SafetyPaperwork
Heating and ventilation · United Kingdom

Method statement for air conditioning maintenance

By Safety PaperworkBuilt from HSE guidance and CDM 2015 · How we write and check theseUpdated

You must assess the risks of air conditioning maintenance and record the significant findings if you employ 5 or more people. On CDM sites the principal contractor will ask for RAMS before you start.

RAMS cover the hazards, who could be harmed and how, the controls and the safe sequence of work, and the crew is briefed and signs. The main hazards are falling from a roof edge, electric shock from live wiring, falling from a ladder and mould and droppings.

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RAMS example: air conditioning maintenance

This is a complete RAMS for air conditioning maintenance, with 5 job steps. Open it in the builder to add your site, crew and signatures, change anything, and download a PDF. Or download the free Word template below and fill it in by hand.

Risk Assessment and Method Statement (RAMS)
HVAC service and maintenance · Heating and ventilation · Example
Document RAMS-001 · Rev 1

Risk assessment

#ActivityHazardsWho might be harmedRisk beforeControlsRisk after
1Isolate the unit, lock off and label, and prove dead
  • Electric shock from live wiring
  • Stored energy
Workers, OccupantsVery high (15)
  • Isolate the power before any work. Do not work live. Eliminate
  • Lock out and tag the isolation point with your own personal lock and danger tag. Isolate
  • Prove dead at the point of work with an approved voltage indicator (GS38), and prove the tester before and after. Control (engineering)
  • Only competent, qualified electricians do electrical work, following a safe isolation procedure. Control (procedures)
  • Check for back feeds from solar, batteries and generators that can keep a circuit live after the main switch is off. Control (procedures)
  • If live work cannot be avoided, use a permit, a safety observer and insulated tools. Control (procedures)
  • Wear insulated gloves, arc-rated clothing and a face shield when testing or working near live parts. PPE
  • Release or block all stored energy before work: release the pressure in pipes, tanks and hoses, bleed hydraulics, release springs, lower loads. Eliminate
  • Lock out and tag all energy sources with personal locks. Isolate
  • Put mechanical blocks or props under raised parts like buckets, tipper bodies and doors. Control (engineering)
  • Test that the system is dead and nothing can move before you start. Control (procedures)
  • Follow the maker's procedure, for example for garage door and roller door springs. Control (procedures)
  • Wear safety glasses and gloves. PPE
Medium (5)
2Access units safely, from a ladder or roof with edge protection
  • Falling from a ladder
  • Falling from a roof edge
Workers, People belowVery high (20)
  • Use a podium step, mobile tower or MEWP for longer jobs instead of a straight ladder. Reduce / substitute
  • Use EN 131 professional ladders in good condition. Remove any damaged ladder from site. Control (engineering)
  • Set extension ladders at a 4 to 1 angle on firm, level ground, tied or footed, and reaching 1 metre above the landing. Control (engineering)
  • Use ladders only for short, light work (about 30 minutes in one spot). Do not carry heavy or awkward loads up a ladder. Control (procedures)
  • Keep three points of contact and your belt buckle between the stiles. Do not overreach. Control (procedures)
  • Do not work off the top three rungs of a leaning ladder. On a stepladder, do not stand on the top two steps (top three on swing-back or double-sided steps) unless there is a suitable handhold. Control (procedures)
  • Check the ladder before each use: feet, rungs, stiles and locks. Control (procedures)
  • Wear non-slip safety boots with clean soles. PPE
  • Do what you can from the ground or from a scaffold at the gutter line, for example pre-assemble parts on the ground. Eliminate
  • Install edge protection or guardrails on all open roof edges before work starts. Isolate
  • Use a perimeter scaffold with handrails and toe boards along the eaves where practical. Control (engineering)
  • Where guardrails cannot be fitted, use fall restraint on certified roof anchors so workers cannot reach the edge. Control (engineering)
  • Use one safe, controlled access point and keep others off the roof. Control (procedures)
  • Stop roof work in strong wind or rain, and when the roof is wet, icy or covered in dust or frost. Control (procedures)
  • Wear a harness clipped to a rated anchor when using restraint or fall arrest, and soft-soled non-slip boots. PPE
Medium (8)
3Clean filters and coils, wearing a mask for mould and dust
  • Mould and droppings
  • General dust
  • Hazardous chemicals
Workers, OccupantsMedium (9)
  • Fix the water leak and dry the area before removing mould. Eliminate
  • Seal off the area with plastic sheeting and keep occupants out. Isolate
  • Clean up with an H-class vacuum and wet wipes. Never dry sweep. Control (engineering)
  • Bag mouldy material on site and remove it promptly. Control (procedures)
  • Wash hands and face before eating and at the end of each shift. Control (procedures)
  • Use low-dust products, such as dust-reduced or pre-mixed compounds. Reduce / substitute
  • Seal off the work area with plastic sheeting in occupied buildings. Isolate
  • Use tools with dust extraction and a vacuum for clean up. Control (engineering)
  • Lightly mist the area with water to keep dust down, away from anything electrical. Control (engineering)
  • Never dry sweep or blow dust off with compressed air. Control (procedures)
  • Choose the least harmful product that does the job, for example water-based instead of solvent-based. Reduce / substitute
  • Use chemicals in well-ventilated areas, or use fans and extraction in closed rooms. Control (engineering)
  • Do a COSHH assessment and read the Safety Data Sheet (SDS) before use. Control (procedures)
  • Keep chemicals in labelled containers. Never decant into drink bottles. Control (procedures)
  • Store chemicals away from heat, food and drink, and keep products that react with each other apart. Control (procedures)
Medium (6)
4Check refrigerant pressures with gauges
  • Refrigerant leaks
  • Pressure testing
Workers, OccupantsMedium (8)
  • Recover refrigerant into an approved cylinder before opening the system. Never vent it. Isolate
  • Ventilate closed spaces and use a leak detector during the work. Control (engineering)
  • Only F-gas certified engineers handle refrigerants. Control (procedures)
  • With flammable refrigerants (such as R32 or R290), remove ignition sources and use spark-free tools. Control (procedures)
  • Wear cold-rated gloves and safety glasses or a face shield. PPE
  • Test with water instead of air or gas where the system allows it. Never put water in refrigerant pipework, which is tested with dry nitrogen. Reduce / substitute
  • Keep people out of the test area with signs and barriers. Isolate
  • Use a calibrated gauge and a relief valve set to protect the system. Control (engineering)
  • Test to the pressure the system calls for and hold it for the set time. Never go over. Control (procedures)
  • Release the pressure fully before tightening anything or fixing leaks. Control (procedures)
  • Wear safety glasses or a face shield. PPE
Low (4)
5Restore power, test and record
  • Electric shock from live wiring
  • Poor housekeeping and waste
Workers, Occupants, VisitorsVery high (15)
  • Electric shock from live wiring: see step 1 for the full controls Control (procedures)
  • Order materials to size and send packaging back where you can. Eliminate
  • Put skips and waste chutes close to the work. Control (engineering)
  • Clean as you go, and do a full clean up at the end of each day. Control (procedures)
  • Keep exits, stairs and walkways clear at all times. Control (procedures)
  • Stack materials neatly on level ground, away from edges. Control (procedures)
  • Use a registered waste carrier and keep waste transfer notes for at least 2 years. Keep hazardous waste such as asbestos separate, with consignment notes (special waste in Scotland). Control (procedures)
  • Wear gloves when handling waste. PPE
Medium (5)

