Energy Performance of Buildings – What Do You Need to Know About Air Con Inspections

Installing a comfort system in a business property can improve temperature control, air quality and day-to-day working conditions. Alongside the practical benefits, there are also legal and compliance points to consider. The Energy Performance of Buildings Regulations (first made in 2012 and amended in later years, including 2020) set out requirements for inspections of larger systems in England and Wales. These checks are designed to improve efficiency, cut avoidable energy use and support lower environmental impact, while maintaining comfort and productivity. In this guide, we’ll explain what the inspection rules mean in practice, when they apply, and how to stay on the right side of compliance.

Summary
Who this is for: Facilities managers, business owners, landlords and anyone responsible for a building’s cooling equipment in Bristol and across the South West.
What it covers: When inspections are required, what “12kW” means in practice, what an assessor looks at, and what to do with the report.
Key takeaways: Systems over the threshold need an inspection at least every five years; servicing is important but not the same as the statutory inspection; keep your paperwork organised and get qualified support if anything is unclear.

What Are The Energy Performance Of Buildings (England And Wales) Regulations?

The Energy Performance of Buildings (England and Wales) Regulations set out measures intended to improve how efficiently buildings use energy. They cover areas such as Energy Performance Certificates (EPCs), display requirements for certain public buildings, and the inspection of air-conditioning systems above a defined size threshold.

The main pointers given underneath these regulations include:

• Having an up-to-date Energy Performance certificate for domestic and non-domestic properties.
• Displaying energy certificates in public buildings where required.
• Ensuring that qualifying air-conditioning systems are inspected regularly by an approved assessor.

In 2020, the regulations were amended. For building operators, the most relevant practical change is that inspection reports should consider how the system (or combined cooling and ventilation) can be optimised under typical operating conditions, not just whether it currently runs.

It included:

• A longer-term direction towards low and zero-emission building stock through better energy performance and renovation.
• Encouraging the use of smart controls and monitoring to improve efficiency where suitable.
• Greater focus on “smart readiness” concepts in policy and guidance, where applicable to building improvements.

How Do They Relate To Air Conditioners?

Alongside the fabric and energy rating of buildings, the regulations also cover inspection requirements for certain systems. The aim is to reduce unnecessary energy consumption and avoid preventable environmental impact. This is partly about electricity use, and partly about good practice around refrigerant-containing equipment. For example, leaks can release refrigerants with a high global warming potential, so routine checks and professional handling matter. If you want a plain-English overview of related compliance topics, see our guide to UK rules and responsibilities around comfort systems.

Why Are Inspections So Important?

Qualifying systems should be inspected by an accredited energy assessor (commonly referred to as a TM44 inspection). The assessor’s role is to review the system and identify practical ways to improve efficiency, control and performance, including whether it is correctly sized for the cooling demand. This is intended to reduce wasted energy and support better building performance over time.

As part of the regulations, the person responsible for the system should also ensure there is a proper servicing and maintenance programme in place. A statutory inspection is not the same as routine servicing, but they complement each other. Planned maintenance helps keep equipment safe and reliable, reduces the likelihood of avoidable breakdowns, and can highlight issues that affect efficiency (such as blocked filters, poor airflow, incorrect control settings, or condensate drainage problems). If you’d like a qualified team to look over your maintenance plan or support ongoing servicing, we can help via our service and maintenance options.

Safety note: Anything involving electrical access, working at height, or refrigerant circuits should be handled by competent professionals. Refrigerants must be managed responsibly in line with current UK expectations (including F-Gas requirements where applicable), and safe access arrangements should always be in place for plantrooms, rooftops and external units.

What Inspections Are Needed?

In England and Wales, air-conditioning systems with an effective rated output of more than 12kW must be inspected by an approved energy assessor at intervals of no more than five years. There are also deadlines covering the first inspection, depending on when the system was put into service and its size.

These include:

• Systems first put into service on or after 1 January 2008 must have their first inspection within five years of the date they were first put into service.
• Where a system’s effective rated output is more than 250kW, the first inspection deadline was 4 January 2009.
• Where a system’s effective rated output is more than 12kW, the first inspection deadline was 4 January 2011.

For these regulations, the threshold is based on the effective rated output. If there is more than one unit in a building and they are all the responsibility of one person, they may be treated as a single system for the inspection requirement. In other words, if the combined output is over the threshold, an inspection is typically required.

Bristol & South West considerations

Local building types and site constraints can affect how straightforward inspections and improvements are. Across Bristol and the wider South West, it’s common to see a mix of older properties (including heritage buildings and conversions), modern offices, hospitality sites, light industrial units and community buildings. Older stock can have tighter access routes, limited space for plant, and stricter expectations around external appearance and noise. Coastal air and higher humidity at certain times of year can also make good filtration, drainage and ventilation more important for comfort and indoor air quality.

If you’re unsure whether your equipment falls into scope, or you want help translating an inspection report into sensible next steps, our team supports sites across the region – see our South West service coverage for examples.

What Is Included In The Report?

After an inspection, you will receive a report covering system efficiency and practical recommendations. It typically includes advice on improving performance, reducing unnecessary energy use and operating the equipment more effectively, while also highlighting any issues that could undermine efficiency or reliability.

The type of information included in these reports is:

• Suggested improvements to boost the efficiency of the system.
• Any faults that have been detected, with advice on the next steps to take.
• Information about how adequate the maintenance schedule is and advice for improvements.
• Suggestions on how to optimise performance under typical operating conditions and whether the system is appropriately sized.
• Advice on the control settings and any suggestions for improvement.

You are not usually legally required to implement every recommendation, but it’s often worth acting on the practical and cost-effective changes. It can also help you plan upgrades responsibly, especially where reliability, comfort, and running costs matter.

Here at Controlled Climate, we have been installing and designing energy-efficient commercial systems for over 25 years. We can help you interpret the report, prioritise sensible actions, and carry out compliant work using qualified engineers. If you’d like support, you can request a site survey or speak with the team via our contact page. If you’d like extra reassurance before you choose a contractor, you can also view our customer feedback and learn more about our team.

FAQs

Is routine servicing the same thing as the statutory inspection?

No. Routine servicing helps keep equipment safe, reliable and efficient, but the statutory inspection is a separate requirement carried out by an accredited energy assessor. It focuses on overall efficiency, sizing, controls and opportunities to optimise operation.

How do I know if my building is over the 12kW threshold?

The threshold is based on the effective rated output. If you have multiple units under one responsible person, the combined output may be used. Manufacturer documentation, nameplates and system schedules can help, but an assessor can confirm scope if it’s unclear.

What happens if we don’t have a valid inspection report?

Enforcement is typically handled by the relevant local authority, and non-compliance can lead to a penalty. Beyond compliance, missing reports can also make it harder to track system condition and plan improvements responsibly.

Do we need an inspection if we only use cooling occasionally?

Usage patterns can influence how a system is operated and optimised, but they do not automatically remove the inspection requirement if the equipment is in scope. An assessor can take typical operations into account within the report.

How long does an inspection take, and will it disrupt the site?

Times vary depending on system size, access and how well documentation is organised. In most cases, disruption is minimal, but safe access arrangements and plantroom or roof access may be needed. Planning with drawings, equipment schedules and maintenance records usually helps.