Essential Documentation for an HVAC Inspection in Retail Stores

In the retail sector, having an efficient and compliant HVAC system is not only a matter of comfort for customers and employees, but also of regulatory compliance. According to the Regulation on Thermal Installations in Buildings (RITE) and current energy efficiency regulations, stores and businesses must have a series of essential documents to successfully pass an HVAC inspection.

Below, we review the most important documents your store should always have on hand:

1. Installation project or technical report

Depending on the power of the equipment, an approved technical project or a technical design report signed by an authorized installer is required. This document certifies that the installation meets the RITE requirements and guarantees that the system meets the needs of the premises.

2. Installation certificate

After commissioning, the installer must issue the thermal installation certificate, which demonstrates that the equipment has been installed in accordance with regulations and is functioning correctly. This certificate must be registered with the competent authority in the autonomous community.

3. Maintenance Contract

All commercial air conditioning systems must have a preventive maintenance contract with an authorized company. This contract ensures that the system is inspected periodically and provides proof of compliance with the mandatory RITE (Spanish Institute of Industrial Property) procedures.

4. Maintenance Book and Records

The system's use and maintenance manual, along with the maintenance book, are essential. It must reflect all actions performed: inspections, repairs, part replacements, and periodic checks.

5. Periodic Inspection Certificates and Reports

• Energy efficiency inspections: mandatory every 4 years for installations over 70 kW.

• Refrigerant leak reports (when using fluorinated gases): depending on the system's refrigerant charge, inspections must be performed quarterly, semiannually, or annually.

These documents demonstrate that the business complies with environmental and energy efficiency requirements.

6. Essential documentation to legalize an inspection

In addition, the store must keep:

• Registration of the installation in the autonomous community.

• Certificates of the renovations carried out.

• Communicated changes of ownership.

• Reports and registration documents.

Why is it important to have everything in order?

Successfully passing an HVAC inspection not only avoids fines, but also guarantees:

• Safety for customers and employees.

• Greater energy efficiency and reduced costs.

• Environmental compliance, especially with regard to refrigerant gases.

In the retail sector, where customer experience is everything, having legal, safe, and efficient HVAC is key to providing a comfortable and healthy environment.