Method statement: sequence of work

  1. Isolate the unit, lock off and label, and prove dead
  2. Access units safely, from a ladder or roof with edge protection
  3. Clean filters and coils, wearing a mask for mould and dust
  4. Check refrigerant pressures with gauges
  5. Restore power, test and record

PPE

Safety bootsSafety glassesRigger glovesFFP3 dust maskInsulated electrical glovesArc-rated clothing and face shieldSafety helmetFull body harness and lanyardSun protection (sunscreen and neck cover)Half-mask respirator (P3 filters)Safety gogglesCoverallsChemical-resistant glovesFace shield

Plant and equipment

Hand toolsElectrical test equipment (multifunction tester)Podium stepPressure washer (jet wash)

Permits and plans

Permit to work (electrical isolation)Roof access permitWork at height permit

Emergency

Call 999. Add the nearest A&E, the assembly point and the first aider for your site.

Sign-off

Supervisor and every worker sign to confirm they have read and understood this RAMS.

Free RAMS template for air conditioning maintenance

Word (.docx) and PDF, A4 landscape, no email needed. Fill in your site details, then print or send it.

Word template (.docx)PDF template

Make yours in 2 minutes

Same document, filled in for your job. Answer a few yes or no questions, the crew signs on the phone, and you send the PDF.

