Air Source Heat Pump Maintenance: What Should Your ASHP Schedule Look Like?

As businesses across the UK continue to embrace sustainability and seek cost-effective energy solutions, Air Source Heat Pumps (ASHPs) are becoming a go-to solution for heating commercial spaces across the UK. With their energy efficiency, sustainability benefits, and lower running costs, they’re ideal for businesses aiming to reduce carbon emissions and overheads. According to the Energy Saving Trust, ASHPs can provide substantial savings on energy bills while significantly lowering carbon emissions. 

However, like all complex systems, Air Source Heat Pumps require regular maintenance to ensure optimal performance and longevity. In this guide, we’ll explain how ASHPs function, why they’re on the rise, and what a proactive maintenance schedule should look like especially for commercial properties. Additionally, we’ll take a closer look at how Sayes Service Ltd, with decades of experience in building services, can support your ASHP maintenance needs. 

How Air Source Heat Pumps Work 

Air Source Heat Pumps are a type of renewable energy heating system that uses ambient air to provide both space heating and hot water for buildings. Here’s how they work: 

1. Heat Absorption: An ASHP extracts heat from the outdoor air (even in cold weather) using a refrigerant gas, which is then compressed to increase its temperature. This process makes ASHPs capable of working efficiently even in lower outdoor temperatures, as noted by the Heat Pump Association. 
2. Heat Transfer: The heated gas is passed through a heat exchanger, transferring the heat into the building’s heating system—whether that’s underfloor heating, radiators, or hot water cylinders. 
3. Heat Distribution: The heat is then distributed through the building, ensuring consistent warmth and comfort, or stored in a tank for hot water use. 

What makes ASHPs particularly effective is their ability to work efficiently even in lower outdoor temperatures, making them a reliable and sustainable heating source throughout the year.  

The Growing Adoption of Air Source Heat Pumps 

The UK’s commitment to achieving net-zero carbon emissions by 2050 has driven businesses and organisations to look for alternative, greener heating solutions. ASHPs have gained significant traction due to their energy efficiency and ability to drastically reduce a building’s carbon footprint. 

In fact, the growth of ASHPs in the commercial sector has been exponential in recent years. The government’s push for renewable energy solutions, coupled with financial incentives and grants, has led to more businesses incorporating these systems into their buildings. For example, the UK government’s Renewable Heat Incentive (RHI) program encourages businesses to adopt renewable technologies.  

In addition to being an environmentally conscious choice, commercial air source heat pumps (ASHPs) offer substantial cost-saving advantages for businesses. Unlike traditional gas boilers, ASHPs are highly energy-efficient—delivering up to 4kW of energy output for every 1kW of electricity used. According to the Energy Saving Trust, businesses can save approximately £3,000 annually by switching to heat pumps, with other studies indicating that annual fuel cost savings can exceed 51%. Designed for efficiency even in temperatures as low as -20°C, ASHPs align well with the UK’s Net Zero targets while offering heating and cooling solutions with a projected 25-year lifespan if maintained effectively, outperforming traditional boilers in both durability and efficiency. 

The Role of Maintenance: What Sets ASHP Maintenance Apart 

While ASHPs offer numerous benefits, like any complex system, they require regular maintenance to keep performing at their best. However, the maintenance needs of an Air Source Heat Pump are quite different from those of traditional heating systems, such as gas or oil-powered boilers. 

Here’s how ASHP maintenance differs: 

1. Fewer Mechanical Parts: ASHPs generally have fewer moving parts compared to conventional heating systems, which means there is less wear and tear over time. However, this doesn’t mean that ASHPs are maintenance-free—regular checks are still needed to ensure everything is running smoothly. 
2. Heat Exchanger and Air Flow: Unlike traditional boilers that rely on combustion, ASHPs depend on the movement of air and the heat exchange process. It’s essential to keep the heat exchanger clean and ensure there’s no obstruction to airflow, as dust or debris can cause the system to work less efficiently. 
3. Refrigerant Levels: One of the most important maintenance tasks for an ASHP is monitoring refrigerant levels. If the refrigerant is running low or becomes contaminated, the efficiency of the system will be compromised, and it may not provide sufficient heating or hot water. Regular service checks ensure that refrigerant levels are maintained and help detect any leaks early. 
4. System Controls: With modern ASHPs being increasingly sophisticated, there are more advanced electronic controls and sensors to monitor system performance. Ensuring that these controls are calibrated and functioning correctly is a vital part of maintenance, helping to prevent breakdowns and improve energy efficiency. 
5. Outdoor Unit: The outdoor unit of an ASHP is exposed to the elements, meaning it’s prone to wear and tear from environmental conditions. Debris, leaves, and ice can accumulate in the outdoor unit, blocking airflow and reducing efficiency. It’s essential that the outdoor unit is checked regularly to prevent this.

