What should a written sanitising report contain, to actually have value?
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My company has an air conditioner in the meeting room in Floreasca and I want a document I can file, not just a fiscal invoice. What should a sanitising report contain to make sense for an internal audit or an H&S inspection — what exactly is written on it?
What is really happening
HVAC maintenance standards (ASHRAE 180, EN 15780) require periodic inspection and documentation of component condition and system cleanliness, not just a generic mention of 'service performed'; in Romania, a unit's commercial warranty usually requires following the manual's maintenance instructions, and a dated, detailed report is proof that this condition was met, useful both for the warranty and for a possible ANPC or H&S inspection.
- Inspection: assessing condition and symptoms.
- Service check: checks and measurements appropriate to the unit.
- Cleaning: removing deposits.
- Sanitising: suitable treatment of cleaned surfaces.
The actual scope is confirmed before the visit.
- 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]
- In Romania, a unit's commercial warranty usually requires following the manual's maintenance instructions; consumers can turn to ANPC for disputes. [ANPC, 2025]
What we do on site
- Our standard report: date, address, unit type and size, opening photos (condition found), products used, list of mechanically cleaned components (evaporator, roller, pan, hose, filters), outdoor unit check, after photos, recommendation for the next visit.
- Sent on WhatsApp or email, in a format you can print or file.
- For companies, it can be accompanied by a separate fiscal invoice, describing the service.
What you can do yourself
- Keep the reports in a single folder/file, dated — useful for any audit or when selling the property.
- Ask for the report even for a single unit at home, not just at a company — it helps with the warranty.
What NOT to do
- Do not accept only a generic fiscal invoice ('cleaning services') as proof of maintenance — it doesn't say what was actually done.
- Do not lose the reports — in a possible warranty claim, they are proof that maintenance was done on time.
Prevention
Useful report: date, unit type/size, before/after photos, products, components cleaned, outdoor check, next-visit recommendation.
When to call us
0764 012 943, WhatsApp, Monday–Saturday 08:00–20:00; we send the report on WhatsApp or email, on request.
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Sources (6)
- 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
- anpc.ro/
- www.daikin-ce.com/content/dam/document-library/operation-manuals/ac/split/ftxf-d/FTXF-D_Op
- www.manualslib.com/manual/3613226/Mitsubishi-Electric-Msz-Ln18vg2w.html?page=7
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.