A bit of preparation can go a long way in making your TM44 inspection smoother, faster, and less disruptive for your business. It also helps ensure you get the most value from your report – with insights that support greater system efficiency and compliance.
TM44 surveys are a legal requirement under the Energy Performance of Buildings Directive (EPBD) for commercial air conditioning systems with a combined output of over 12kW. By preparing in advance, you can help the assessor complete a full and accurate evaluation of your systems while minimising downtime and disruption.
At ACI Reports, we understand that preparation isn’t always easy in a busy operational environment. That’s why our assessors work flexibly around your schedule. Even completing a few of the steps below can make a noticeable difference to how smoothly your TM44 survey runs and how quickly your report is delivered.
ACI Reports provides accredited TM44 inspections nationwide, delivering accurate reports with actionable insights to support compliance and improve system performance.
What Is a TM44 Survey & When Do You Need One?
A TM44 survey is an independent assessment of your air conditioning systems, carried out by an accredited energy assessor. It reviews how your systems are installed, maintained, and operated – assessing efficiency in line with CIBSE’s (Chartered Institution of Building Services Engineers) TM44 guidance.
Under UK regulations, TM44 inspections are required at least every 5 years for buildings with a combined cooling capacity over 12kW. This includes most commercial, public, and industrial premises with split, VRF, or centralised cooling systems.
The TM44 inspection report identifies opportunities to:
- Improve system performance and reliability
- Reduce energy consumption and running costs
- Demonstrate compliance with the EPBD
Failing to maintain a valid TM44 certificate can lead to enforcement action and financial penalties. More importantly, regular inspections provide insight into system efficiency, helping you plan maintenance and energy management strategies more effectively.
How to Prepare for a TM44 Inspection [5 Steps]
At ACI Reports, we make compliance simple. We know you have day-to-day priorities, so our approach is flexible. That said, taking a few minutes to complete some basic preparation can make your TM44 inspection quicker, easier, and more valuable.
1. Gather All System Documentation
The most effective way to streamline your TM44 inspection is to have all relevant documentation ready before the assessor arrives. This allows for a more complete assessment and reduces the need for follow-up queries or site revisits.
Documents to collate include:
- Previous TM44 reports – useful for comparison and to track historical compliance or performance trends.
- F-Gas records – evidence of leakage checks, refrigerant top-ups, and any corrective actions undertaken.
- Maintenance logs – detailing service visits, filter changes, coil cleaning, and repairs.
- System specifications and manuals – installation documents or manufacturer data sheets for all major equipment.
Gathering this information early ensures the assessor can complete their review without interruption and with a clear understanding of your systems. It also provides immediate evidence of compliant maintenance and a solid basis for evaluating energy performance.
2. Ensure Access to All Units
Once documentation is prepared, the next priority is to confirm that all air conditioning units are safely accessible for inspection. Limited access is one of the most common causes of delay during a TM44 survey.
Before the inspection:
- Plant rooms – ensure they are clear, accessible, and that keys or entry codes are available.
- Outdoor condensers – remove obstructions, such as debris, stored materials, or vegetation.
- Indoor units – if equipment is located above ceilings, ensure panels can be safely removed and that access ladders are available.
- High-level or restricted areas – confirm safe access routes and compliance with site health and safety procedures.
Carrying out these checks in advance prevents lost time during the inspection, avoids the need for a follow-up visit, and ensures the assessor can complete their work safely and efficiently.
3. Check System Controls & Operation
With access arranged, the next step is to confirm that the air conditioning system is operating normally and that all controls are functioning as intended. This allows the assessor to observe day-to-day performance and identify opportunities for improved efficiency.
Key checks include:
- System operation – ensure the equipment is running in standard cooling or heating mode.
- Controls and thermostats – verify that thermostats, sensors, and timers are functional and set correctly.
- Building Management System (BMS) – if applicable, arrange temporary viewing access so the assessor can review set-points and scheduling.
When the system is running correctly, the assessor can make a more accurate evaluation of performance controls – a core part of every TM44 inspection – and provide recommendations that reflect real operating conditions.
4. Designate a Point of Contact
Before the TM44 survey, assign a single point of contact to support the assessor throughout the visit. This ensures that any operational or technical questions can be answered immediately. Ideally, this should be someone familiar with the air conditioning systems, such as a facilities or maintenance manager, who understands how they’re used and maintained.
The energy assessor may need to clarify details such as fault history, control schedules, or system access during the visit. Having a knowledgeable representative on hand helps keep the inspection running smoothly, reducing potential delays and preventing information gaps in the final TM44 report.
5. Provide Building Layouts & Background Information
During the visit, the assessor will also need to understand how your building operates. Clear layouts and usage details provide valuable context about how the air conditioning systems are used and controlled day-to-day.
Where possible, provide:
- Floor plans – showing the locations of air conditioning units, zones, and plant areas.
- Building usage details – outlining occupancy patterns, operating hours, and how different spaces are used.
This information helps the assessor interpret system performance accurately and make recommendations that reflect your actual building use – ensuring the TM44 report is both precise and genuinely useful to your business.
Supportive, Flexible & Results-Focused TM44 Inspections
Preparing in advance can make your TM44 inspection smoother and less disruptive – but don’t worry if everything isn’t quite ready. Our assessors understand that buildings are busy, operational environments, and we’re used to working flexibly around your schedule.
Even with limited access or documentation, we’ll complete the inspection efficiently and provide a clear, practical report with actionable recommendations to help you stay compliant and improve system performance.
ACI Reports provides accredited TM44 surveys nationwide, delivering clear, practical reports with actionable insights to support compliance and improve system performance.