Air conditioning in a business is a working asset. It keeps staff comfortable, protects stock and equipment and makes customers want to stay. It also comes with legal duties: refrigerant leak checks, inspections for larger systems and records you may be asked to show.
This guide covers the rules as they stand in Great Britain, the main system types, how to plan maintenance and what to expect from the process. It’s general information, not legal advice.
F-Gas leak checks: based on tCO2e, not kilograms
Older guidance set leak check intervals by kilograms of refrigerant. That changed years ago. The current rules in GOV.UK’s leak checking guidance use tonnes of CO2 equivalent, which is the charge in kilograms multiplied by the refrigerant’s GWP and divided by 1,000.
| Charge per system | Leak check at least |
|---|---|
| Under 5 tCO2e | No mandatory interval (hermetically sealed systems under 10 tCO2e also have none) |
| 5 to under 50 tCO2e | Every 12 months |
| 50 to under 500 tCO2e | Every 6 months |
| 500 tCO2e or more | Automatic leak detection required |
Fitting automatic leak detection lets you double the interval. If a leak is found it must be repaired as soon as possible and checked again within a month. As a guide, 3 kg of R410A is about 6.3 tCO2e and needs a yearly check, while 3 kg of R32 is about 2.0 tCO2e. Responsibility sits with the operator, usually the business that controls the system, working with certified technicians.
Who can work on your system
Companies that install, repair, maintain or decommission air conditioning for others must hold F-Gas company certification from an approved body, and the engineers need their own qualifications. GOV.UK explains both: company certification and engineer qualifications. AirCon Doctor is an F-Gas certified company. Our guide to F-Gas regulations for businesses goes further.
TM44 inspections
If the air conditioning in a building has an effective rated output over 12 kW, counting smaller units together, it needs an inspection by an accredited energy assessor at least every five years. The report is lodged on the national register. GOV.UK’s guide sets a £300 fixed penalty for not having one. We aren’t energy assessors; we prepare systems for the inspection and carry out the work it recommends. See TM44 inspections.
Workplace temperature
HSE’s guidance on workplace temperature says an indoor workplace should normally be at least 16°C, or 13°C for physically demanding work. There’s no legal maximum, but the temperature must be reasonable, and employers should act when conditions aren’t comfortable. Air conditioning is one of the tools for that, alongside shading, ventilation and work patterns.
Want it done properly? AirCon Doctor installs, repairs and services air conditioning and heat pumps across London and the South East, from our base in East Grinstead. We’re an F-Gas certified company and NICEIC approved. Get a fixed-price quote.
Choosing the right system
- Wall-mounted splits for small offices, shops and individual rooms.
- Multi-splits where several rooms share limited outside space.
- Cassettes in suspended ceilings for open offices, shops and restaurants.
- Ducted systems where you want only grilles on view.
- VRF for many zones, floors and central control.
- Dedicated cooling for server rooms, which run all year.
Refrigerant choice matters too. Under the GB F-gas bans, new single split systems with under 3 kg of refrigerant can’t use gases with a GWP above 750 from 2025, which is why R32 (GWP 675) is now the norm for smaller systems.
Permissions, leases and VAT
Outdoor plant on commercial buildings often needs planning permission, and leased premises usually need landlord consent; check both early. Electrical work must meet Building Regulations; ours is done under our NICEIC approval. For businesses, VAT is charged at the standard rate. HMRC’s zero rate for heat pumps applies to residential accommodation, not offices, shops or hotels.
Planned maintenance
Servicing keeps systems efficient and catches faults early, and it’s the natural time to do any required leak check. A maintenance contract schedules visits, covers F-Gas records and gives you one point of contact. Pricing is fixed with your quote.
How we work
We survey the building, give a fixed-price quote, install or service the system, then commission it and hand over F-Gas records and documentation. Simpler jobs can often be quoted from photos and details. Businesses we have worked with include Hilton Hotels, Holiday Inn, Rolls-Royce, McDonald’s and the BBC. See commercial air conditioning; VRF and larger systems are priced after survey.
Quick answers
Does my office air conditioning need leak checks?
Only systems holding 5 tCO2e or more of refrigerant have a mandatory interval. Many small R32 splits are below that, but larger and R410A systems often aren’t.
Is there a maximum workplace temperature?
No. HSE says there’s no legal maximum, but the temperature must be reasonable, and the normal minimum is 16°C, or 13°C for physical work.
Does my building need a TM44 inspection?
If the total air conditioning output is over 12 kW, yes, at least every five years by an accredited energy assessor.
Is VAT charged on commercial air conditioning?
Yes, at the standard rate. The zero rate for energy-saving materials applies to residential accommodation only.
Related services
- Commercial air conditioning
- Office air conditioning
- Air conditioning maintenance contracts
- TM44 air conditioning inspections
- VRF air conditioning
More advice
- Air Conditioning F-Gas Regulations: What Businesses Must Know
- What Is VRF Air Conditioning? Guide for Business Owners
- TM44 Air Conditioning Inspections Explained
- Air Conditioning for Offices: What You Need to Know
- Air Conditioning Maintenance Contract: What It Includes and Is It Worth It?
- All advice
This guide is general information, checked against the sources linked on 30 October 2026. It isn’t legal, tax or financial advice. Rules, grants and product ranges change, so check the current position before you rely on it.