Air Duct Cleaning for Property Managers: A Checklist

Property managers have a duty of care to the people who occupy the homes and buildings they're entrusted to manage. Among those duties is the duty to ensure the people inside the buildings are breathing clean, hygienic air. That sounds straightforward enough, but the ductwork that circulates the air in those buildings is constantly bombarded by airborne dirt, dust, pollen, and other contaminants. Enter air duct cleaning. Cleaning the ductwork helps ensure the people who depend on the property manager to provide a safe, clean environment are not disappointed.

Below, the team at Steve's provides a comprehensive checklist for property managers to determine whether the air ducts in their properties need cleaning.

1: Evaluate The Needs of the Building or Buildings Involved

Each property has a unique air quality profile. So before scheduling Steve's to clean your air ducts, perform a basic assessment of your building's needs, including:

• The age of the HVAC system: Older systems tend to attract more airborne debris.
• The local environment: Some places are dustier than others. This is especially true if construction is underway in the area.
• Feedback from tenants: If tenants are reporting respiratory distress or musty odors emanating from the air ducts, it's typically a sign that the ducts need cleaning.
• Maintenance history: When were the ducts last cleaned? If it's been more than a couple of years, it's time to call Steve's and order HVAC cleaning.

2: Make Sure You Enlist the Services of a Proven Professional

Not all duct cleaning companies are created equal. The National Air Duct Cleaners Association (NADCA) has established standards that duct cleaners should adhere to, including:

• Your duct cleaners should be able to prove they have comprehensive injury and liability insurance.
• The technicians should be NADCA certified
• They should have all the latest duct scouring equipment, including a negative-pressure vacuum system.
• The company should be able to provide you with references you can check.

3: Make Sure The Cleaning Company Inspects the Ducts Before They Start Cleaning

A reputable contractor will begin with a visual inspection of the ducts to ensure cleaning is necessary. During the inspection, they'll be looking for:

• Dirt, dust, and debris are visible inside the ducts once the vent covers are removed.
• Mold or moisture inside the ducts.
• Any signs that there are rodents, birds, or other pests living in the ductwork.
• Any damaged or disconnected ducts.

It's only after the inspection is complete and has turned up proof that cleaning is required that the cleaning process itself should commence.

4: Do Your Part by Preparing the Property

• On the day of the cleaning, the property manager should coordinate with the cleaner to ensure access to all areas where access is required.
• Make sure the HVAC system is shut down before work begins.
• Ask the technicians to seal vents in unoccupied areas to prevent the spread of debris.
• Remind tenants to cover valuables in rooms that will be affected, strictly out of caution.

Coordination between the duct cleaner and the property manager will help ensure a hassle-free cleaning and minimize disruptions for your tenants.

5: Oversee the Cleaning Process

This one largely depends on whether you can observe the duct cleaners without getting in the way or causing a distraction. If you wish to observe the cleaning process, it's also advisable to ask the duct cleaners in advance if they mind. There may be insurance or other considerations that complicate the process or make it inadvisable.

6: Perform a Post-Cleaning Inspection

Once the cleaning process is complete, perform a walk-through with the cleaning company to ensure:

• Vent covers and registers are clean and properly reinstalled.
• There is no dust or debris from the air ducts that has settled on flat surfaces like the kitchen table.
• That any odors you noticed before are now gone.
• That airflow feels uniform in every room.

7: Make Sure You Arrange for Ongoing Maintenance

The best way to ensure the air in the buildings you manage is always clean and hygienic is not to wait years between addressing the air ducts. You'll save time and likely money by scheduling regular maintenance visits from the pros at Steve's. Regular maintenance typically involves:

• Changing the air filter before it becomes clogged.
• Checking the airflow balance in the HVAC system and looking for equipment wear and tear.
• Inspecting the exterior of vents and registers, looking for early signs of trouble inside.

If any renovation or construction work is done on a property, have the air ducts cleaned immediately.

8: Manage Compliance

The duty of care we mentioned at the top of this piece is real and must be respected. As such, when it comes to vent cleaning, property managers should maintain a file containing all of the following:

• The credentials and certifications of the company that did the vent cleaning.
• Cleaning reports and inspection photos.
• A log tracking air filter replacements.
• Air quality issues or complaints originating from tenants.

Maintaining these records demonstrates to property owners and regulators that the property manager takes their responsibilities seriously.

9: Evaluate ROI

Cleaning the air ducts is not a free service, yet it often pays for itself in the long run by way of:

• Lower monthly energy bills: A clean HVAC system is one that does not have to work as hard, which should result in lower energy bills.
• Longer life for your HVAC equipment: Again, a system that is not constantly straining against itself is one whose component parts will last longer.
• Happier tenants: When tenants have fresh, clean, hygienic air to breathe, you are much less likely to be fielding complaints about foul odors or respiratory distress.

Conclusion

Air duct cleaning shouldn't be viewed as a one-off event but as part of the routine maintenance of your buildings, ensuring smooth operation and providing tenants with the clean, fresh air they deserve. Here's a bit more on the importance of NADCA certification.

Working with NADCA-certified professionals helps ensure your duct systems are inspected and cleaned according to recognized industry standards.

For Professional Duct Cleaning in Arvada, Contact Steve's

The team at Steve's has many years of experience cleaning and maintaining the ductwork of our residential and commercial customers in Arvada. If you want to ensure the ducts in the buildings you manage are always clean and hygienic, get in touch with Steve's today by calling us at 720-419-7792 during regular business hours.

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