It’s easy to underestimate the complexity of your water cooler but, believe it or not, what goes on inside it is crucial to your water cooler functioning properly and safely.

What A Standard Service Includes

During the service visit, the water cooler sanitizing of the water cooler dispensing taps and cold tank internal lines is also carried out. The filters are replaced for the cold and hot water dispensing of the water cooler and the seals around the bottle or main connection are checked for signs of leakage or deterioration. The cold tank is also opened up to check for signs of limescale build up or residue left behind.

How Often Servicing Should Happen

Mains-fed water coolers that are located in busy offices, restaurants, hotels, gyms, etc. would normally be serviced every 3 months, whereas a bottle-in-a-chest type cooler located in a quiet back office may be serviced every 6 months. Many offices and gyms across Wales service their water coolers every 3 to 4 months due to the harder mains water found in many parts of the country causing limescale buildup within the cold tank.

Warning Signs Between Visits

The few indicators listed below should prompt action before the next scheduled service. If any of these indicators are present on their own they are likely minor problems but when seen in unison they may indicate a problem that requires a call out to service before the next scheduled service. See also Water Coolers Wales. More detail on Welsh Government guidance for workplaces is set out in the published guidance.

Simple Checks Staff Can Do

Between water cooler services it is easy to check the coolers between visits for staff to wipe down the area around the water dispenser and the tap(s) with a clean cloth, to empty and rinse the water in the drip tray to stop water from standing in the tray, and to check that the water bottle(s) or main water connection are seating properly and are not leaking.

Why A Servicing Record Matters

There is little merit in keeping a record of service dates, filter changes etc even if requested by third parties. In all cases the log of service dates etc will provide evidence of the attempt to provide the safest water system for occupants and that the water system has not been left to deteriorate for an extended period and to become a breeding ground for bacteria. The risk of legionella bacteria in water systems that are not correctly and regularly maintained is well documented by health and safety bodies. Stagnant water in pipes and tanks is perfect for the growth of legionella bacteria and regular servicing of the water cooler can help to prevent these problems.

Getting a water cooler properly serviced is one of the simplest things you can do to prevent problems with your water cooler, and it saves a lot of hassle in the long run.

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