Contents of this guide
Note: most of the manufacturer guides in this list (Carrier, Trane, DOE) are written for residential equipment. NREL’s rooftop unit guide is the source specific to commercial equipment. Adapting them to an office is Radar Panamá’s judgment.
Six safe checks
- Thermostat. It should be in cool mode with the desired temperature set. The DOE adds checking the batteries. Carrier · DOE.
- Breaker and fuse. Look for a breaker in the off position or a blown fuse. Carrier warns that electricity is dangerous and that a breaker should be reset only by someone comfortable doing so. Carrier.
- Filter. A clogged filter restricts airflow and reduces cooling capacity. Before cleaning or changing it, Trane says to turn the unit off and switch off the breaker that powers it. Trane.
- Ice or frost. If ice is visible, the system is switched off immediately to avoid compressor damage. On the thermostat, switch from cool to off and let it defrost. If the unit freezes again after changing the filter and clearing the drain, it is time to call a technician. Trane.
- Condensate drain. The DOE says to check that it is not clogged. On units with an overflow switch, a drain blocked by dirt, mold or spider webs can shut down the compressor and the condenser fan. Trane.
- Outdoor condenser. Clear leaves and debris from the fan, the compressor and the condenser. DOE.
Symptoms and common causes
| Symptom | Common cause | Who fixes it |
|---|---|---|
| Air comes out, but barely cold | Dirty filter or dirty coils, which reduce cooling capacity and make the system run longer | The manager changes the filter; the coil, a technician |
| Frost on the copper line | Dirty filter, blocked return or low refrigerant | Switch off the unit; technician if it repeats |
| The unit does not start | Thermostat, breaker, fuse or a clogged drain with an overflow switch | The manager checks; if it persists, a technician |
| Runs for hours and does not cool | Refrigerant leak or dirty coils | Certified technician |
| Turns on and off frequently | Worn compressor and fan controls | Technician |
Sources: DOE, ENERGY STAR, Carrier and Trane.
What not to do
- Switching the unit on and off again and again. The DOE warns that cycling too often wears out the compressor and fan controls.
- Touching the electrical connections. The DOE says to contact a professional to check them.
- Topping off gas without finding the leak. The EPA recommends asking the technician to locate and repair the leak instead of just recharging. See the EPA guide.
- Leaving the refrigerant to just anyone. In the US, the EPA requires Section 608 certification for anyone handling refrigerant and lets you ask the technician to show a credential. It is a rule of that country, useful as a reference for asking a contractor about their training. EPA requirements.
After the emergency
Equipment that fails during working hours has almost always been giving warnings. NREL’s guide for commercial rooftop units recommends checking filters, coils and the condensate drain every quarter, and refrigerant lines every year, and notes that routine maintenance reduces the risk of failure and downtime. See the NREL guide. The same guide suggests that a contract define whether it includes emergency repairs, on which days and hours, and how quickly the contractor must respond. The article on the maintenance contract details what to demand.
Climatiza Panamá, an HVAC service company in Panama City, says its contract clients get a priority attention line and a preferential rate on corrective work. Its Priority level adds the priority attention line and minor corrective work included, and its website has an Urgencias (emergencies) WhatsApp button.
Does your air conditioning fail often, or do you want to stop finding out only after it fails?
Climatiza Panamá maintenance comes at three levels; contract clients have a priority attention line.
Frequently asked questions
Why is the office air conditioning not cooling?
The most common causes are a misconfigured thermostat, a dirty filter, dirty coils, a frozen evaporator, a clogged drain or a refrigerant leak.
Can I keep using the air conditioning if it has ice?
No. Switch it off immediately and let it defrost. Running with a frozen evaporator can damage the compressor.
What should I check before calling the technician?
The thermostat, the breaker and fuse, the filter, whether there is ice, the drain and that the outdoor condenser is clear.
Who can recharge the refrigerant?
A trained technician. If the unit loses refrigerant there is a leak, and the right move is to locate and repair it, not just recharge.
Does a maintenance contract cover emergencies?
It depends on what was agreed. Climatiza says its contract clients have a priority attention line and a preferential rate on corrective work.
Related articles
Sources
- DOE, Energy Saver 101: home cooling, common problems and basic maintenance.
- Carrier, air conditioner not blowing cold air and Carrier, troubleshoot an AC that is not working.
- Trane, causes of a frozen evaporator coil, Trane, overflow switch and Trane, troubleshooting.
- ENERGY STAR, maintenance checklist.
- NREL, rooftop unit (RTU) maintenance guide.
- EPA, Section 608 certification requirements and EPA, homeowner FAQ.
- Climatiza Panamá, contract maintenance.
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