Refrigerant Levels and Compliance Requirements

One of the most critical aspects of Air Source Heat Pump maintenance is monitoring and managing refrigerant levels. Many ASHPs use fluorinated gases (F-gases) like R410A or R134a, which are subject to strict regulations under the UK and EU F-Gas Regulation. These rules don’t just look at the weight of refrigerant but also its CO₂ equivalent, which factors in its global warming potential (GWP). This means that the frequency of leak checks depends on both the type and quantity of refrigerant used: 

• ≥5 tonnes CO₂e: Leak checks required at least once per year 

• ≥50 tonnes CO₂e: Every 6 months 

• ≥500 tonnes CO₂e: Every 3 months, plus a mandatory leak detection system 

Regular servicing helps ensure refrigerant levels are adequate, leak-free, and not contaminated—issues which can severely impact system efficiency and heating performance. It’s also essential that all refrigerant work is carried out by FGAS-certified engineers, who are trained to handle these substances safely and maintain accurate service records, including refrigerant quantities used and any leak test results. 

Newer systems using lower-GWP refrigerants like R32 may require less frequent servicing due to greater stability and efficiency, while systems using natural refrigerants (such as R290 or CO₂) have unique maintenance needs due to flammability or pressure considerations. Older units with phased-out refrigerants like R22 need closer attention, as they’re more prone to leaks and may have limited repair options. 

Air Conditioning Maintenance Schedule  

When planning a maintenance schedule for your ASHP, always ensure: 

• The refrigerant type is identified. 

• The CO₂ equivalent is calculated (for F-gas systems). 

• You work with FGAS-certified professionals (like those at Sayes Service Ltd) who can provide tailored servicing and compliance. 

Sayes Service Ltd: Ensuring Your Air Source Heat Pump Runs Smoothly 

At Sayes Service Ltd,  we have been dedicated to providing high-quality building services since 2006, and our expertise extends to Air Source Heat Pump maintenance. We understand that a heating system is critical to the smooth running of any commercial space, and we are committed to ensuring that your ASHP is performing at its very best. 

Here’s how Sayes Service Ltd can help you with your ASHP maintenance needs: 

1. Proactive Maintenance: Our team takes a proactive approach to maintenance, performing regular checks and servicing to prevent costly repairs and disruptions. We provide tailored maintenance plans that suit the specific needs of your system, helping you maintain optimal efficiency year-round. 
2. Expert Engineers: Our engineers are highly trained, experienced, and fully qualified with FGAS certification in servicing a wide range of building systems, including ASHPs. They are skilled at identifying potential issues early, helping you avoid breakdowns and unexpected costs. 
3. Comprehensive Service: From refrigerant checks and air flow assessments to general inspections of the system’s performance, Sayes Service Ltd offers a comprehensive ASHP maintenance service to ensure your system remains efficient and reliable. 
4. Minimised Disruptions: We understand that disruptions can have a significant impact on your operations. That’s why our maintenance services are designed to be as efficient and non-intrusive as possible, ensuring you can continue your essential activities without interruptions. 
5. Trusted Engineers: All our engineers are fully DBS checked, ensuring a high level of trust and safety when working in your building. With their extensive training and expertise, they provide reliable service and peace of mind, whether it’s for routine maintenance or addressing any issues that arise. 

 Why Regular ASHP Maintenance Matters 

As more businesses make the switch to Air Source Heat Pumps for their heating and hot water needs, it’s crucial to ensure that these systems are well-maintained to deliver the expected benefits. Regular maintenance not only extends the life of your ASHP but also maximises its efficiency, saving you money on energy bills and reducing your environmental impact. 

Sayes Service Ltd has been a trusted partner to many businesses since 2006, providing expert building services and maintenance solutions. With our proactive approach and dedicated team of experts, you can rely on us to keep your ASHP working at its very best. 

If you’re ready to ensure your Air Source Heat Pump is operating at peak performance, contact Sayes Service Ltd today to discuss our tailored maintenance services.