Start choosing air conditioning for a store by preparing information for a specialist. Record the floor area, ceiling height, window features, number of people and list of equipment. Ask them to justify the proposed solution for your premises.
Before buying, obtain written, itemized cost estimates. Compare equipment specifications, the conditions under which they were measured, the list of included items and warranties. Make your final choice after clarifying differences between the proposals.
Prepare a description of the premises for the specialist
For selecting ductless systems, specialists consider the size and characteristics of the premises, insulation, windows, solar exposure, ceiling height, people and appliances that generate heat. Prepare this information before the consultation. Use it as the starting information for discussion, and leave the professional calculation to a specialist.
- Floor area and layout. Record the dimensions of the sales floor and separate rooms. Include a simple plan showing partitions, windows and doors.
- Ceiling height. Specify it for each part of the premises if it varies.
- Insulation. Provide any information you have about the walls and insulation. If you do not have this information, note that and ask the specialist to verify it.
- Windows and sun. State the window dimensions, their orientation, the hours of direct sunlight and any existing shading.
- People. Separately record the number of employees and the approximate number of customers in the store at the same time. Distinguish normal occupancy from peak occupancy.
- Equipment. Make a list of appliances. Include model names and any available technical documentation so the specialist can determine which heat sources to account for.
Give the same description to all contractors whose proposals you plan to compare. Ask each to state which information they used and what else needs to be checked on site. If the starting information changes, tell everyone involved in the comparison.
Clarify ventilation separately
Most air conditioners for stores and offices do not provide ventilation on their own. Ventilation supplies fresh, clean air. So in your request to the specialist, state the cooling requirement and the question of fresh-air supply separately.
Describe the existing ventilation, if any. Ask how it will work together with the proposed air conditioner. If a supplier claims that a unit supplies fresh air, ask for confirmation for the specific equipment and an explanation of the proposed setup.
Compare specifications with the measurement conditions explained
Ask for technical documentation for the equipment in each proposal. Transfer the specifications you need into one table. Next to each figure, record the conditions under which it was stated.
| What to compare | What to ask them to clarify |
|---|---|
| Proposed cooling capacity | Rationale for the selection based on the information provided about the store |
| Electricity consumption | Value from the technical documentation and the conditions it applies to |
| Energy efficiency indicator | Name of the indicator and the conditions under which it was determined |
| Noise | Which indicator is stated and under what conditions it was measured |
| Cost and warranties | Itemized cost estimate and written warranty terms |
If the documentation lists EER2, keep its limits in mind: this indicator describes efficiency under specific test conditions, not throughout the entire cooling season. Do not use it as a ready-made forecast of store costs. Ask which indicators in the proposals you received can be compared under the same conditions.
Sound pressure level depends on distance and the acoustic environment. Before choosing based on a noise indicator, clarify the measurement conditions. Mark on the plan where employees work regularly and ask the specialist to explain the proposed equipment locations.
Clarify what is included in the estimate before paying
Get written, itemized cost estimates and compare cost, energy efficiency and warranties. Ask the contractor to describe the proposed equipment and work separately, list the included items and identify possible additional costs.
If an item is unclear, ask what it is for. If some work is missing from the estimate, ask in writing whether it is needed for the proposed solution and who will carry it out. Do not fill in the gaps with your own assumptions.
Illustrative example of preparing a request
Suppose a store has a 60 m² sales floor with a 3 m ceiling, two windows and two employees. Up to eight customers are expected on the sales floor at the same time. The store has lighting, checkout and refrigeration equipment. These are hypothetical details to illustrate how to prepare a request.
The owner adds a plan, describes the sunlight exposure of the windows and gathers documentation for the appliances. This package is sent to two contractors. If they propose different capacities, the owner asks each to explain the input data and assumptions behind the calculation. Do not try to convert the floor area or number of appliances into the required capacity yourself based on this example.
Before approving the order, check four things: the information about the store has been clarified, ventilation has been considered separately, specifications have been compared with the conditions taken into account, and the estimate details and warranties have been recorded in writing.
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