The equipment record and the unit inventory
The first visit is not a job, it is an inventory: every unit gets a record with location, brand, model, serial, year of installation and initial condition. From then on, everything that happens to that unit is added to its record.
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About this document
There are companies where nobody knows how many units are in the building. That is not an exaggeration: in a recent audit at an office site, the gap between what the facilities team believed and what was actually installed was four units, all in false ceilings.
What the document contains
| Identification | Internal code, location, room, brand, model, serial, capacity in BTU, type (wall, cassette, ducted, console). |
| Installation | Year of installation, who installed it if known, the type and length of the condensate run, where it exits. |
| Operating regime | Estimated hours a day, seasonal or all year, cooling only or heating too. It sets the frequency in the contract. |
| Initial condition | What was found at the first audit, with photos. It is the zero point against which everything is compared. |
| Intervention history | Date, type of intervention, what was done, measured values, who did the work. |
| Parts replaced | What was changed, when, and what warranty the part carries. |
| Open findings and recommendations | What we flagged and has not been resolved. It is repeated in every report until closed. |
Worth remembering
The equipment record is what remains when the maintenance provider changes, when the facilities person changes, or when the space is handed over. It is the document worth the most five years from now.
All documents
- The maintenance contract - what it contains and what to check
A serious maintenance contract runs to under two pages and answers five questions: which units, how many times a year, what is...
- The intervention report - what it must contain
The intervention report is the only proof the work was done and the only basis for comparison year on year. If it only says...
- The annual maintenance schedule
The month the work is done matters. A sanitizing done in March lasts the whole season; one done in August catches the unit...
- The work acceptance note
At the end of every campaign an acceptance note is signed, with the list of units worked on, what was done and what is still...
Updated: 8 septembrie 2026 · How we work