What to Look for in an Air Conditioning PPM Contract UK

A well-written pre-planned maintenance (PPM) contract protects your business, your equipment, and your budget. A poor one leaves gaps in coverage, hidden costs, and systems that still fail when you need them most. Whether you're comparing quotes or renewing an existing agreement, use this checklist before you sign.

1. Clear Scope of Works

The contract must define exactly what happens on each visit. Look for separate definitions of:

• Minor service — filters, visual checks, drainage, basic readings
• Major service — deep coil cleaning, refrigerant analysis, electrical testing, F-Gas checks
• Excluded items — repairs, parts, refrigerant top-ups, and upgrades should be listed separately

Vague wording like "routine maintenance" is a red flag. Chill Care contracts itemise every task per visit type.

2. Visit Frequency & Scheduling

Confirm how often engineers attend — quarterly, bi-annual, or annual — and whether the schedule is fixed or flexible. The contract should state:

• Number of visits per year per system or site
• How far in advance visits are booked
• What happens if a visit is missed or rescheduled
• Out-of-hours or weekend access arrangements

3. F-Gas & Regulatory Compliance

UK F-Gas regulations require leak checks on systems above certain refrigerant charge thresholds, with records kept for five years. Your PPM provider must:

• Hold appropriate F-Gas company certification
• Employ certified engineers
• Provide leak check records as part of reporting
• Flag systems approaching mandatory inspection intervals

4. Reporting & Documentation

Every PPM visit should produce a written report covering system condition, work completed, readings taken, and recommended actions. Reports support warranty claims, audits, and asset management — insist on digital copies within a defined timeframe after each visit.

5. Pricing Transparency

Understand whether pricing is:

• Fixed monthly or annual fee
• Per unit / per zone
• Ex VAT or inc VAT (UK standard is 20% VAT on commercial services)

Chill Care PPM starts from £200/month ex VAT (£240 inc VAT). Use our calculator to compare before you commit. Watch for auto-renewal price increases without notice.

6. Breakdown Response & SLAs

PPM reduces breakdowns but doesn't eliminate them. Check whether the contract includes:

• Priority response for contract customers
• Defined response times (e.g. next working day vs 4-hour emergency)
• Whether call-out fees apply separately
• Geographic coverage — especially for multi-site or London portfolios

7. Contract Length & Exit Terms

Typical UK PPM contracts run 12 months with renewal options. Check notice periods, early termination fees, and what happens to scheduled visits if you switch providers mid-term.

Red Flags to Avoid

• No written scope of works or generic "annual service" only
• No F-Gas certification mentioned
• Parts and labour excluded with no rate card
• No reporting commitment
• Pressure to sign long contracts without a site survey