Why Regular Servicing Matters and How Smart Service Stickers Help Make It Easier
Published on: July 14, 2024
By Bash, Co-Founder
For anyone working in the service and maintenance industry, staying on top of routine checks and service schedules isn't just best practice — in many cases, it's a legal requirement. From landlords and housing associations to facilities managers and heating engineers, service compliance plays a major role in keeping people safe and systems running efficiently.
But with hundreds of assets, appliances and sites to manage, it's easy to lose track of due dates, service logs and documentation. That's where Smart Service Stickers come in — offering a simple way to digitise the process and make regular servicing more streamlined for both tradespeople and their clients.
In this guide, we'll break down the types of appliances that need regular servicing, who is responsible, how often servicing should be done, and what the risks are if it's ignored. We'll also explain how Smart Service Stickers give you a better, smarter way to handle it all.
What Is Regular Servicing and Why Is It Important?
Regular servicing means inspecting and maintaining equipment or systems on a recurring schedule. These checks are vital to ensure the equipment is safe, efficient and working as intended. In regulated industries, skipping scheduled servicing can lead to non-compliance, invalidated insurance or even fines.
But it's not just about ticking boxes. It also helps:
- ✅Prevent breakdowns and costly callouts
- ✅Extend the lifespan of equipment
- ✅Maintain energy efficiency
- ✅Provide a record of responsible management
- ✅Keep building occupants safe and informed
Whether it's gas safety checks or fire alarm inspections, recurring servicing is a key part of professional maintenance.
Common Equipment and Appliances That Need Regular Servicing
There's a wide range of systems that require ongoing maintenance. Some are governed by strict regulations, while others fall under best practice or manufacturer warranties. Here are some common examples across residential and commercial settings:
🏠 Residential
Boilers and Heating Systems
Annual servicing is recommended and often required by manufacturers and insurance providers. Landlords must carry out annual gas safety checks by law.
Heat Pumps
Require servicing every 12 months to maintain efficiency and warranty conditions. Some systems may need biannual checks depending on usage.
Fire and Smoke Alarms
Should be tested regularly and serviced annually. Landlords are required to ensure alarms are functional before a new tenancy and during tenancy.
Water Softeners
Need periodic salt refills and checks to ensure limescale protection continues to function.
Ventilation Systems (MVHR)
Filter changes and cleaning are needed every 6 to 12 months, depending on the environment and usage.
🏢 Commercial and Industrial
Fire Alarm Systems
BS 5839 recommends servicing every 6 months. For high-risk buildings, quarterly checks may be needed.
Emergency Lighting
BS 5266 requires monthly function tests and a full duration test every year.
Gas Appliances in Commercial Kitchens
Should be checked every 6 to 12 months to ensure gas safety compliance and reduce fire risk.
Air Conditioning and HVAC
Typically serviced twice a year — pre-season checks help ensure smooth performance and reduce energy bills.
Lifts and Escalators
Covered under the Lifting Operations and Lifting Equipment Regulations (LOLER). Regular inspections are legally required.
Water Systems (Legionella Risk)
Stored water systems and cooling towers must be checked and documented regularly under L8 regulations.
Who Is Responsible for Servicing?
Responsibility for ongoing servicing typically falls into one of the following roles:
👨💼 Landlords and Letting Agents
Legally required to maintain gas appliances, alarms and electrical systems in rental properties.
🏢 Facilities Managers
Handle servicing schedules across offices, factories, hospitals and schools. Responsible for compliance and building safety.
🏠 Homeowners
Expected to maintain heating systems, fire alarms and water systems for safety and efficiency.
🔧 Service Professionals and Contractors
Often hired to carry out inspections and servicing on behalf of landlords, councils, housing associations and commercial firms.
⚡ M&E Contractors and National Teams
Larger service providers must manage multi-site schedules, documentation and audit trails.
What Happens If You Don't Service Equipment on Time?
The consequences of missing service intervals can be serious. Here's what can happen:
⚖️ Legal Consequences
Fines, invalidated insurance and legal action if a tenant or worker is harmed due to equipment failure.
💥 System Failure
Unmaintained systems are more likely to break down, resulting in expensive emergency callouts and downtime.
📉 Reduced Equipment Life
Servicing helps spot small issues before they become major problems, extending the lifespan of assets.
💰 Increased Energy Costs
Systems that aren't serviced can run inefficiently, using more energy and costing more over time.
📞 Missed Business
When customers don't get reminders or forget their last service date, they might call someone else next time.
How Smart Service Stickers Make It All Easier
Managing regular servicing manually — with paper stickers, spreadsheets and notebooks — can be time consuming and inconsistent. Smart Service Stickers offer a practical upgrade by giving you a digital record that stays with the asset itself.
Here's how they work:
1. Stick It and Scan It
After completing a job or inspection, apply the Smart Service Sticker to the equipment. It includes a QR code that links to an online record.
Scan the code to access the service portal where you can:
- 📝Log the service details
- 📄Upload certificates or images
- 📅Schedule the next service date
- 🔔Set reminders for yourself or your customer
Each sticker includes two SMS credits and lifetime free email reminders — all without needing an app.
👉 Learn more or order now at www.smartservicestickers.co.uk
2. Set Reminders That Actually Get Seen
No more customers forgetting your name or losing your number.
Smart Service Stickers send reminders to your customer automatically when the next service is due. This includes:
- 📱SMS reminders that go directly to the customer's phone
- 📧Email reminders which are free and unlimited for the life of the sticker
For example:
- 🔥If you install a heat pump in January, the customer gets a reminder in December to book their annual service
- 🚨If you service a fire alarm in March, they get a reminder in September for the 6-month check
- ⚡If you complete PAT testing in June, they get a reminder the following June
3. Build Trust and Professionalism
Smart Service Stickers show customers that you're organised, professional and committed to ongoing service. They can see exactly what was done, when it was done, and when the next check is due.
This transparency builds confidence and makes it more likely they'll choose you for future work.
4. Reduce Admin and Paperwork
No more chasing customers for repeat bookings or trying to remember when you last serviced their equipment. The system handles reminders automatically, and all service records are stored digitally.
This means less time on admin and more time earning.
Who Benefits Most from Smart Service Stickers?
Smart Service Stickers are particularly valuable for:
- 🔧Gas engineers managing annual boiler services and safety checks
- ⚡Electricians handling PAT testing, emergency lighting and electrical inspections
- 🏢Facilities managers coordinating multiple contractors across different sites
- 🏠Landlords and letting agents ensuring compliance across property portfolios
- 🏭M&E contractors managing large-scale maintenance programmes
Getting Started with Smart Service Stickers
Ready to make regular servicing easier? Here's how to get started:
- Order your stickers from Smart Service Stickers
- Apply them during your next service — stick to the equipment and scan to register
- Set up service schedules and let the system handle reminders automatically
- Watch repeat bookings increase as customers get timely reminders with your contact details
Final Thoughts: Making Regular Servicing Work for Everyone
Regular servicing doesn't have to be a headache. With Smart Service Stickers, you can turn routine maintenance into a competitive advantage — building trust with customers, staying compliant with regulations, and securing more repeat business.
Whether you're a solo tradesperson or managing a large facilities team, Smart Service Stickers make it easier to stay on top of service schedules and keep everyone informed.
Ready to Streamline Your Service Management?
- ✅Automate service reminders
- ✅Build customer trust
- ✅Increase repeat business
- ✅Stay compliant with regulations