Air Quality Testing for Facilities Managers

The evidence problems facilities managers face

An occupant describes a room as stuffy, but the maintenance record only shows that plant is running. A cleaning contractor has completed ventilation hygiene work, but the close-out pack lacks independent verification. An audit asks for the basis of an inspection frequency, while budgets need to distinguish an immediate issue from planned improvement. Our assessment links the operational question to measured conditions, representative locations, traceable methods and a prioritised outcome.

• Complaint evidence that separates perception, occupancy and building conditions
• Independent checks supporting contractor verification and close-out
• Consistent records for landlord, insurer, policy or audit requirements
• Priorities that can be allocated to operational or capital budgets
• Repeatable methods for comparison across dates and occupied zones

A practical annual evidence plan

The sequence is tailored to the building, its ventilation strategy and existing obligations. The table illustrates how different evidence activities can sit within a year; it is a planning framework rather than a fixed timetable.

From scope to usable findings

We review floor plans, room use, occupancy, plant schedules, complaint records and relevant maintenance history before agreeing locations. IAQ work may combine real-time logging for CO₂, temperature, humidity, particulates or TVOC with laboratory sampling where a specific substance requires it. Ventilation hygiene assessment uses the appropriate inspection or test method for the system and question. The monitoring period is chosen to capture representative occupied conditions rather than a convenient isolated reading.

1. 1

   Define the decision

   Agree what the FM team must evidence and who will use the result.

2. 2

   Select representative areas

   Choose occupied zones, known concerns and suitable comparisons from plans and operating information.

3. 3

   Coordinate access

   Work with permits, security, tenant contacts and plant availability; out-of-hours visits can be arranged.

4. 4

   Report by responsibility

   Separate findings for FM action, landlord review, HVAC work, cleaning provision or further specialist assessment.

The audit evidence pack

A useful pack brings together the agreed scope, location plan, dates, occupancy notes, test method, results, photographs, limitations, recommendations and close-out evidence. Consistent references make changes visible across repeat work. A management summary supports internal review, while appendices preserve detail for auditors and contractors.

Working alongside your contractors

We assess independently and coordinate with the people who operate or maintain the building. The HVAC contractor can provide plant schedules, filter records and access; the cleaning provider can explain regimes and complete corrective work; fit-out teams can supply product and commissioning information. We test and report the condition or outcome without taking on the cleaning or mechanical repair, helping the facilities manager verify completion without marking the contractor's own work.

Budgets, escalation and follow-up

Findings are arranged by urgency and consequence so the next action is clear. A local adjustment is separated from a major plant project, while a broader hygiene concern remains visible. Seasonal or occupancy variation may justify repeat monitoring. After corrective work, focused verification can address the original finding and complete the building record.

Is this the right page?

This page is for client-side facilities leaders responsible for an occupier's or owner's buildings. FM service providers seeking a specialist subcontractor should use FM Contracts. Landlords and managing agents dealing with central plant, lease boundaries or tenant concerns should use the landlord assessment page.