Open-space office in Pipera, 40 units — what does a sanitising contract look like?
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I'm the office manager at an IT company in Pipera, open-space over two floors, 40 wall units (Samsung and LG, 9,000–18,000 BTU), installed 2 years ago. The board wants an annual contract with company invoicing, not ad-hoc visits. What goes into a contract, how is scheduling done floor by floor so we don't disturb people, and how does the invoice look — per unit or per visit?
What is really happening
An open-space with dozens of units runs many thousands of condensation hours per season per floor, and 'sick building' symptoms are 30–200% more frequent in air-conditioned offices than in naturally ventilated ones; offices with no scheduled system inspections had 2.2 times more eye symptoms and 60% more cough. Maintenance standards (ASHRAE 180, EN 15780) treat workplaces as needing shorter intervals than homes, which is why we recommend a minimum of two annual visits for a busy office, not one.
- Start with the manufacturer’s instructions.
- Consider operating hours, environment and observations.
- Plan checks and record completed work.
One fixed interval does not suit every unit and home.
- Sick building syndrome symptom prevalence is 30–200% higher in air-conditioned offices than in naturally ventilated ones. [LBNL Indoor Air Quality Scientific Findi, 2023]
- No scheduled HVAC inspections was associated with 2.2 times more eye symptoms and 60% more cough in offices in the EPA BASE study. [Indoor Air / OSTI (LBNL-61870), 2008]
- ASHRAE/ACCA Standard 180 sets the standard practice for HVAC inspection and maintenance, with periodic checks of coils, drain pans, filters and fans. [ASHRAE / ACCA, 2018]
- European standard EN 15780 defines cleanliness classes (low, medium, high) for ventilation systems and requires periodic inspections, at least annually. [CEN / BSI, 2011]
What we do on site
- Annual contract: 2 fixed visits (April, July), reschedulable with 48h notice if company events come up.
- Each unit: sealed double cover, foil on desks and equipment, alkaline detergent, adjustable pressure wash of evaporator, roller, pan and hose, fragrance-free sanitising, filters, outdoor unit checked in place.
- We schedule floor by floor, 07:00–09:00 or Saturdays, so meeting rooms stay free; one team does 6–8 units a day.
- Intervention sheet with photos and date for each unit, emailed for the H&S file.
- See current rates on the Prices page.
What you can do yourself
- Put a floor coordinator in charge of filters every two weeks — 10 minutes for a whole floor.
- Set thermostats centrally to 24–25 °C, not below 22 °C.
- Air meeting rooms for 10 minutes between back-to-back meetings.
What NOT to do
- Do not sign a contract without intervention sheets — no photos means no proof for audits or H&S.
- Do not schedule all 40 units in a single working day — you block half the company.
Prevention
Busy office: 2 visits a year minimum, scheduled floor by floor, company invoice with an intervention sheet per unit.
When to call us
Request a quote: 0764 012 943, WhatsApp, Monday–Saturday 08:00–20:00; we come to the Pipera office for a free assessment.
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Sources (7)
- iaqscience.lbl.gov/increased-use-air-conditioning-and-potential
- pubmed.ncbi.nlm.nih.gov/1539998/
- pubmed.ncbi.nlm.nih.gov/37303987/
- www.osti.gov/biblio/902452
- webstore.ansi.org/Standards/ASHRAE/ansiashraeaccastandard1802018
- knowledge.bsigroup.com/products/ventilation-for-buildings-ductwork-cleanliness-of-ventilat
- www.facilitatemagazine.com/good-practice-legal/explainer/2013/04/04/bs-en-15780-ventilatio
The information on this page is educational and based on cited sources; it does not replace medical advice. We do not do repairs, installation or refrigerant circuit work.