Documenting maintenance: what inspections ask for

In short

What is asked for in practice is not a particular form but that you can show three things: what equipment you have, when it was last maintained, and who did the work. A file that answers those three stands up to any inspection.

The three questions

What equipment you have. The inventory, with location, type, capacity and serial. A site where nobody can say how many units are installed cannot demonstrate they are maintained.

When it was maintained. The intervention reports, in chronological order, with dates. One report a year, with a date, is worth more than a statement that "it is done periodically".

Who did the work. The provider's details and, for work on the refrigerant circuit, the certification.

What the file looks like

One file, physical or electronic, containing: the equipment list, the current maintenance contract, the reports from the last three years, the signed acceptance notes, and the current year's schedule. That is all. There is no point making it more complicated.

What differs by sector

In medical practices, educational institutions and the food industry, requirements on cleanliness and documentation of installations are stricter and are set by sector-specific regulations. We do not list them here, because they change and differ between types of establishment: ask your auditor or consultant what exactly is required in your case, and we build the documentation in that format.

What we do

We produce the documents: a report per unit, an equipment record, an acceptance note, a schedule. We keep copies too, so they can be reissued if lost. What we cannot do for you is declare that you comply with a regulation: compliance is established by your auditor, on the basis of the documents.