What a contract actually includes
Every contract we write is built from the same four parts: an asset register, task lists for each equipment type, a visit schedule and a reporting format you agree to in advance.
Task lists follow manufacturer requirements and widely used industry practice for commercial HVAC inspection and maintenance, adjusted for how hard each piece of equipment works. A packaged unit serving a busy kitchen gets more attention than one serving a storage room.
Three levels of coverage
We describe coverage in three tiers. The exact scope is agreed after a site survey, and prices are only quoted once we know what’s there.
- Essential: seasonal inspections at each changeover between heating and cooling, filters and belts, coil cleaning and a written report per visit.
- Performance: more frequent visits based on run hours, refrigerant and combustion checks, controls verification and priority scheduling for repairs.
- Critical Operations: a visit plan built around critical loads such as data rooms, labs or cold storage, with remote alarm monitoring where your controls allow and a documented escalation path.
Building the asset register
- Walk the site. Each unit is located, tagged and photographed, including the ones nobody remembers.
- Record nameplate data. Make, model, serial, refrigerant type and charge where available, and approximate age.
- Rate condition. Every asset gets a condition rating with notes, so you can see which equipment is close to replacement.
- Agree the plan. Task lists and visit timing are set per asset, then reviewed with you before the contract starts.
Reporting you can use
After each visit you get a report listing what was done on each asset, readings taken and any deficiencies found. Deficiencies are ranked by risk: fix now, fix soon, or plan for next budget. Once a year we pull those together into a summary your finance team can use for capital planning.
How repairs are handled
Repairs found during maintenance are not done silently. You set an authorization limit; anything under it can be fixed on the spot and listed on the report, and anything over it is quoted for approval first. No surprises on the invoice.
Contracts can cover several sites under one agreement with a single report format, which makes it easier to compare buildings and plan replacements across a portfolio.
Frequently asked questions
Can we start a contract mid-year?
Yes. We begin with the survey and the first visit is scheduled for the next sensible point in the season.
We already have a maintenance provider. How does a switch work?
We start with an asset survey so nothing falls through the cracks, and we’ll ask for any existing records to keep the history continuous.
Does the contract include refrigeration and controls?
It can. Refrigeration, building automation and data room cooling can all be added to the same agreement and reporting.
How long is a contract term?
Terms are agreed with you. Many clients prefer an annual term reviewed after the first year’s data is in.