Do water coolers need servicing? Signs to watch out for
Since water coolers are a great way to promote hydration, you can find them in most offices, schools, airports, and even homes these days. However, what keeps the water tasting good and the cooler functioning properly?
Water coolers require maintenance to ensure optimal performance and hygienic conditions, just like any other appliance. If you don’t the taste of the water can be impacted, and how efficiently your cooler works could also come into question, as there will be a buildup of dust, bacteria, and mineral deposits.
Not only does routine maintenance of your cooler keep the water pure and safe to drink, but it also helps your cooler last longer.
Here, we respond to the query: Do water coolers require upkeep and repair? We talk about the necessity and frequency of carrying out specific tasks.
Do water coolers need servicing or maintenance?
Yes, water coolers need servicing and maintenance. Here’s why.
Water coolers, whether installed in a busy office or cosy home, are essentially like any other appliance. They need to be regularly attended to to stay in working order.
Two types of coolers:
- Bottled water coolers: Large water bottles are placed on top of a cooler system. The water flows through a reservoir and is cooled.
- Mains-fed water coolers: These are connected directly to the building’s water supply. A water filter inside will take away impurities so you’re left with crisp, fresh water.
Both types of water coolers have internal parts, such as tanks, pipes, and dispensing taps, which will get dirty over time.
Every touch and refill of your water cooler has the potential for bacteria and germ transfer. If you don’t clean your cooler regularly, dirt will build up.
Stop your cooler from breeding harmful bacteria by cleaning and sanitising it regularly and having it serviced by a qualified provider.
If you don’t look after your water cooler…
Aside from posing health risks, not looking after your cooler could impact how it functions:
- Efficiency: The cooler’s ability to heat or cool water effectively can be impaired by mineral deposits and biofilm buildup within.
- Taste: Contaminated water isn’t going to be easy to drink, you’ll have a strange taste with every sip.
- Equipment lifespan: Make your cooler last longer by addressing small problems early on.
What regular maintenance involves
To be honest, the majority of us simply refill our bottles and leave without giving it a second thought. But your cooler is putting in a lot of effort that you don’t see. Here’s what you can do:
Cleaning and sanitisation
Plan a deep clean every 3 to 6 months. Think of it like spring cleaning for your hydration hub – only more often if it’s in a high-traffic area (open-plan offices, we’re looking at you).
What needs cleaning?
- The outside parts: Taps, drip trays, and buttons need to be wiped down weekly. They are touched the most and can harbour bacteria.
- Inside parts: Bacteria and mineral buildup can occur in the reservoir and water lines. Use a food-safe cleaner to flush the system.
Why it matters:
If you don’t clean the inside, a slimy, undetectable layer of bacteria, called biofilm, can stick to the surfaces. Not only will it make your water taste and smell bad, it’s unhealthy to consume and once it’s there it’s harder to get rid of.
Filter replacement (for mains-fed units)
It’s likely that your cooler has a filter operating in the background if it is directly connected to your water supply. Sediment, chlorine, and other contaminants are eliminated from tap water by the filter.
When should you replace it?
It is recommended that you replace your filters every six months. However, you may need to change them sooner if you live in an area with hard water or work in a busy office.
Signs your filter’s ready to retire:
- Water starts to taste or smell a bit off
- The flow rate slows down
- Indicator lights, only on certain models, let you know it’s time
Mechanical check-ups
If the water’s not coming out chilled, it might be time to check on your cooling element. Over time, dust and wear can reduce its performance.
Hot tap: If your model also dispenses hot water, make sure that the heating function is still working properly and safely.
Pressure and flow: A sudden trickle instead of a steady stream? There could be a blockage, air in the line, or a problem with the pump. Routine checkups get you on top of small problems before they’re big issues.
6 Signs Your Water Cooler Needs Servicing
Notice something off with your water cooler? It might be trying to tell you that it’s due for a checkup. Here are some common red flags that pop up—and what they usually mean:
2. Strange taste or odour
If your water suddenly has a weird aftertaste or smells a little funky, that’s a big red flag. It could mean that there is bacterial growth inside the reservoir, a dirty spout, or an overdue filter.
Fix it: Time for a deep clean and possibly a filter replacement. Nobody wants to drink musty water when they’re after a fresh, crisp drink.
2. Unusual noises or leaks
Is your cooler suddenly gurgling, humming, or leaking a mysterious puddle on the floor? Mechanical wear, a failing pump, or worn-out seals. Leaks may also signal that there are internal condensation problems or a loose connection.
Fix it: Don’t ignore those noises—get it checked out before a small drip turns into a full-blown spill.
3. Water is not cold (or hot) enough
Lukewarm water when you’re expecting an icy refreshment or a piping hot cuppa? A faulty thermostat, heating element, or cooling compressor may be to blame.
Fix it: If adjusting the settings doesn’t help, the internal parts likely need repair or replacement.
4. Slow dispensing or reduced flow
Cups and glasses shouldn’t take an age to fill, you could have clogged filters, a mineral buildup or air pockets.
Fix it: Start with a filter check and look for visible residue in the spouts or tubing.
5. Visible mould, scale, or residue
Seeing white chalky stuff, slime, or mouldy spots anywhere near your cooler? Stop using it. A lack of regular cleaning, high mineral content in the water, or a poor seal allowing air and bacteria inside.
Fix it: This calls for immediate sanitisation and possibly replacing parts like nozzles or drip trays.
6. Flashing lights
If your cooler has a digital display, don’t ignore those blinking lights. If ignored, overdue maintenance, low water levels, or internal faults could lead to bigger issues.
