Fewer breakdowns
Dirty coils, blocked drains, worn fans and slow leaks are caught and fixed on a scheduled visit, not on the hottest day of the year or during a Saturday service.
Commercial planned preventative maintenance
Planned preventative maintenance (PPM) for air conditioning & refrigeration
Stop paying for breakdowns. Scheduled servicing by our own REFCOM F-Gas registered engineers keeps your plant efficient, compliant and running, with 24/7 breakdown cover behind it.
REFCOM F-Gas registeredREF1023448
24/7 breakdown lineOne call, our own engineers
4.9 on Google126 reviews
Commercial nationwideAll major brands
Why PPM
Maintenance costs less than failure
Air conditioning and refrigeration plant that is never looked at fails at the worst moment. A planned programme finds problems while they are still small.
Lower running costs
Clean heat exchangers and correct refrigerant charge mean the plant does not work harder than it needs to. Efficient plant costs less to run every day.
Legal compliance
Refrigerant leak checks are a legal duty for most commercial systems. We carry them out, record them and keep your paperwork in order.
Longer plant life
Regular servicing protects compressors and keeps manufacturer warranties valid, so you get the full life from your investment.
Maintenance plans
A plan to suit your plant and your building
Every site is different, so every programme is built around your equipment and how you use it. Here is how most of our commercial customers start.
Essential
One planned visit a year
- Annual service of every unit
- Refrigerant leak check and logbook entry
- Written service report
- 24/7 breakdown line
Standard
Two planned visits a year
- Everything in Essential
- Seasonal visits before summer and winter
- Filter, drain and condensate checks each visit
- Six-monthly leak checks where required
Comprehensive
Quarterly visits and priority cover
- Everything in Standard
- Four visits a year, including deep cleans
- Priority booking for breakdowns
- Quarterly leak checks for larger systems
Not sure which suits you? Book a free site survey. We will list your equipment, work out the right schedule and send a fixed written PPM quotation. Start here
What we maintain
All your plant, one contractor
VRV / VRF systemsCeiling cassettesSplit and multi-splitDucted systemsChillersCold roomsCommercial refrigerationCatering refrigerationKitchen ventilationMVHR and air handling
We maintain Mitsubishi Heavy Industries, Daikin, Mitsubishi Electric, Samsung and other leading brands, including plant we did not install.
Checked on every visit
- Filters, coils and fans cleaned and inspected
- Drains, condensate pumps and trays cleared
- Refrigerant pressures and temperatures tested
- Electrical connections, isolators and controls
- Leak check and F-Gas record updated
- Written report with any recommended work
F-Gas compliance
The law requires leak checks. We handle it.
Under the F-Gas Regulations, owners and operators of most commercial air conditioning and refrigeration systems must have refrigerant leak checks carried out by a certified engineer, every 12, 6 or 3 months depending on the refrigerant charge. Records must be kept and leaks repaired without delay.
We work out the CO2 equivalent of every system on your site, set the right inspection frequency and keep the logbook up to date, so you are always audit-ready.
Check my complianceHow it works
From survey to scheduled visits in four steps
- 1
Free site survey
An engineer visits, lists every unit and checks its condition.
- 2
Your PPM schedule
We set visit frequencies and leak-check intervals for each system.
- 3
Fixed written quote
One clear annual price, no surprises, with repairs quoted before any work.
- 4
Visits and reports
We service to the schedule and send a written report after every visit.
Planning a commercial project?
Book a free site survey and get a fixed written quotation from our own engineers.
Free PPM quote
Get your maintenance quote
Tell us about your site and we will arrange a free survey. Maintenance contracts are quoted in writing after we have seen your equipment.
Planned preventative maintenance (PPM) is a scheduled programme of servicing that keeps commercial air conditioning, chillers and refrigeration efficient, compliant and reliable. Optimal Heating & Cooling designs PPM contracts around your equipment, delivered by our own REFCOM registered engineers.
What is planned preventative maintenance?
PPM means servicing your plant on a fixed schedule rather than waiting for it to fail. Each visit follows a checklist for the equipment type, any faults are reported with recommended work, and every visit is recorded. For most businesses it is cheaper than repeated emergency call-outs, and it avoids the lost trading time that comes with a breakdown.
What our PPM contracts cover
- VRV/VRF systems, ceiling cassettes, split and ducted air conditioning
- Chillers, cold rooms and commercial refrigeration
- Catering refrigeration and kitchen ventilation
- MVHR and air handling plant
- Cleaning of filters, coils, fans and drains
- Refrigerant pressure, temperature and electrical checks
- F-Gas leak checks and logbook records
- A written report after every visit
PPM and F-Gas compliance
Most commercial systems must be leak checked by a certified engineer at set intervals, depending on the refrigerant charge. We calculate the CO2 equivalent of your systems, set the correct inspection frequency and keep the records up to date, so you stay compliant and audit-ready.
Choosing a PPM plan
Most customers choose one planned visit a year (Essential), two seasonal visits (Standard) or quarterly visits with priority cover (Comprehensive). We confirm the right schedule after a free site survey and send a fixed written quotation. See our servicing page for domestic prices, or book a free site survey.
Why choose Optimal?
- Our own REFCOM F-Gas registered engineers (REF1023448), no sub-contracting
- Mitsubishi Heavy Industries Diamond Partner, with up to 10 years’ manufacturer warranty on qualifying systems
- Expert design and installation, commissioned and registered
- 4.9 rated from 126 Google reviews
Domestic work across the West Midlands. Commercial projects nationwide. Get a free quote or call 0121 798 1861.
FAQ
Common questions
What does a PPM contract cost?
It depends on the number, type and size of units and how often they are visited. We list your equipment on a free site survey and send a fixed written quotation.
How often should commercial air conditioning be serviced?
At least once a year, and twice a year for plant that runs hard or serves critical areas. Leak check frequency is set by law according to refrigerant charge.
Do you maintain systems you did not install?
Yes. We maintain Mitsubishi Heavy Industries, Daikin, Mitsubishi Electric, Samsung and other leading brands, including existing plant.
Is breakdown cover included?
Our 24/7 breakdown line is available to PPM customers, and Comprehensive plans include priority booking.
Do you cover sites outside the West Midlands?
Yes. Commercial maintenance is available nationwide, and we will confirm the arrangements for your location at survey.
Case studies
Recent projects
Real jobs for real businesses, with the problem, the solution and the result.
Industrial & laboratoryCTS: a constant 18°C all year roundTwo 10kW MHI cassettes holding a workshop at 18°CRead the case study →
Maintenance contractsNCP Birmingham Airport: planned maintenance contractTwo planned visits a year across a mixed estate of unitsRead the case study →
Offices & workplacesViperia Exotics: air conditioning for the offices7kW and 2.5kW MHI Premium systems, neatly installedRead the case study →