Aircon Maintenance Contract for Offices, Shops and Clinics

Air conditioners in offices, shops, clinics, spas and gyms that run through the working day are usually serviced every quarter, and busy or humid rooms may need more frequent checks. A sound aircon maintenance contract lists every unit, fixes the dates for the year and states the work on each visit, how gas is handled, the warranty and the exclusions. Each visit should leave a record per unit, with photos and readings. Repairs, gas leaks and parts belong to a repair service.

How often should air conditioners in an office, shop or clinic be serviced?

Quarterly is the usual starting point for business premises whose units run through the working day. The interval moves with the hours each unit runs and the dust and humidity in the room it serves, so the figures below are starting points rather than fixed rules.

The schedule you sign is agreed after a specialist has seen the units, and reviewed after each visit.

Premises	Suggested starting interval
Office	Quarterly. A meeting room used now and then can go longer.
Shop or showroom	Quarterly, the usual starting point for business premises whose units run through opening hours.
Clinic, spa or salon	Quarterly, with more frequent filter checks where there is humidity, hair product or fabric dust.
Gym or yoga studio	Quarterly, or more often in a busy studio, since the units run long hours in humid rooms.
Serviced or rental apartments	Two to four times a year depending on occupancy, ideally before the busy season.
After a fit-out or renovation	As soon as the builders leave: construction dust settles on filters and coils very quickly.
Homes	Bedroom and living-room intervals, and the signs a unit is overdue.

Cleaning plan or maintenance-and-repair contract: who handles gas, leaks and parts?

In UpClean's service, aircon maintenance is a deep clean of the indoor and outdoor units repeated on agreed dates, with a test run and readings at every visit. Components, the refrigerant circuit and error codes belong to a refrigeration repair service or the manufacturer's warranty centre. UpClean does not repair units or replace parts, so the cleaning contract should say how a fault found on a visit is reported to you.

Query any contract that schedules a gas top-up at every visit. Refrigerant moves in a closed circuit and, in principle, is not used up in normal running; a shortfall tends to follow a unit being moved, a pipe run extended without matching extra gas, or a leak.

Item	Who handles it
Filters, front panel, indoor coil, drain pan, blower wheel, condensate drain	Cleaned at every visit, with the outdoor unit where it can be reached safely.
Gas pressure reading	Free at every visit, written into the report.
Gas top-up	Only when the reading is low and you approve: R32 or R410A from 250,000 VND per unit up to 2 HP. Cassette and floor-standing units, and other gas types, are priced after measuring.
Finding or repairing a leak	A repair service or the manufacturer's warranty centre. Signs such as a low reading that returns or oil at a pipe joint are written up for them.
Control board, compressor, fan motor, sensors; moving a unit	Not part of cleaning. UpClean notes any fault it sees for your repair service.
Outdoor unit needing access equipment at height	UpClean explains the plan first and proceeds only with your agreement.

What should an aircon maintenance contract say?

Start from the general clauses any service contract needs, set out in our office cleaning guide, and add the points particular to air conditioners, in the contract or its annex.

Clause	What it should state
Unit inventory	Each unit by location, type and capacity, the gas type on its rating label and where its outdoor unit sits. A unit added later is priced in writing before it joins the schedule.
Schedule	The months for the year, the time window for visits and how each visit is confirmed beforehand.
Work on each visit	The cleaning steps by unit type, the outdoor unit where safely reachable, the test run and the readings recorded.
Price basis	The price per unit type, the reduction for several units in one visit, and nothing added without your written approval.
Gas	A reading at every visit; a top-up only after a low reading and your approval of the price.
Exclusions	Repairs, parts, leak work, moving units, and access equipment unless agreed in advance.
Warranty	At UpClean, 90 days after each visit for water leaks, unusual noise or weaker cooling caused by the clean; faulty parts, low gas or gas leaks, existing installation faults and later work by another firm are excluded.
Changes	Moving a visit is free with at least 24 hours' notice; later changes follow the cancellation policy or the contract. Changes to frequency, unit count or price are confirmed in writing.
Term and renewal	The term and notice period, written out before you sign, and no automatic renewal without your confirmation.
Reports and invoices	A report after each visit as the basis for accepting the work, and a VAT invoice for each visit.
General clauses	Parties, acceptance, liability for damage, access and termination.

What should be recorded for each unit on every visit?

A record kept per unit, not per visit, is what makes the contract checkable. UpClean's Up Report, the photo report sent by WhatsApp or Zalo after every visit, carries the items below; whoever services your units, ask for the same and to see the gauge on the day.

Record	Why it matters
Unit and location	Ties each photo and reading to one unit, so that visits can be compared.
Condition before the clean	The specialist runs the unit first and notes how it behaves: the baseline for the result.
Photos of filter and coil, before and after	Evidence of the work, and of how much dirt gathered since the last visit.
Condensate drain	Confirms the drain line was cleared and, on a cassette, the condensate pump where one is fitted.
Gas pressure	Read once the coils are clean and the unit runs steadily, so dirt does not distort it. The reference for the next visit and for any warranty question.
Outlet air temperature	Taken after the test run: a second figure to compare between visits.
Technical notes	Error codes, an outdoor fan that does not turn, oil at a joint, frost on the thin copper pipe, unusual noise: what you hand to a repair service.
Any gas top-up	The gas type, the readings before and after, and the price you approved.

Why keep a maintenance log across visits?

One report proves that a visit took place. A run of reports, filed by unit, shows how each air conditioner is ageing.

