When investing in air conditioning, most buyers focus on the equipment.

But in reality, the success of your system depends on the process behind it.

At Industrial Cooling Equipment Ltd, we’ve seen countless systems that have been installed by competitors underperform not because of poor equipment, but because of shortcuts or holes in design, planning, and installation.

This guide walks you through our end-to-end process, showing exactly how we eliminate those risks and deliver systems that perform properly from day one.

 

Step 1: Your Enquiry – Starting the Process

Every project begins with your enquiry.

You can contact us via:

  • Website enquiry form (recommended)
  • Email (with drawings, layouts, or photos)
  • Telephone

The more detail you provide upfront, the faster and more accurately we can respond.

Once received:

  • Your enquiry is logged on our system
  • A confirmation email is sent (usually within an hour)
  • It’s assigned to our projects team

From there, we move quickly to arrange a site survey.

Step 2: Site Survey – Understanding Your Requirement Properly

We don’t send “sales reps.”
We send experienced engineers who understand how systems perform in real environments.

During the survey, we:

  • Measure all areas requiring air conditioning
  • Assess building construction fabric and insulation
  • Record glazing size, type, and orientation
  • Record lighting and any other soucres of electrical heat load.
  • Record the number of people occupying the space
  • Any mechanical ventilation

This is critical.

For example:

  • Southwest-facing glazing can generate significantly higher heat loads
  • North-facing spaces behave completely differently

We also:

  • Identify indoor and outdoor unit locations
  • Plan pipe routes
  • Balance performance vs budget

A shorter pipe run, for instance, can reduce cost but only if it still delivers the required performance. We’ll explain these trade-offs clearly.

 

Step 3: Heat Load Calculations – Designed, Not Guessed

Many contractors size systems using rough rules like “watts per square metre.”

We don’t.

We carry out full heat load calculations based on your actual building and usage.

Incorrect sizing causes major issues:

Undersized systems:

  • Can’t reach temperature
  • Run constantly
  • Shortened lifespan

Oversized systems:

  • Higher capital cost
  • Increased running costs
  • Inefficient operation

We eliminate both by designing the system exactly for your requirement.

 

Step 4: Equipment Selection – Right System, Right Budget

Once we know the exact requirement, we select the most suitable equipment.

We work with leading manufacturers including:

This allows us to offer:

  • Premium, market-leading systems
  • Cost-effective alternatives

We recommend what’s right for your application, not what’s easiest to sell.

 

Step 5: Detailed Quotation – Full Transparency

Our quotations are designed to remove uncertainty.

They clearly set out:

  • What’s included
  • What’s excluded
  • Equipment specifications
  • Design assumptions
  • Heat load methodology

Example: Electrical Works

We typically include:

  • Interconnecting wiring between indoor, outdoor units and controllers.

We typically exclude:

  • Mains power supply to outdoor units

However, we can include this if required, the key is clarity upfront.

 

Step 6: Order Placement – Simple and Clear

To proceed, we require:

  • Written acceptance (email or signed quote), or
  • Purchase Order (if applicable)

For new customers:

  • A simple online new client form is completed (takes around 5 minutes)
  • Company details are set up on our system

Deposits may be required:

  • Typically only for projects over £10,000
  • Or where no prior trading history exists

This allows us to move quickly into delivery.

 

Step 7: Handover to Your Project Manager – Dedicated Management

Once your order is received:

  • The project is set up on our system
  • A dedicated Project Manager is assigned
  • An order acknowledgement is issued

Your Project Manager is your single point of contact from this stage onwards.

 

Step 8: Pre-Start Site Meeting – Eliminating Problems Early

For most projects, we carry out a pre-start site meeting.

During this visit, we:

  • Review the full project scope in detail
  • Reconfirm equipment locations
  • Walk through pipework routes
  • Identify installation challenges early

We also:

  • Confirm client responsibilities (e.g. electrical mains)
  • Assess access requirements (lifts, scaffolding, working hours)
  • Access H&S requirements
  • Take site photos and notes for our engineers

If your site is operational, we also plan:

  • Working hours
  • Phased installation
  • How we minimise disruption to your staff and operations

 

Step 9: Planning, Procurement & Safety (RAMS)

Before installation begins:

  • Equipment is ordered
  • Programme and timescales are agreed

We issue:

  • Risk Assessments & Method Statements (RAMS)

These are project-specific and ensure safe, controlled delivery.

 

Step 10: Installation – Professional, Controlled Delivery

Installation begins on the agreed date and is carried out by experienced engineers, managed by your Project Manager.

We focus on:

  • Quality workmanship
  • Safety
  • Minimising disruption

 

Step 11: Commissioning – Making Sure It Works

Once installed, we:

  • Test system performance
  • Set operating parameters
  • Verify correct operation

We then:

  • Produce commissioning reports
  • Complete job documentation
  • Obtain client sign-off

 

Step 12: Quality Assurance – Final Checks

Before completion:

  • Installation is reviewed internally
  • Photos are recorded
  • System performance is verified

Only once everything meets our standards do we finalise the project.

 

Step 13: Handover Documentation

You will receive:

  • Operation & Maintenance (O&M) manuals
  • Commissioning reports
  • Relevant certification

Everything you need for operation and compliance.

 

Step 14: Aftercare & Maintenance

After completion:

  • Final invoice is issued
  • We provide a maintenance proposal

This ensures your system continues to:

  • Perform efficiently
  • Remain reliable
  • Avoid costly breakdowns
  • Extends warranties.

 

Why This Process Matters

Most air conditioning problems don’t appear immediately, they show up later:

  • Systems not reaching temperature
  • High energy bills
  • Poor reliability

These issues almost always stem from:

  • Poor design
  • Incorrect sizing
  • Lack of planning
  • Poor installation

Our process is designed to eliminate those risks from the start.

 

Ready to Get It Done Properly?

If you’re planning an air conditioning installation and want it done right from enquiry through to long-term support,  speak to Industrial Cooling Equipment Ltd.

Because the difference isn’t the equipment itself, a Mitsubishi Electric system is the same no matter who supplies it.

What really matters is how it’s designed, installed, and supported and that’s what ultimately determines how well it performs.