The cleaning is half the job. Proving it happened is the other half.
Detailed Documentation
Clear, comprehensive reports after every service.
Regulatory Support
Helps you meet local, state and federal requirements.
Actionable Insights
Identify issues early and plan proactive maintenance.
Peace of Mind
Confidence that your systems are clean, safe and compliant.
When an auditor, an insurer, a health inspector or a utility program administrator asks whether your equipment was cleaned, a good answer is not enough. They want the record.
Every job Northeast Coil performs produces one. We document each piece of equipment we service: what it was, what condition we found it in, what we did, and anything we identified that needs attention. Reports are delivered through our cloud storage system, so the file is available when someone is standing in your building asking for it.
The requirements around cooling and water systems have tightened significantly over the past decade, and cooling tower compliance is now a documented obligation rather than a best practice.
ASHRAE Standard 188 established the framework requiring buildings with cooling towers to develop and maintain a documented, site-specific water management program, with ASHRAE 514 expanding on it. CMS requires water management program compliance for Medicare and Medicaid participating facilities. The Joint Commission requires hospitals and nursing care centers to maintain a program addressing Legionella and other waterborne pathogens. Several states have added cooling tower registration, routine testing and mandatory reporting on top of that, and insurers increasingly ask to see the program before they write the policy.
These frameworks share one thing: they are built on documented, verifiable records. A program that exists on paper but cannot show the maintenance was performed is not a program.
Northeast Coil does not write your water management program. We perform the cleaning it calls for, and we give you the record that proves it was done.
Utility energy efficiency programs across the Northeast offer incentives to commercial and industrial facilities that reduce energy consumption. Cleaning cooling towers, chillers, condensers and coils produces exactly the kind of measurable reduction these programs are built to fund.
Nearly all of them require documentation that the work was actually performed. That is where most facilities get stuck, and it is why customers call us for reports on jobs completed months ago.
We provide the documentation these programs require as a standard part of every job. Rebate eligibility, incentive amounts and program requirements vary by utility and change from year to year, so check with your provider on specifics. What we can tell you is that when they ask for proof of service, you will have it.
Cooling towers and air handlers that are not maintained do not just lose efficiency. They become places where bacteria multiply, and cooling towers in particular are the most common source of large Legionella outbreaks in commercial buildings.
Documented cleaning is part of how a facility demonstrates it took reasonable steps toward Legionella prevention. In an investigation, an insurance claim or litigation, the records establish that the maintenance program was real. Whether or not anyone ever asks, they should exist.
- Identification of each piece of equipment serviced
- Condition found and work performed
- Water makeup and quality test results, where applicable
- Photographs documenting condition before and after
- Equipment deficiencies identified for follow-up
- Written certification of cleaning, for cooling tower work
- Date, location and technician record
- Cloud-based access so the file is available when you need it
Cooling Tower Cleaning
Fill Replacement Report
Chiller Tube Report
Condenser Coil Report
Evaporator Coil & AHU Report
Warehouse Cleaning Report
Display Case Cleaning Report
Maintenance Report
Track scheduled service and equipment condition.
If you are preparing for an audit, building a water management program file, or putting together a rebate submission, tell us what you are up against and we will tell you what we can provide.
What documentation do we need to show our cooling tower was cleaned?
Most programs and auditors look for records showing when the cleaning was performed, what was cleaned, the condition of the equipment and who performed the work. Northeast Coil provides written certification of cooling tower cleaning along with a detailed service report covering all of it.
What proof do utility rebate programs require?
Requirements vary by utility and program, but they generally require documentation that the work was performed, including equipment detail, dates and scope. We provide this as a standard part of every job. Confirm specific requirements with your utility program administrator, since they change from year to year.
How long should we keep cooling tower maintenance records?
Retention requirements vary by jurisdiction and program, and several frameworks call for records to be retained for multiple years and available during an inspection. Because our reports are stored in the cloud, retention is not something you have to manage.
Do your reports make our facility compliant?
No, and we would be careful with any vendor who tells you otherwise. Compliance is the facility’s responsibility and involves more than cleaning: a documented water management program, monitoring, testing and corrective action procedures. What we provide is verified documentation of the cleaning portion, which is a required element of essentially every framework.
What is a water management program?
A documented, site-specific plan for controlling waterborne pathogen risk in building water systems. It covers system inventory, hazard analysis, control measures, monitoring and corrective action. ASHRAE Standard 188 sets the framework, and CMS and the Joint Commission require it in healthcare settings. Northeast Coil performs and documents the cleaning your program calls for.
Can you provide reports for work completed previously?
Yes, for work we performed. Reports are retained in our cloud storage system and can be retrieved when you need them, which comes up often when a facility is assembling a rebate submission or preparing for an audit.
Do you provide documentation for every service, or only cooling towers?
Every service. Cooling towers, chiller tubes, condenser coils, air handlers, walk-in and warehouse refrigeration and display cases all produce a documented report.