What Should a Ventilation Service Report Include?

When a council or manager pays for building-wide ventilation service, the deliverable isn’t just clean ducts — it’s the record that the work happened, what it found, and what’s outstanding. An invoice proves you paid. A report proves what you got. Before engaging any contractor (including us), it’s fair to ask what their reporting includes. Here’s the checklist we’d hold anyone to.

The essentials

Scope actually performed. Not the quote restated — what was done, system by system. If rooftop terminations were in scope, the report should say they were serviced, not leave it implied.

Unit-level completion status. For suite work, a per-suite record: completed, or not, with the reason. A report that says “building completed” while four suites were never entered isn’t a report; it’s a hope.

No-access units and the plan for them. Which suites, why, and whether they’re being caught up or carried to the next cycle. This is the item most often missing — and the one that matters most when something goes wrong in an unserviced suite later.

Deficiencies observed. Damaged ducting, failed fans, disconnected joints, blocked terminations — described in plain language, located specifically, and photographed where practical. Crucially: a clear statement of which items the contractor addressed and which need another trade.

Airflow results where tested. If airflow verification was part of the scope, the results belong in the report, not in a technician’s memory.

Next recommended service. A specific timeframe, with reasoning. This turns a one-off job into the start of a maintenance record.

Red flags

• A report that arrives weeks late, or only when you chase it
• Completion claimed at building level with no unit detail
• Deficiencies mentioned verbally but never written down
• No photos for conditions that would obviously warrant them
• “Everything looks good” as the entire findings section

Why we care this much

Documentation is one of our founding principles: the property should always know what was done, when, and what’s outstanding — in a format that survives council turnover and management changes. Our inspection and maintenance services are built around exactly the checklist above.