School Air-Conditioning Bi-Annual Checks
- Version
- v1
- Updated
- 1 October 2026
- Who this checklist is for
- Primary and secondary schools in England, including maintained schools and academies, where air-conditioning systems are installed and bi-annual checks are maintained as best practice.
- Jurisdiction
- england
15 checklist steps
Blank response areas · preview only
Confirm applicability
Use this checklist only where the school has air-conditioning systems and records bi-annual condition checks as best practice.
Record the check date
Response required
Enter the date on which this condition check is carried out.
DD/MM/YYYY
Record the person carrying out the check
Response required
Enter the name or role of the person carrying out the check.
Name or role
Identify the system
Response required
Enter the building, area, room, asset reference, or other identifier that uniquely identifies the air-conditioning system checked.
System or asset identifier
Check visible condition
Visually check accessible parts of the system for damage, deterioration, leakage, obstruction, or other apparent defects. Follow site safety procedures and do not remove guards or covers unless authorised to do so.
Choose one
- No apparent defect observed
- Defect observed
- Not accessible for this check
Record visible-condition details
Response required
Describe the areas checked and any damage, deterioration, leakage, obstruction, or other condition observed. If no defect was observed, record that result.
Condition observations
Check operating condition
Where it is safe and authorised to do so, check the system's apparent operating condition using the normal site or manufacturer operating procedure.
Choose one
- Operating as expected
- Operating with an issue
- Not operated during this check
- Not accessible for this check
Record operating-condition details
Response required
Describe the operating condition, any abnormal noise, smell, visible warning, loss of function, or other issue observed. If the system was not operated, record why.
Operating observations
Record defects
Response required
List each defect identified during this check. Record the location or system reference and describe the defect clearly enough to support follow-up.
Defect description, location, and reference
Determine whether corrective action is needed
Based on the observations recorded, select whether corrective action is needed.
Choose one
- No corrective action identified
- Corrective action needed
- Further assessment needed
Assign corrective action
Where corrective action or further assessment is needed, record the action required, the responsible person or organisation, and the planned follow-up date. Keep this action record separate from the energy-assessor inspection record.
Action, responsible person or organisation, and planned follow-up date
Record action status
If corrective action was identified, record its current status.
Choose one
- Not started
- In progress
- Complete
- Not applicable because no corrective action was identified
Record the energy-assessor inspection separately
Response required
Check the school's separate record for the energy-assessor inspection of the air-conditioning system. Record the date of the most recent inspection, if known, and the date or status of any next inspection recorded there. Do not treat this bi-annual condition check as a substitute for that inspection.
Separate inspection record details
Record maintenance information
Record the date, reference, or status of the relevant annual maintenance schedule where this information is available. Keep the maintenance record separate from this condition check.
Annual maintenance record details
Save the completed record
File or store this completed check with the school's air-conditioning maintenance and condition records, together with any corrective-action record.