Planned maintenance contracts
Scheduled PPM visits, F-gas leak checks and records for your whole estate. Priced before we book, with a written report after.
- Visit price agreed before we book
- Written report after every visit
- F-gas records updated where required
What is an air conditioning maintenance contract?
An air conditioning maintenance contract (planned preventive maintenance, or PPM) is an agreement for scheduled service visits at set intervals, usually with the F-gas leak checks and record keeping your systems need. It gives you a fixed annual cost, a maintained asset register and a clear history for warranty, insurance and compliance.
In the UK, expect around £195–£495 per indoor unit, per year, plus VAT. A typical job (office or shop with 4–8 indoor units, two visits a year) is £1,250–£3,450 plus VAT.
For businesses with more than a couple of units — or several sites — a planned maintenance contract takes air conditioning off the to-do list. Visits are scheduled in advance, F-gas leak checks are done on time, and you get one report covering every system.
We start with an asset survey: every indoor and outdoor unit, its refrigerant type and charge, its CO2 equivalent and its leak-check frequency. That register drives the visit schedule and gives you the records an inspector or insurer will ask for.
Where it suits
- Multi-site retailers and restaurants
- Office occupiers and landlords
- Managing agents and facilities teams
- Schools and academy trusts
- Healthcare and care groups
- Hotels and leisure operators
What is included
- Asset survey and register (type, refrigerant, charge, CO2e)
- Scheduled service visits (quarterly, six-monthly or annual)
- F-gas leak checks at the legal frequency, with records
- Written reports for every visit
- Priority booking for breakdown visits
- Annual summary and replacement planning
How a visit is carried out
Asset survey
We list every unit and its refrigerant data, and agree the right frequency for each.
Agree the schedule
Visits are booked around your opening hours and sites.
Maintain and record
Each visit is reported, with leak-check records kept for at least five years.
Review
Once a year we review condition, running problems and any replacement planning.
Maintenance contracts prices
National guide prices for 2026. Local pages show prices adjusted for each region.
| Item | Guide price (ex VAT) | Inc VAT | Basis |
|---|---|---|---|
| Annual contract, one visit per year | £145–£295 | £174–£354 | per unit per year |
| Six-monthly contract, two visits per year | £195–£495 | £234–£594 | per unit per year |
| Quarterly contract (kitchens, gyms, server rooms) | £295–£695 | £354–£834 | per unit per year |
| Initial asset survey and register | Up to £395 | Up to £474 | per site |
Ex VAT. Final contract price depends on unit numbers, access and site count.
Repairs and parts outside the contract are quoted and approved first.
Typical job: office or shop with 4–8 indoor units, two visits a year — £1,250–£3,450 plus VAT.
Things to plan for
Legal leak checks
Systems at or above 5 tonnes CO2e need checks at least every 12 months; 50 tonnes and above, every 6 months (longer intervals apply where automatic leak detection is fitted).
Record keeping
Operators must keep F-gas records for equipment above the threshold. A contract keeps these complete.
Multiple sites
One schedule and one reporting format across all your sites.
Budgeting
A fixed annual cost and early warning of units nearing end of life.
Questions about maintenance contracts
What is included in a maintenance contract?
Scheduled service visits, F-gas leak checks where required, written reports, an asset register and priority booking for breakdowns. Parts and repairs are quoted separately.
How much does an air conditioning maintenance contract cost?
Typically £195–£495 per indoor unit per year for two visits, plus VAT. Quarterly contracts for kitchens or server rooms cost more.
Can you take over from our current contractor?
Yes. We start with an asset survey and pick up the existing F-gas records.
Do you cover multiple sites?
Yes, across the UK. We schedule visits by region and report in one format.
What records do we need to keep?
For equipment at or above 5 tonnes CO2e: the refrigerant type and quantity, quantities added or recovered, leak-check dates and results, and who did the work — kept for at least five years.
Premises we fit this for
Maintenance contracts near you
Choose your county or region for local guide prices and the towns we cover.
England
- Bedfordshire
- Berkshire
- Bristol
- Buckinghamshire
- Cambridgeshire
- Cheshire
- Cornwall
- County Durham
- Cumbria
- Derbyshire
- Devon
- Dorset
- East Riding of Yorkshire
- East Sussex
- Essex
- Gloucestershire
- Greater Manchester
- Hampshire
- Herefordshire
- Hertfordshire
- Isle of Wight
- Kent
- Lancashire
- Leicestershire
- Lincolnshire
- London
- Merseyside
- Norfolk
- North Yorkshire
- Northamptonshire
- Northumberland
- Nottinghamshire
- Oxfordshire
- Rutland
- Shropshire
- Somerset
- South Yorkshire
- Staffordshire
- Suffolk
- Surrey
- Tyne and Wear
- Warwickshire
- West Midlands
- West Sussex
- West Yorkshire
- Wiltshire
- Worcestershire
Scotland
What happens next
Tell us what you need
Use the form, the quote tool, live chat or call us. A postcode and the type of premises is enough to start.
Survey or visit
For mainland installations we survey free of charge. Service and repair visits, and travel to remote locations, are priced before we book.
Written quote
You get the specification, the price and the programme in writing, including any landlord or planning points.
Work and handover
We install, service or repair around your hours, then hand over the commissioning and F-gas records.
Tell us about your premises
Send a few details and we will arrange a survey or call you back with a guide price.