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A well-installed air conditioning system makes hot spells far more bearable and can double as an efficient heat pump in winter. But the result depends as much on who fits it as on the unit you buy: a badly sized or poorly commissioned system wastes energy, leaks refrigerant and costs more in repairs.
DIY isn't a realistic option, because handling refrigerant is restricted to qualified engineers. This guide explains how to vet an air conditioning professional near you, what a proper quote looks like and which questions to ask.
When do you need an air conditioning specialist?
You need a qualified engineer for any job that involves the refrigerant circuit: new installations, moving units, leak repairs, gas top-ups and decommissioning old equipment. Most people call a specialist for one of these reasons:
- Installing a new system
- Repairing a fault or breakdown
- Annual servicing
- Replacing an ageing or R22 system
R22 can no longer be used to service systems, so an older R22 unit that needs refrigerant usually means replacement rather than repair.
Five checks to make before you hire anyone
1. F-Gas qualifications and company certification
Every engineer who handles refrigerant must hold an F-Gas qualification, and the business itself needs F-Gas company certification from an approved body such as REFCOM. Ask for the company's certificate number and check it on the certification body's register.
2. Insurance
Ask for proof of public liability insurance. Installations involve drilling external walls, working at height and electrical work, so accidental damage must be covered.
3. A site survey, not a phone quote
An accurate quote needs someone to visit. The surveyor should measure the rooms, note glazing and sun exposure, agree unit positions, plan the pipe route and condensate drainage, and check the electrical supply. Phone prices based on room size alone often lead to undersized units or extras on the day.
4. A detailed written quote
A proper quote names the make and model, capacity in kW, pipe run lengths, mounting, electrical work, making good and the payment schedule. Two quotes for "a 3.5kW split" can describe very different jobs.
5. Clear warranty terms
Find out who provides the warranty, how long it lasts and whether it covers labour as well as parts. Manufacturer warranties often depend on annual servicing.
Red flags that should make you think twice
- No F-Gas company certificate number, or vague answers when you ask for one
- A fixed price without anyone seeing the property
- A large upfront deposit or a cash-only payment request
- Pressure to sign on the day for a "today only" price
- No mention of pressure testing, evacuation or commissioning
- No registered business address or company number
Questions to ask an air conditioning installer
A reliable firm will answer these readily, and put the important answers in writing:
- What is your F-Gas company certificate number, and can I see your insurance?
- Will you survey the site and give me a written, itemised quote?
- Which system and capacity do you recommend, and why?
- Will your own engineers do the work, and who supervises it?
- Can I see examples of similar installations?
- Where will the outdoor unit go, and does it need planning permission?
- What deposit do you need, and when are stage payments due?
- How long will the job take, and when can you start?
- Will you nitrogen pressure test, vacuum and commission the system, and leave the paperwork?
- What does the warranty cover, and for how long?
- Who clears up and removes waste when the job is finished?
What a professional service visit should cover
A proper service covers the whole system. A quick filter clean is not a service. Expect your engineer to:
- Check cooling and heating performance
- Look for refrigerant leaks and check operating pressures
- Clean the filters, coils and condensate drain
- Inspect and repair pipe insulation
- Check fans, electrical connections and controls
- Calibrate the thermostat and controller settings
- Investigate any noise, rattling or vibration
Systems at or above 5 tonnes CO2-equivalent of refrigerant need legally required leak checks, and systems over 12kW need a TM44 energy inspection every five years. Between visits, clean the indoor filters every couple of weeks during heavy use. See our maintenance and repair service for details, or if you are on Tyneside, ask our Newcastle air conditioning engineers to book a visit.
Choosing the right type of system
The right system depends on the space, how you'll use it and how much building work you'll accept. A good installer talks you through the options and doesn't push one product. At UK Aircon, every system in the table below is part of our air conditioning installation services.
| System | Best suited to | Notes |
|---|---|---|
| Single split | One room: bedroom, home office, lounge | Wall-mounted; usually installed in a day |
| Multi-split | Several rooms | One outdoor unit serves multiple indoor units |
| Ducted | Whole homes, offices, refurbishments | Hidden in the ceiling void; only grilles visible |
| Cassette | Offices, shops, restaurants | Ceiling-mounted, distributes air in four directions |
| VRF | Larger commercial buildings | Many indoor units with zoned control |
Domestic split units typically come in 2.0, 2.5, 3.5, 5.0 and 7.0kW sizes. The right size depends on room volume, glazing, orientation and heat from people and equipment, which is why the survey matters (our guide to choosing the right size of air conditioning unit explains more). Your installer should also confirm your consumer unit can take a new circuit.
Air conditioning professionals near you with UK Aircon
UK Aircon is a REFCOM registered contractor based on Westgate Road in Newcastle upon Tyne, with over 20 years of experience. Our background-checked technicians receive monthly training and service air conditioners from any manufacturer.
Newcastle and Tyneside
From our head office we cover air conditioning in Newcastle and the surrounding areas, including Jesmond, South Heaton, Wallsend, Gateshead and Cramlington.
Edinburgh, Leeds and Manchester
We also install and maintain systems for homes and businesses in Edinburgh, Leeds and Manchester.
What you get with UK Aircon
Free quotes, installed prices from £1,800 and a 5-year installation warranty covering parts and labour, with access to 24-hour emergency call-out, complimentary maintenance check-ups and discounted spares. Send us your project details and we'll reply within 24 hours to book a free estimate.
Hiring an air conditioning installer: common questions
Does an air conditioning installer need to be F-Gas certified?
Yes. Engineers who handle refrigerant must hold an F-Gas qualification, and the company must hold F-Gas company certification from an approved body such as REFCOM. This applies to installing, repairing, servicing and decommissioning split systems.
How long does an air conditioning installation take?
A single split system is usually installed in a day. Multi-split, ducted and commercial systems take longer, depending on the number of units, pipe routes and building access.
Do I need planning permission for an air conditioning outdoor unit?
It depends on the property and location. Listed buildings, conservation areas, flats and some commercial premises may need planning permission or listed building consent for an external unit. A good installer checks with the local planning authority before work starts.
Why can't I get an accurate air conditioning quote over the phone?
Sizing and pricing depend on room volume, glazing, sun exposure, pipe run length, drainage and the electrical supply, which can only be assessed properly on a site survey.
What maintenance should a good installer offer after fitting?
Most domestic systems should be serviced once a year, and commercial or heavily used systems more often. Indoor unit filters should be cleaned every few weeks during periods of heavy use.