If you manage a commercial building, ventilation is one of those systems that quietly shapes everything. Comfort, productivity, odour control, humidity, indoor air quality and sometimes even the ability to keep doors open for customers.
HSE is clear that employers must ensure there is adequate ventilation in enclosed areas of the workplace. Ventilation brings in fresh air and removes stale air, heat, humidity and airborne pollutants.
So if you run sites across London locations like Canary Wharf, Stratford, Southwark, Hammersmith, Wembley, Greenwich, Croydon, Ealing, Ilford or Barking, a planned preventative maintenance programme is not a nice to have. It is how you stay in control.
This guide gives you a practical ventilation PPM checklist, a sensible frequency model and a logbook template that actually helps during audits.
What counts as ventilation in a commercial building
Ventilation usually includes a mix of:
Natural ventilation such as windows, vents and air bricks
Mechanical ventilation such as supply and extract fans, air handling units and heat recovery units
Demand controlled ventilation using CO2 sensors and controls
Local exhaust ventilation (LEV) used to control hazards like dust or fumes in workshops or specialist rooms
Ductwork accessories such as volume control dampers and fire dampers where fitted
HSE also warns that you should not rely purely on desk or ceiling fans to improve poor ventilation, because they do not bring in fresh air.
What PPM means in plain English
PPM is planned maintenance done before breakdowns happen. It is structured, repeatable and designed to keep assets working reliably and safely. SFG20 describes planned preventative maintenance as a core approach for maintaining building assets and preventing issues before they escalate.
In practice, ventilation PPM is about three outcomes:
consistent airflow and comfort
reduced callouts and downtime
clear evidence for compliance, insurance and audits
The ventilation PPM checklist
1) Airflow and performance checks
These checks confirm the system is still doing what it was designed to do.
What to check
Airflow feels correct in occupied areas
Supply and extract balance makes sense for the space
No persistent hot spots or stale areas
Doors not slamming or sucking due to pressure issues
What to log
Areas checked and any comfort complaints
Any measured readings if you capture airflow or CO2
Actions taken or recommended changes
If you have complex systems with multiple floors, HSE notes that more detailed guidance is available from CIBSE and you may need a ventilation engineer.
2) Filters and air intakes
Filters are often the difference between a smooth system and one that struggles.
What to check
Filters are clean and seated properly
Filter frames and seals are intact
External air intakes are clear of debris and obstructions
No evidence of water ingress at intakes
What to log
Filter condition and replacement date
Filter type and size
Photos if you are building an audit friendly record
3) Fans, motors and belts
Mechanical wear is predictable if you look for it.
What to check
Fan noise and vibration
Motor condition and heat
Belt tension and belt wear if fitted
Fixings and guards secure
What to log
Any abnormal noise or vibration notes
Any parts replaced and date
Any risks identified such as overheating
4) Controls, sensors and demand ventilation
Modern buildings rely on controls to avoid wasting energy and to maintain comfort.
What to check
CO2 sensors reading plausibly and responding to occupancy
Time schedules match actual building use
Boost modes work in meeting rooms and high occupancy areas
Alarms and fault codes are understood and actioned
What to log
Set points and schedule notes
Fault codes and how they were resolved
Any recommended control changes for seasonal use
5) Ductwork condition, cleanliness and access
This is the part that gets ignored until it becomes a problem.
What to check
Visible duct sections for damage, leaks and loose joints
Access panels are present and usable
No obvious grease build up in high risk environments
No signs of condensation where it should not be
What to log
Areas inspected and any access limitations
Any cleaning recommended
Any damage or leaks identified
6) Fire dampers if your system includes them
Not every ventilation system has fire dampers, but many commercial duct systems do.
BESA’s guidance referencing BS 9999 states that fire dampers must be tested by a competent person on completion of installation and at least annually thereafter. It also notes that dust laden or polluted environments may require more frequent inspection.
What to check
Damper location list is current
Access is possible without major disruption
Testing is scheduled and evidenced
What to log
Damper ID, location and test date
Pass or fail outcome
Any remedials and completion evidence
7) Natural ventilation points and practical risks
If you rely on natural ventilation in parts of the building, keep it functional.
HSE notes you can improve natural ventilation by opening windows, vents and doors, but you should not prop fire doors open.
What to check
Windows and vents open and close properly
Trickle vents are not sealed shut
Fire doors remain fire doors
What to log
Areas where ventilation relies on windows
Any windows painted shut or broken and the plan to resolve
Suggested maintenance frequencies for commercial sites
Use this as a sensible starting point then adjust based on occupancy, environment and fault history. HSE is clear that frequency depends on the equipment, environment and previous results.
Weekly or fortnightly
Quick visual checks of plant areas
Identify obvious noise, vibration or airflow complaints
Monthly
Filter and intake checks
Control checks and alarm review
Basic performance walk through on occupied floors
Quarterly
Deeper inspection of fans, belts and mounts
Review of recurring issues and comfort complaints
Update asset register and confirm access points
Annually
Full system service and condition report
Review schedules for summer and winter operation
Fire damper programme where applicable
Every five years
If your building has air conditioning systems with an effective rated output over 12kW, the UK government guidance states they must be inspected by an energy assessor at intervals no more than five years apart.
That is often known as a TM44 inspection and it sits alongside your normal servicing plan.
What to log so you are audit ready
A log that cannot be understood in six months is not a log. Keep it simple and consistent across sites.
The minimum logbook fields
Site name and system area
Date, time and engineer name
Tasks completed
Issues found with severity
Photos of key defects where helpful
Actions taken on site
Remedials required with target date
Parts replaced including model details where relevant
Next scheduled visit date
CIBSE guidance on maintenance highlights building operators’ responsibilities and the importance of maintenance strategies. It also references building log book information and maintenance requirements.
A simple way to store evidence
One folder per site
Sub folders for ventilation, air conditioning and controls
One rolling defects tracker for the whole site
Monthly summary PDF that is easy to forward to stakeholders
This is the kind of reporting that turns maintenance into control.
Common warning signs that your ventilation needs attention
If any of these show up, your PPM programme should respond quickly:
Rooms feel stuffy even when systems are running
Complaints spike in meeting rooms and training rooms
Persistent odours in toilets or kitchens
Fans get noisier or vibration increases
Filters block rapidly which can indicate environmental factors or intake issues
Frequent BMS alarms that are dismissed instead of resolved
What a ventilation retainer should look like
If your goal is fewer callouts and more predictable costs, your contract should include:
Onboarding survey and asset register
Defined PPM visit schedule by building type
Clear SLA for reactive issues
Reporting format that stays the same across Canary Wharf, Stratford and Croydon sites
Remedials workflow with approvals and completion evidence
Quarterly review to adjust frequency based on what the building is telling you
This is how property managers and facilities teams secure reliable retainer support.
If you manage commercial buildings across London and want ventilation maintenance that is consistent, low disruption and audit ready, Azure Electrical Ltd can help.
We can survey your sites, build the asset register and run a ventilation PPM programme with clear reporting that supports facilities teams, landlords and compliance reviews.