonging system life.
Paine Manwaring provides reliable air conditioner maintenance services across West Sussex and the surrounding areas. Our experienced engineers work with all major system brands and understand the specific needs of domestic, commercial and public sector customers.
We tailor our service plans to suit your property, usage and compliance needs, helping you stay comfortable, avoid disruptions and meet your legal obligations with confidence.
Paine Manwaring is an established, professional and highly experienced supplier of plumbing, heating and electrical services to domestic and commercial customers throughout Sussex, Surrey and Hampshire.
For more information about our heating, plumbing and electrical services which we provide for both homes and businesses, get in touch with a member of our expert and friendly team today on 01903 237522 or enquiries@painemanwaring.co.uk (Worthing) or 01243 784711 or info@painemanwaring.co.uk (Chichester).