Commercial Air Conditioning PPM Checklist for UK Businesses

Not all PPM visits are equal. A quick filter glance is not the same as a structured pre-planned maintenance programme. This checklist reflects what Chill Care engineers complete during minor and major service visits on commercial split systems, VRF installations, and packaged units across the UK.

Minor PPM Service Checklist

Typically performed quarterly or bi-annually. Every visit should cover:

• Clean or replace air filters on all indoor units
• Visual inspection of indoor and outdoor units for damage or corrosion
• Check condensate drain paths — clear blockages and test flow
• Measure supply and return air temperatures
• Verify thermostat and remote control operation
• Inspect accessible coil surfaces for dirt buildup
• Listen for unusual noise from fans, motors, and compressors
• Check outdoor unit clearance and airflow paths
• Record unit serial numbers and refrigerant type
• Update maintenance log and issue visit report

Major PPM Service Checklist

Usually annual or bi-annual alongside minor visits. Includes all minor tasks plus:

• Deep clean evaporator and condenser coils
• Refrigerant pressure and leak detection check (F-Gas compliant)
• Inspect and tighten electrical connections
• Test capacitors, contactors, and control boards where accessible
• Inspect fan motors and bearings for wear
• Check compressor operation and amp draw
• Verify safety devices and isolation switches
• Calibrate controls and sensors where required
• Assess pipe insulation and support brackets
• Document findings with photos for critical issues

VRF / VRV Additional Checks

• Inspect branch selector boxes and refrigerant pipework
• Check each indoor zone individually — not just the outdoor plant
• Review central controller error logs and setpoints
• Verify communication between outdoor unit and indoor modules

F-Gas Compliance Checklist

For systems above mandatory thresholds, every relevant visit must include:

• Leak test at required interval (based on refrigerant CO₂ equivalent charge)
• Record leak check date, engineer certification, and result
• Log refrigerant added or recovered during the visit
• Store records for minimum five years

After Every PPM Visit

You should receive a report confirming:

• Date, engineer name, and systems serviced
• Tasks completed against the checklist above
• Current system condition rating
• Recommended repairs or upgrades with priority level
• Next scheduled visit date

Is Your Current PPM Missing Items?

If your last service report doesn't cover most of this list, your systems may be under-maintained. Gaps lead to higher energy use, shorter equipment life, and voided manufacturer warranties.

Compare your costs with our PPM calculator — plans from £200/month ex VAT with full minor and major visit schedules.