What Is Included in a Refrigeration Maintenance Contract?

What a refrigeration maintenance contract includes

A commercial refrigeration maintenance contract can include scheduled PPM visits, condenser and airflow checks, temperature and condition observations, F-Gas checks where required, and a written report after attendance. The exact equipment scope, visit frequency, exclusions and any reactive support terms should be agreed in writing after a site and asset review.

To discuss a quoted maintenance contract for your site, we first review the equipment and service scope so the proposal reflects the actual operation.

• Scheduled PPM visits — planned visits at set intervals throughout the year
• Condenser clean — the most important preventive task; a fouled condenser is the single most common cause of avoidable breakdowns
• Door seal inspection — worn seals cause ice build-up, temperature drift and compressor strain
• Temperature checks and logging — verifying the unit is holding the correct temperature range
• F-Gas leak check — required at least annually for systems above certain refrigerant charge thresholds
• Reactive support terms where agreed — response expectations and commercial terms stated in the written proposal
• Maintenance sheet and report — written record after every visit covering all work completed

How the service scope is agreed

All contracts are quoted after a site and asset review. The written proposal confirms the equipment covered, visit frequency, planned tasks, reporting, exclusions and any reactive support terms.

What happens during a PPM visit

A planned preventive maintenance visit follows a consistent sequence. Our engineers do not arrive, take a look and leave — every visit is a structured inspection that produces a written record.

• 1
  Condenser clean

  The condenser coil is cleaned using compressed air or a coil cleaner. A fouled condenser forces the compressor to work harder, raises running costs and is the leading cause of avoidable breakdowns in commercial kitchens.

• 2
  Door seal inspection and replacement if required

  Worn or split door seals allow warm air into the unit, causing ice build-up around the evaporator and temperature inconsistency. Seals are checked and replaced where necessary.

• 3
  Temperature and performance check

  Cabinet temperature is verified against the setpoint. Refrigerant pressures are checked where accessible. Any anomalies are logged and investigated before they develop into a fault.

• 4
  F-Gas leak check (Standard and Premium)

  An electronic leak detector is used to check for refrigerant leaks. Required annually by F-Gas regulations for systems above certain charge thresholds. The check and result are recorded in the maintenance report.

• 5
  Maintenance sheet and report issued

  A written record of all work completed is provided after every visit. This covers the equipment serviced, tasks completed, any faults identified and the next scheduled visit date.

Contract vs reactive — the cost comparison

The question most operators ask before signing a contract is whether it is actually cheaper than paying per callout. For most London restaurants and hotels, the answer is clearly yes — and not just because of the direct cost difference.

Compare the categories that matter for your operation: planned visit cost, reactive attendance and labour, parts, stock risk, downtime and the value of consistent service records. The result depends on the site and should be assessed against the written quotation.

Multi-site and franchise operators

Multiple sites can be covered by a written agreement based on the agreed equipment and service scope. For restaurant groups, hotel operators and franchise networks, coordinated proposals can simplify renewal dates, contacts and maintenance records.

Typical estates combine walk-in rooms, upright fridges, prep counters and air conditioning. We can align planned visits across cold room repair, commercial fridge repair and air conditioning service, with urgent faults handled separately when needed.

Our engineers have maintained refrigeration and AC across franchise networks and hotel groups in London. If you manage four or more sites, contact us for a tailored multi-site proposal — pricing is always based on a site and asset review of your actual equipment.

How to get a contract proposal

All contracts are priced after a site and equipment review. Our engineers assess your equipment, note the age and condition of each unit, and produce a written proposal based on the agreed scope.

• Call 020 3002 6826 — speak directly to our engineers
• Or use the contact form — select "Maintenance contract enquiry" and note the number of sites
• We arrange a site review at a time that works for you
• Written proposal provided with the agreed scope, pricing and terms before you commit