7 Aircon Records Landlords Should Keep Between Tenancies

List each indoor unit by room and connect it to the correct outdoor system where that is known. Record the observable starting condition at handover, including whether the room cooled, drained and ran without an unusual sound during the check.

A baseline is a snapshot, not a guarantee that the unit will remain fault-free. Note anything that could not be tested instead of marking it as normal.

Keep the signed aircon clause with the record pack so the agreed servicing and reporting duties are easy to find. Preserve the wording rather than rewriting it in a maintenance note.

This guide does not decide whether a clause is valid or who is liable for a later fault. That requires the actual agreement and, where needed, suitable legal advice.

Keep the tenant's dated description, the affected room, when the symptom appears and any photo or video supplied. Also record whether access was offered or a visit was postponed.

The pattern matters. Cooling fades after every top-up is more useful than a message that only says the aircon is not cold, because it tells the next technician what earlier work did not settle.

Keep a per-unit note of the complaint, scope, findings, work completed and test result. If the visit covered several rooms, avoid one blanket line that hides which unit had the fault.

A report should separate an observed finding from an assumption. If a concealed drain route was not inspected, it should not state that the full route was clear.

Keep the quoted scope, the approval message and the final receipt together. This shows what work was authorised and whether the completed scope changed after diagnosis.

A receipt proves payment for its stated work. It does not prove that every connected component was inspected or that a different future fault is covered.

Keep the installation handover, product warranty, workmanship terms and records for later part changes. Link each document to the relevant system so a future claim does not depend on memory.

Do not assume that a previous repair, a replaced part and the full system share the same coverage. The written terms and the actual fault determine the next step.

Maintain a short watch list for symptoms that were not reproduced, repairs not approved and conditions that need another check. State the trigger for action, such as the same leak returning or one room losing cooling again.

Do not invent a service date when the evidence does not support one. The next visit should follow the unit condition, any agreed tenancy duty and the access available.