What to do if your commercial AC maintenance company stops trading

Confirm the position. Check whether the business has genuinely stopped trading or is simply unresponsive. Look for announcements on Companies House, insolvency notices or industry forums. A temporary communication issue is different from permanent cessation.

Gather every document you can find. Collect service reports, asset lists, F-Gas records, TM44 certificates where relevant, commissioning records, warranty documents, maintenance agreements and site contact details. Check email inboxes, shared drives, filing cabinets and any building handover packs.

Record your equipment. Note model numbers, serial numbers and exact locations for each indoor and outdoor unit. Photograph nameplates if documentation is missing. This information is essential for any incoming contractor.

Check upcoming dates. Identify whether a planned service, leak check, inspection or warranty requirement is due. Missing these can invalidate warranties or breach regulations.

Assess current condition. Identify any current faults, alarms, leaks, poor cooling, poor airflow or unusual noise. Document these before they worsen.

Service records matter more than most facilities managers realise. They support warranty claims, prove F-Gas compliance, assist future fault diagnosis, help with capital budgeting and allow a new contractor to take informed responsibility for your site.

Incomplete records do not make a system impossible to maintain. However, they mean the incoming contractor may need to carry out a more detailed initial survey to establish baseline condition and identify any deferred maintenance.

If you cannot locate historical records, start fresh. A competent contractor can build a new asset register from site inspection. It takes longer and costs more initially, but it is far better than guessing.

A competent incoming provider should assess the following during an initial survey: equipment type, age and condition; the accuracy of any existing asset register; refrigerant information and F-Gas records; filters, coils, drains and electrical condition; signs of leaks, wear, poor performance or incorrect operation; controls, timers and building management system arrangements where applicable; maintenance history and outstanding compliance requirements; and access arrangements, working hours and site safety procedures.

Ask for a written report with photographs, recommendations and a proposed maintenance schedule. This becomes your new baseline.

Gather warranty documentation, installation paperwork and evidence of planned maintenance where available. Warranty requirements vary by manufacturer and product and should be confirmed directly with the manufacturer or an approved provider. Some warranties require proof of annual maintenance by a qualified contractor. Others specify approved installers only. Check the specific terms that apply to your equipment.

F-Gas records track refrigerant type, quantity, leak checks and any recovered or added refrigerant. They are legally required and must transfer to your new contractor.

TM44 inspections are energy efficiency assessments that apply to air conditioning systems above a relevant capacity threshold. A contractor can help identify whether this applies to your site and whether an inspection is due. TM44 inspections are provided through our accredited partner network and managed by AccuTemp from start to finish.

Missing compliance deadlines can result in penalties and invalidate insurance. Prioritise these dates in your handover planning.

Avoid any provider who quotes without seeing the equipment or who cannot explain their documentation process.

AccuTemp supports commercial sites with condition surveys, asset information capture, planned maintenance, repairs, installation and relevant compliance support. Our in-house engineers focus on commercial HVAC nationwide, from single sites to multi-location portfolios.

We do not claim to recover records that no longer exist. We can help establish what is missing, rebuild your asset information and put a compliant maintenance programme in place. We aim to respond to enquiries within 24 hours. For more complex design and specification requirements, please allow 3 to 4 working days for a considered response.