How Often Should Commercial AC Be Serviced?

If you own a commercial building, you’ve probably asked yourself: how often should the air conditioning system be serviced? It’s a good question and the answer isn’t one-size-fits-all. But getting it right can make a big difference, not just for comfort but for your energy bills, the life of the system and the health of the people in your building.

Let’s get into it.

For most commercial HVAC systems, servicing twice a year is a good starting point. Once in the spring before the cooling season begins, and once in the autumn before the heating kicks in. If you’re setting up a schedule for the first time, it can help to consult a basic air conditioner service guide to understand what these visits should include.

These aren’t quick check-ups either. Each service should include a thorough inspection, cleaning of coils and filters, testing of refrigerant levels and making sure all components are running as they should. Commercial systems are more complex than residential ones and run much harder especially in places like office buildings, retail stores or industrial facilities. Regular service helps them keep up.

Depending on the size of the building, the number of people using the space and how critical the temperature control is, you may need more frequent service.

Here are a few examples:

• Restaurants or commercial kitchens: Grease and heat make AC units work overtime and filters get dirty faster.
• Healthcare facilities or data centers: These need tighter temperature control and can’t afford any downtime. More frequent inspections and filter changes are often necessary.
• Large office buildings: With many people in one space the system has to work harder to maintain air quality and temperature. Monthly or quarterly filter changes are often needed even if major servicing happens twice a year.

In these cases sticking to a twice a year plan might mean problems before the next service comes around.

A proper commercial AC service includes more than just a quick look. Here’s what technicians typically check:

• Filters: Dirty filters restrict airflow and reduce efficiency. In dusty or high-traffic environments filters should be checked and replaced every 1-2 months.
• Coils: Evaporator and condenser coils need cleaning to prevent overheating and inefficiency.
• Refrigerant levels: If refrigerant is low there may be a leak. This reduces cooling capacity and can damage the compressor.
• Electrical components: Wiring and connections are checked for wear or damage.
• Thermostat settings: These should be set correctly for proper system response.
• Ductwork (if accessible): Any leaks or blockages can reduce system performance.
• Belts and motors: These wear out over time and can fail if not maintained.

Even small issues like a worn out fan belt can cause bigger problems if not caught early.

Sometimes your system will let you know it needs attention before the next scheduled visit. Here are a few signs to watch for:

• Unusual noises: Clanking, hissing or buzzing can mean mechanical issues.
• Uneven temperatures: If some areas are colder or warmer than others something is off in the system.
• Higher energy bills: A sudden spike can mean the system is working harder than it should.
• Poor air quality: Dusty air, strange smells or excess humidity can all mean maintenance issues.
• Frequent breakdowns or resets: This is a red flag the system isn’t coping well and needs a closer look.

If you notice any of these, it’s better to schedule a service call rather than wait for the next one on the calendar.

Some businesses try to save money by stretching maintenance further apart or only calling in when something breaks. But this usually ends up costing more in the long run.

Without regular servicing:

• Components wear out faster
• Energy consumption goes up
• Small issues become costly repairs
• The risk of total system failure increases

Also in commercial buildings downtime is more than just inconvenient. It can mean lost revenue, unhappy tenants or even violations of health and safety regulations.

Routine maintenance might seem like just another line item in the budget but it helps avoid much bigger expenses down the line.

The best way to stay on top of AC servicing is to set up a maintenance schedule with a trusted HVAC professional. Many companies offer service contracts tailored to commercial needs. These usually include:

• Scheduled inspections and cleanings
• Priority service in case of breakdowns
• Discounts on repairs or parts
• Having a schedule also gives you documented service records which can be useful for warranties, insurance claims or resale purposes.

If you have multiple AC systems in your building the schedule may vary depending on the age and usage of each one. For example an older unit may need more attention than a newer high efficiency model.

Even if you’re not the one climbing on the roof or checking refrigerant levels there are a few things you can do to keep your commercial AC running smoothly:

• Keep filters accessible and check them regularly.
• Make sure vents and ducts aren’t blocked.
• Educate staff to report strange noises or temperature issues early.
• Track energy bills to spot unusual increases.
• Stay in touch with your HVAC provider and ask questions if something seems off.

Being proactive doesn’t just keep people comfortable, it keeps your system running longer and more efficiently.

Commercial air conditioning systems are a big investment and work hard to keep your building comfortable and your operations running. Servicing them at least twice a year is a good rule of thumb but it’s just the beginning.

If your building gets a lot of foot traffic, has heat-generating equipment or relies on climate control your system may need more frequent attention. Talk to your HVAC provider, stay aware of how your system is performing and make maintenance a part of your building management plan.

A well maintained system runs better, lasts longer and gives you fewer surprises. And when it comes to commercial AC, fewer surprises is always a good thing.