Fix it: Check your manual for what each alert means, and address it sooner rather than later.
How often should water coolers be serviced?
Water coolers might seem like low-maintenance appliances, but regular servicing is essential to keep them dispensing crisp, clean water. Here’s our recommended maintenance schedule and why it matters.
Routine maintenance: The basics
A general guideline for both bottled and mains-fed water coolers is to perform a thorough cleaning and sanitisation every six months. This routine helps prevent the buildup of bacteria and mineral deposits, helping water remain safe and fresh-tasting.
Home vs office: Different needs
In a house where usage is typically lower, servicing your water cooler every six months should be enough. However, if your cooler is frequently used or stored in a humid place, consider cleaning it more often.
Office environments typically have higher traffic and usage. To maintain its hygiene and performance, it’s best that the water cooler is serviced every three months.
High-traffic areas
Places like gyms, schools, and public waiting areas are likely to be constantly used, making them hotspots for potential contamination. In these high-traffic environments, more frequent servicing—potentially every two to three months—is recommended for clean water and an effective cooler.
Filter replacements
For mains-fed units equipped with filters, replacing the filter every six months is commonly recommended. But if you notice that the water is poor or the cooler is used heavily, you might need to replace it more frequently.
Establishing a maintenance routine
To keep your water cooler in top condition:
- Daily: Wipe down external surfaces and clean the drip tray.
- Monthly: Inspect for any signs of wear or leaks.
- Every 3-6 months: Perform a thorough cleaning and sanitisation, and replace the filters as needed.
Can you service a water cooler yourself?
The short answer? Yes – but only to a point. There are a few things you can handle on your own with a cloth, some warm water, and a bit of scrubbing. But when it comes to more technical stuff, it’s better to let the pros step in. Here’s how to split the load.
What you can safely handle at home in the office
You don’t need to be a technician to keep your water cooler looking fresh and working well day-to-day. Here’s what you can take care of:
- Wiping down exterior surfaces
- Emptying and rinsing the drip tray
- Basic descaling for limescale build-up
- Checking for visible issues
What’s best left to the experts
Even the most diligent user shouldn’t try to handle everything. Some parts of the cooler are more delicate or need specialised tools and training:
Internal santisation: Getting inside the cooler’s reservoir or tubing requires proper equipment and technique. DIY attempts can lead to contamination if not done properly.
Filter replacements (for plumbed-in models): Sure, you could change the filter if you’ve done it before – but getting the right fit, flushing it correctly, and checking for leaks is often better handled by someone trained.
Electrical or mechanical diagnostics: If the water’s no longer cold (or hot), or the unit’s making strange noises, poking around the inside could void the warranty – or worse, cause damage.
In short, do what you can, but don’t hesitate to tag in the pros when it’s needed. A little expert help goes a long way in keeping your cooler running smoothly – and your water tasting exactly like it should.
What happens during a professional water cooler service?
A standard water cooler service is more than just a quick rinse. Here’s what you can typically expect to happen:
1. Visual inspection
First up, a general once-over. The technician will check for leaks, cracks, or any signs of wear and tear.
2. External cleaning
Taps, buttons, and panels get cleaned with a food-safe sanitiser. The drip tray is emptied and scrubbed.
3. Internal sanitisation
This is the big one. The internal reservoir and water lines are flushed with a sanitising solution and thoroughly rinsed to remove any residue. This helps kill bacteria and prevent slime or biofilm from forming in the future.
4. Filter check or replacement
Filters are swapped out if needed. Some services also include a water quality check to ensure the filter is working as it should.
5. Mechanical and electrical testing
They’ll test the cooling and/or heating functions, check flow rate, inspect any thermostats or pressure controls, and make sure all of the connections are secure.
6. Final rinse and resassembly
Once cleaned and checked, the unit is put back together and flushed with clean water to make sure there aren’t any cleaning solution leftovers.
Most standard services will take at least 30 minutes per cooler to complete. There’s little downtime, but obviously there will be some disruption. If you think it’s going to be a problem, schedule your maintenance for early in the day or during off-peak hours.
Benefits of regular servicing
Regular maintenance and servicing of your water cooler isn’t just about ticking a box, it’s about keeping your water cooler running properly and your water clean and refreshing. If you’re due for one, don’t put it off. Your future self, and your taste buds, will thank you.
Health and safety compliance
In shared spaces like offices, schools, or waiting rooms, hygiene standards aren’t optional, they’re expected. Regular servicing means you stay on top of regulations around drinking water safely.
Consistently fresh-tasting water
Let’s be honest, nobody likes water that smells a bit weird or tastes like metal. Regular servicing means there’s no lingering odours and no mystery floaters.
Cost savings in the long run
Serving your cooler is like a prevtative TLC for your machine. Fixing a worn-out seal is much cheaper than replacing a busted compressor. When you catch problems early you’re less likely to develop breakdowns, need fewer callouts and suffer from fewer headaches.
Better perfomance, longer use
Your cooler runs smoother with routine maintenance. Your parts will last longer, so the need for a new unit won’t be anytime soo.
Why choose Cool Water Company for servicing and maintenance?
When it comes to keeping your water cooler running like it should, you don’t want just anyone poking around. That’s where we come in.
Cool Water Company brings together the experience, coverage, and service-first attitude that make regular maintenance feel easy. We take the hassle out of water cooler servicing. You focus on staying hydrated – we’ll handle the rest.
Want to chat about a custom plan for your space? Get in touch with our team today.