One problem, handled methodically
Commercial RTU repair or replacement: what to document first.
Compare repair and replacementThe useful first move is not to guess whether the unit should be repaired or replaced. It is to create a short, comparable record that a qualified contractor can diagnose and price.
Safety first: Do not open energized equipment, climb onto a roof, or attempt refrigerant or electrical work. Use authorized building procedures and a properly licensed contractor.
Build a one-page failure record
- Identify the affected operation.List the spaces, tenants, products, processes, or hours at risk.
- Record the equipment identity.Use the asset tag, manufacturer, model, serial number, approximate installation date, and serving zone if these are safely available in existing records.
- Describe the symptom without diagnosing it.Examples: no cooling, intermittent shutdown, unusual noise, water where it should not be, repeated breaker trips, or poor airflow.
- Collect the repair history.Include dates, invoices, repeated components, refrigerant additions, and unresolved recommendations.
- Set the business deadline.State when the space becomes unusable or when a temporary operating measure stops being acceptable.
Ask every bidder for the same decision evidence
| Question | What a useful answer contains |
|---|---|
| What failed, and what evidence supports that diagnosis? | Measurements, observations, fault history, and the distinction between the failed component and the underlying cause. |
| What does the repair restore? | A precise scope, excluded items, warranty, expected downtime, and risks that remain after the repair. |
| What does replacement change? | Capacity basis, electrical and curb implications, controls, ventilation, crane or roof logistics, commissioning, permits, and warranty. |
| How will the occupied building stay operational? | Sequence, temporary measures, access plan, safety responsibilities, and communication points. |
| What would change the quoted price? | Written assumptions, allowances, exclusions, and approval rules for change orders. |