1. Confirming your appointment and site details
When you book with Aircon Warehouse, we confirm the service type, site address, contact person and the best time slot for access. For installations in the Lowveld and North West, this includes checking whether the work is for a wall split, cassette, portable setup, replacement unit or commissioning. If the premises are in a complex, office park or factory yard, please give the gate rules, security contact and parking instructions upfront.
We also ask for a brief description of the area where the unit will go, including room size, wall material, ceiling height and where drainage can run. That helps us bring the correct equipment and avoid delays on the day.
2. Make the site ready before the crew arrives
Please make sure the area is clear, safe and easy to reach. A clean working area saves time and helps our team complete the install neatly, especially where ceilings, roof spaces or outside brackets are involved. If there are fragile items, loose carpets or furniture in the way, move them before we arrive.
- Clear a working space around the indoor and outdoor unit positions
- Unlock gates, roof access points and service passages
- Make sure power is available at the site, or tell us if a temporary supply is needed
- Keep pets and children away from the work area
- Tell us about alarms, security beams or access codes in advance
If you are unsure what must be prepared, ask before the appointment. It is better to sort it out earlier than to lose a booking slot on the day.
3. What we need for installation and replacement work
For new installations and replacement units, the site must allow proper mounting, pipe routing, drainage and final testing. In some buildings, municipal or body corporate rules affect where the outdoor unit can be fixed or where condensate can drain. If approval is needed, please arrange it before the booking date.
We may need access to a ladder, roof, ceiling void, plant room or service corridor depending on the setup. Where a previous air-conditioner is being replaced, please tell us if the old unit is still running, already removed, or if the old piping must be reused.
- Let us know if the wall is brick, hollow block, gypsum board or cladding
- Confirm whether single-phase power is available at the unit position
- Tell us if the outdoor unit must sit on a slab, brackets or a roof frame
- Advise if there are long pipe runs, multiple floors or difficult access points
4. Rescheduling, late changes and no-access visits
If you need to move the appointment, tell us as early as possible. We plan crews, vehicles and stock around the day’s route, so late changes can affect other customers in Mbombela, White River, Hazyview, Klerksdorp, Potchefstroom and Rustenburg. If a site is not ready, access is denied, or the responsible person is unavailable, the booking may need to be moved to the next open slot.
Where a visit is cancelled after the team has already travelled, a call-out or rebooking charge may apply. The same can happen if the site is not accessible, if keys or access codes are missing, or if power and required approvals are not in place. We try to be fair, but travel time and labour have to be covered.
5. Load-shedding, power cuts and weather delays
Load-shedding, local outages and severe weather can affect commissioning, gas checks and fault finding. If the power is off when we arrive, some testing cannot be completed properly. In those cases, we may do the work that can be safely done and return when power is available, or reskedule the final test.
Heavy rain, lightning, high winds and extreme heat can also slow outdoor work, especially where roof access or wall brackets are involved. In the Lowveld, coastal humidity is less of a factor than inland damp, but moisture still affects electrical terminations and drainage checks. We will always put safety first.
6. Payment, extras and site-specific costs
Booking terms also cover any extras that only become clear after site assessment, such as longer pipe runs, extra brackets, ceiling access, wall chasing, pump work or electrical corrections. If the job changes once on site, we will explain the added cost before proceeding. That way there are no surprises when the invoice is issued.
Trade pricing applies to our stock and agreed services, but site conditions can still change the final amount. If you need a formal quote for procurement, body corporate approval or a landlord sign-off, ask for it before the appointment date. Please note that all prices are subject to confirmation based on the actual site conditions and materials used.
7. After the job: handover, servicing and follow-up
Once the installation or service is complete, we will run through the controls, set the unit for first use and check that the area is left tidy. Keep the handover notes, warranty details and service record in a safe place. If you notice noise, leaking, poor cooling or a fault after the visit, contact us soon so we can advise on the next step.
For scheduled servicing, gas top-ups, deep cleaning and fault finding, regular access matters just as much as the first booking. If your business, home or rental property has changing access rules, please update us before the next visit. That helps us keep the job moving without repeat trips.