Start this RAMS

Pre-start checklist for air conditioning maintenance

Tick these off before work starts. They come from the hazards, permits and equipment in this job.

The safe sequence of work

  1. Isolate the unit, lock off and label, and prove dead
  2. Access units safely, from a ladder or roof with edge protection
  3. Clean filters and coils, wearing a mask for mould and dust
  4. Check refrigerant pressures with gauges
  5. Restore power, test and record

Hazards to watch on air conditioning maintenance

The hazards most specific to this job, and the step where each one comes up.

Step 4Refrigerant leaksRefrigerant gas causes frostbite, pushes oxygen out of small rooms, and some types catch fire.
Step 3Mould and droppingsWater-damaged buildings, bird and rat droppings and dead animals hold mould and germs that cause breathing problems and infections.
Step 4Pressure testingA pipe, fitting or cap fails under test pressure and blows apart, hitting people nearby.
Step 1Stored energyEnergy left in springs, hydraulics, compressed gas, raised loads or capacitors releases suddenly and crushes or injures workers.
Step 2Falling from a roof edgeA worker slips or walks off the edge of a roof or gutter line and falls to the ground.
Step 3General dustDust from plasterboard, filler, cement and clean up irritates eyes and lungs and makes it hard to see.
Very likelyLikelyPossibleUnlikelyVery unlikelyHow bad it could be: Negligible to FatalBA
Highest risk on air conditioning maintenance: Very high before controls (B), down to Medium after controls (A), on the United Kingdom 5 by 5 risk matrix (likely and fatal becomes unlikely and major injury).

What changes on your site

This example covers the job itself. Your site may add more. Add controls for any of these that apply (the builder asks you these as yes or no questions):

  • Will anyone work at height, anywhere a fall could hurt them?
  • Will anyone work on a roof?
  • Is there a fragile roof, skylight or clear roof sheet?
  • Will you use a scaffold or mobile tower?
  • Will you use a MEWP (scissor lift or cherry picker)?

Why RAMS get rejected

Principal contractors send documents back for these reasons. This example avoids them, but check yours too.

  • The method statement is only a list of headings that repeats the risk table and never says how the work is done.
  • The method sequence does not match the risk assessment, for example the method strips the roof before the scaffold is handed over.
  • Residual risk is still High after controls with no extra measures or explanation.
  • It reads as copied: another firm, another address, or wording that does not fit UK sites. HSE warns that copying an example and adding your name does not satisfy the law.
  • Work on an older building with no reference to an asbestos survey.
  • Plant and access equipment listed with no inspection, thorough examination or competence evidence.
  • No briefing record, no revision history, or no named supervisor.

Questions

Do I need RAMS for air conditioning maintenance?

You must assess the risks of air conditioning maintenance and record the significant findings if you employ 5 or more people. On CDM sites the principal contractor will ask for RAMS before you start.

Who signs the RAMS?

The person who wrote it and the person who approved it sign and date it. Every worker signs the briefing register after it is explained to them, and the principal contractor reviews and accepts it before you start.

How long do I keep it?

Keep this RAMS, every revision and the signed briefing register with the site file for the length of the job, and keep a copy in your records afterwards.

What PPE is needed for air conditioning maintenance?

Usually Safety boots, Safety glasses, Rigger gloves, FFP3 dust mask, Insulated electrical gloves, Arc-rated clothing and face shield, Safety helmet, Full body harness and lanyard, Sun protection (sunscreen and neck cover), Half-mask respirator (P3 filters), Safety goggles, Coveralls, Chemical-resistant gloves, Face shield. The site rules may add more, so check with the principal contractor.

More heating and ventilation RAMS

RAMSAir Conditioning Installation10 stepsRAMSDucted Air Conditioning6 stepsRAMSBoiler Replacement6 stepsRAMSRooftop AHU Replacement6 stepsRAMSDuctwork Installation5 stepsRAMSF-Gas Leak Repair6 steps

Related jobs in other trades

DemolitionSoft StripAlso involves hazardous chemicalsElectricalConsumer Unit ReplacementAlso involves electric shock from live wiringBricklayingBrickworkAlso involves general dustScaffoldingScaffold ErectionAlso involves falling from a ladderRoofingRe-RoofingAlso involves falling from a roof edge

Toolbox talks for this job

Toolbox talkLadder SafetyToolbox talkCOSHH and Hazardous Substances

Blank RAMS template: free RAMS templates. Also for other countries: Australia (SWMS) · United States (JHA) · Canada (FLHA)

Sources