Choosing a Commercial HVAC Contractor: Key Questions

Quick answer

Before appointing a commercial HVAC contractor, ask for evidence rather than claims: F-gas company certification and engineers' qualifications, insurance certificates, sample risk assessments and method statements, a sample service report, how reactive calls are handled outside hours, and how they will build and maintain your asset register. Check registrations on the issuing body's own register.

Ask for evidence, not adjectives

Most contractor websites say they are experienced, qualified and reliable. The questions below are designed to get evidence you can check. Each one includes what a good answer looks like.

Competence and certification

1. Do you hold F-gas company certification, and who issued it? Any company that installs, repairs, maintains or decommissions air conditioning, refrigeration or heat pumps for other businesses in Great Britain must be certified by an approved body: REFCOM, F-Gas Register (Quidos) or Bureau Veritas. Good answer: a certificate number you can check with the issuing body.

2. What qualifications do the engineers who will attend hold? Engineers handling refrigerant need personal F-gas qualifications. Gas work needs Gas Safe registration for the appliance types involved. Controls work benefits from manufacturer or BMS-specific training. Good answer: named qualifications for the engineers likely to attend, available before they arrive.

3. Which equipment do you work on regularly? VRF systems, chillers, AHUs and BMS platforms each need specific knowledge. Good answer: a frank answer about where they are strong and where they use specialist partners.

Insurance and safety

4. Can you provide current insurance certificates? Employers’ liability insurance is a legal requirement for most employers. Expect public liability cover, and professional indemnity insurance if they will design anything. Good answer: certificates provided without fuss, with limits that meet your requirements.

5. How do you plan work safely on our site? Ask for sample risk assessments and method statements (RAMS) for typical tasks such as roof work, work at height and electrical isolation. For projects, ask how they will meet their duties under the Construction (Design and Management) Regulations 2015. Good answer: site-specific RAMS, not generic templates, and a clear permit and isolation process.

Maintenance approach

6. How will you build the asset register and set frequencies? A sound maintenance contract starts from an accurate list of assets and a recognised task schedule such as SFG20. Good answer: an initial survey or system assessment, with frequencies justified by asset type and criticality.

7. Can we see a sample service report? Reports should record readings and defects, not just ticks. Good answer: a report showing readings, photos, defects ranked by priority and clear recommendations.

8. How will you handle statutory items? Ask how F-gas leak checks and records will be managed, and whether they will flag when a TM44 inspection is due. Good answer: leak checks scheduled by refrigerant charge, with an F-gas log maintained for each system. See our F-gas leak check guide.

Reactive and emergency cover

9. What happens when we call at 2am on a Sunday? Good answer: a clear explanation of how calls are answered, triaged and attended, without unconditional promises. Attendance always depends on location, availability and access.

10. How are remedial works quoted and approved? Good answer: defects reported with a written quote, and work only goes ahead once you approve it, apart from agreed emergency limits.

Commercial terms

11. What is included and excluded? Check parts, consumables such as filters and belts, access equipment, out-of-hours labour and refrigerant.

12. How are quotes structured so we can compare them? Good answer: a priced asset list with frequencies, so you can compare quotes like for like.

Checking what you are told

Check F-gas certificates with the issuing body.
Check Gas Safe registration on the Gas Safe Register.
Check the company’s details on Companies House.
Ask for references from clients with similar buildings, and contact them yourself.

About us

Flair Facilities Ltd operates this website. Our company details, including company number and Gas Safe registration, are on our about page. Ask us for the certificates and qualifications relevant to your work and we will provide them. To discuss a maintenance contract, contact us or call 020 7998 9005.

Frequently asked questions

What certifications should an HVAC contractor hold?

For air conditioning, refrigeration and heat pump work for other businesses in Great Britain, the company must hold F-gas company certification from an approved body, and engineers handling refrigerant need personal F-gas qualifications. Gas Safe registration is needed for work on gas appliances.

What insurance should a contractor have?

Employers' liability insurance is a legal requirement for most employers. You should also expect public liability insurance, and professional indemnity insurance where the contractor carries out design. Ask for current certificates and check the limits meet your requirements.

Should a contractor guarantee response times?

Response times can be agreed in a contract, but treat any guarantee with care. Ask how calls are triaged, where engineers are based, what happens when parts are needed, and how performance is reported against the agreed times.

Is the cheapest quote the best value?

Not necessarily. Quotes often differ because the scope differs. Compare the asset list, task frequencies, inclusions and exclusions on the same basis before comparing prices.

This guide is general information for commercial building operators. It does not replace an assessment of your building by a competent engineer. If there is an immediate risk to people, contact the emergency services first.

Choosing a Commercial HVAC Contractor: Questions Facilities Managers Should Ask