Start With The Room Or Area Measurements
Before a survey visit, measure the space where the cold room, freezer room, display chiller or air-conditioning unit will go. Write down the room length, width and height in metres, and note any beams, pillars, door openings or low ceilings that may affect the install. If it is an existing room, include the usable inside dimensions not just the building shell.
For cold rooms and freezer rooms, tell us the product type and the normal storage volume too. A room storing chilled milk, meat, vegetables or frozen stock may need a different layout to a floral cooler or a small back-of-house storage room. If you already know the target temperature, include that as well. Even a few degrees makes a difference to equipment selection and running cost.
Take Clear Photos Before The Visit
Photos save time, especially when the site is busy or access is limited. A few clear pictures from different angles help us understand what is already in place and what needs to change. This is useful for both new installs and service work, particularly in Durban, Umhlanga and along the coast where humidity and salt air can affect equipment condition.
- Take one wide photo of the whole area
- Take close-ups of existing units, pipe routes, control panels and drains
- Take photos of the roof space, ceiling void or plant room if it is safe to do so
- Take a photo of any damaged wiring, rust, ice build-up or water leaks
- Take a photo of the nearest parking point and access gate
If the unit is making noise, short cycling or tripping power, a short video can help us hear what is happening before we arrive. Please keep all doors closed as much as possible so the system state stays unchanged.
Confirm Power Supply And Electrical Details
Power supply details are one of the most important parts of a survey. Please tell us whether the site has single-phase or three-phase supply, what the main breaker rating is, and whether there is spare capacity for new equipment. If you do not know the exact figures, a photo of the distribution board can help us prepare questions for the site visit.
Also note where the nearest isolator, plug point or electrical point is located. For air-conditioning, cold rooms and display chillers, the power route can affect installation cost and shutdown planning. In industrial areas like Pinetown, we often need to factor in load-shedding support, backup supply arrangements and safe restart procedures after outages.
- Main breaker size if known
- Single-phase or three-phase supply
- Location of DB board and isolators
- Any generator or inverter backup on site
- Any recurring trips, burning smells or loose connections
Map Access For Trucks, Technicians And Equipment
Access can make a survey quick and easy or slow and costly. Please tell us where the site is in relation to the main gate, who the security contact is, and whether there are height limits, narrow passages or stairs. If the site is in a shopping centre, upper-floor office block or a coastal complex, we may need lift access, parking approval or a loading bay booking.
For roof work, let us know if there is a ladder point, permanent stairs, hatch access or edge protection already in place. If the unit sits in a tight back yard or above a shop, mention any dog leg passages, low branches or overhead cables. Good access notes help us bring the right tools first time and avoid delays on the day.
Share Site Rules, Compliance And Timing
Many sites have rules that affect when and how we can work. Please share them before the visit if possible. This includes induction requirements, PPE rules, sign-in procedures, noise restrictions, after-hours access and any permit process for roof or electrical work. If the site is in a body corporate, school, clinic, food store or factory, there may be extra paperwork or approved working hours.
If you need temperature logging, maintenance records or compliance checks, tell us what format you use and who must receive the report. That helps us prepare the right inspection points and avoid missing items. It also helps when the site has municipal or internal audit requirements and the records must line up with the work done on the day.
Use A Simple Checklist Before Sending The Request
Once you have the measurements, photos and access details, send them together with your contact details and preferred survey time. That gives us the best chance of visiting prepared, especially when we are covering Durban North, Glen Anil, Ballito, the South Coast and nearby industrial sites in one route.
- Site address and contact person on the day
- Room size, ceiling height and target temperature
- Photos or video of the area and existing equipment
- Power details and any generator or backup supply
- Access notes, parking instructions and security rules
- Any fault history, leaks, icing, noise or repeated trips
- Any deadline, trading hours or shutdown window
The more complete the information, the more accurate the quotation will be. It also helps us spot issues early, such as drainage problems, poor ventilation, undersized power or difficult access that could affect the final install and service plan.
What To Have Ready On Survey Day
On the day of the visit, please have someone available who knows the site and can answer questions about the building, the equipment and the daily operating routine. If stock needs to be moved or doors need to be opened, it helps to have a person on hand who can do that without delay. This is especially useful for busy trading sites where product cannot sit out for long.
Keep plant rooms, roof access points and equipment areas unlocked if possible. If there are keys, codes or a security escort needed, have them ready before the appointment time. A few minutes of preparation can save a lot of back-and-forth, and it often means we can give a better quotation with fewer follow-up questions.