It shows which unit is declining fastest, so that repair or replacement is decided at the right time.
It separates a new low gas reading from a repeat: pressure that falls again a few months after a top-up most likely means a leak, and earlier readings help the repairer.
It settles warranty questions: the readings and photos from the day are what both sides compare.
It tests the interval: a unit used more or less than expected can move to a shorter or longer gap, with your agreement.

How are visits planned around opening hours and the building's rules?

Business premises are visited outside customer hours (early morning, evening or closed days) within UpClean's hours of 7:00 AM to 8:00 PM, seven days a week. Premises with many units can be split over two visits so that you stay open.

Reference times add up unit by unit: about 45–60 minutes for a wall-mounted unit and 90–120 minutes for a ceiling cassette; floor-standing and ducted units are timed once seen. Five wall-mounted units come to about 3 hours 45 minutes to 5 hours of work, ten to about 7 hours 30 minutes to 10 hours. The exact slot is confirmed at booking.

In apartment buildings, management's rules for contractors also shape the hours, and the proposed start time allows for them. Office towers have their own rules on staff registration, lifts and access cards.
You receive the specialist's name, photo and contact number before every visit, which building management needs to register outside staff. Access cards and keys are handed over against a written record.
A regular specialist is assigned when the schedule allows; if someone else comes, their name and photo are sent first.
In an office, servicing the aircon in the same round as carpets and chairs means the dust that falls when filters come out is removed in the carpet clean.

How much does an aircon maintenance plan cost for 5, 10 or 20 units?

The examples use UpClean's published price for wall-mounted units of 1–1.5 HP (horsepower, the unit's cooling capacity), 250,000 VND each, with the listed reduction: in one visit the two highest-priced units are charged in full and each unit from the third onwards costs 10% less. A plan has no rate or discount of its own. Monthly figures are yearly totals divided by twelve.

Other unit types, per visit: wall-mounted 2 HP or more 300,000 VND, ceiling cassette 550,000 VND, floor-standing 500,000 VND, ducted 700,000 VND per indoor unit.
Not included: gas top-ups, which need a low reading and your approval, and repairs.
The reduction counts units cleaned in the same visit. If yours are split over two visits, ask for the quote to show how each is priced.
The formal quote follows a free survey to count the units and check the outdoor positions.

Units cleaned in one visit	Cost per visit and per year
5 wall-mounted units	1,175,000 VND per visit. Quarterly: 4,700,000 VND a year, about 392,000 VND a month. Twice a year: 2,350,000 VND for the year.
10 wall-mounted units	2,300,000 VND per visit. Quarterly: 9,200,000 VND a year, about 767,000 VND a month. Twice a year: 4,600,000 VND for the year.
20 wall-mounted units	4,550,000 VND per visit. Quarterly: 18,200,000 VND a year, about 1,517,000 VND a month. Twice a year: 9,100,000 VND for the year.
Clinic: 6 wall-mounted units and 2 ceiling cassettes	2,450,000 VND per visit; 9,800,000 VND a year if serviced quarterly.

How does UpClean run a maintenance plan for business premises, and how do you start one?

After the free survey you receive proposed dates for the year and a written quote at the published price for each unit type. Before each visit we send a reminder, the time slot and the specialist's name and photo. Up specialists are identity-verified and trained to the Up Standard, UpClean's working standard.

Quotes, confirmations and Up Reports can be in English; if you would like a specialist who speaks English on site, say so when booking, and if that cannot be arranged you are told in advance. If something within the agreed scope is not right, reply to the report.

To start, call or message 0968 726 135 (phone, WhatsApp or Zalo) between 7:00 AM and 8:00 PM with the number and type of units, where the outdoor units are and the building's name.

Aircon maintenance plan: Scope, warranty and annual examples.
Recurring care for businesses: Aircon, washrooms, chairs and carpets on one schedule.
Get a quote: Choose unit types and quantities; the reduction is applied for you.
Price list: Every listed price in one place.
Book a visit: Pick a day and time.
Ceiling cassette and floor-standing aircon cleaning: Cassette, ducted and floor-standing units: what is done and how long it takes.

Frequently asked questions

How often should office air conditioners be serviced?+

Quarterly is the usual starting point when units run through the working day; a meeting room used now and then can go longer. The schedule is reviewed after each visit and changed only with your agreement.

Is an aircon maintenance contract cheaper than booking each clean separately?+

Not at UpClean. A plan uses the published price per unit, and the 10% reduction from the third unit in one visit applies to every customer. A plan adds fixed dates, reminders and a record for every unit.

Does aircon maintenance include repairs or replacing parts?+

Not with UpClean, which cleans and measures but does not repair. Error codes, a stalled outdoor fan or a suspected leak go into the Up Report so that you can call a repair service or the manufacturer's warranty centre.

Do commercial air conditioners need a gas top-up at every service?+

No. Gas is measured free at each visit and topped up only when the reading is low and you approve the price. A unit that keeps losing pressure needs its leak found by a repair service.

What happens if a unit drips water after a service?+

Send a photo or short video to 0968 726 135 by WhatsApp or Zalo. Water leaks, unusual noise or weaker cooling caused by the clean are checked and put right free within 90 days of the visit.

AC maintenance near me: which parts of Ho Chi Minh City do you cover?+

Regularly: Thao Dien, An Phu, Thu Thiem and Sala (District 2), The Global City, Phu My Hung (District 7), Binh Thanh, former Districts 1, 3 and 4, former Phu Nhuan and Nha Be. Aircon visits are also accepted in Districts 5, 6, 8, 10, 11 and 12, Go Vap, Tan Binh, Tan Phu, Binh Tan, Hoc Mon and former District 9, with the slot confirmed when you book.

Aircon maintenance contracts for offices, shops and clinics: how often to service, what each visit should record, and what the contract should say