1. 1Map the impact instead of collecting complaintsList affected rooms, current occupancy, available alternatives and whether cooling, heating or ventilation is lost. Record conditions at representative locations and times using appropriate instruments. A thermostat reading in an empty corridor does not describe the occupied classroom next door. Identify sensitive occupants through appropriate staff without circulating private health information.
2. 2Set a decision owner and review timeLeadership and safety staff should decide whether activities continue, relocate or stop using the site plan, occupant needs and applicable requirements. There is no single temperature in this guide that makes every building safe. Record who decides, when conditions will be reviewed and what changes require immediate escalation.
3. 3Give the HVAC team a high-quality escalationSend equipment identification, affected zones, observed symptoms, alarms and relevant work history. Distinguish observed facts from suspected causes. Ask for attendance time, diagnostic milestones and temporary options. Refrigerant, electrical and controls work belongs to qualified personnel; a manager should not pressure staff to bypass protective devices to restore comfort.
4. 4Evaluate temporary cooling or heating as equipmentBefore rental equipment arrives, confirm suitable electrical supply, exhaust or condensate needs, placement, noise and safe access. Qualified staff must assess installation. Do not assume a portable cooling unit restores required ventilation. Do not use combustion equipment indoors as an improvised fix. Keep hoses and leads out of exit routes.
5. 5Verify the repair in occupied conditionsCheck representative spaces over time rather than declaring success when the unit starts. Ask the contractor what failed, what was repaired and whether the solution is temporary. Log any deferred parts, return visit and monitoring responsibility. Give occupants a concrete update, including how to report continuing problems.

Adapt this example to confirmed facts and approved instructions. Replace every bracketed field before sending. Never issue an all-clear without the responsible authorization. Cooling is unavailable in [area]. Activities are moving to [location] while conditions are assessed. Service is scheduled for [time]; that is an arrival estimate, not a repair completion time.

• Room conditions, times and occupancy impacts • Relocation decisions and temporary-equipment approvals • Contractor findings, room checks and follow-up owner

Before leaving or changing shifts, name the next responsible person, outstanding restrictions, expected contractor attendance and the next decision time. Confirm they received the handoff. Keep emergency work, temporary measures and permanent corrective work as separate tracked items so the visible symptom does not become the only thing that gets closed.

Free BuildingWrench downloads. The PDFs are in English.

• HVAC Outage Impact & Temporary Accommodation Plan — English PDF
• Occupant Emergency Notification Templates — English PDF
• Emergency Contractor Dispatch & Scope Form — English PDF

• Using comfort complaints as the only measure of risk
• Confusing air movement with restored ventilation
• Accepting a running compressor as proof that occupied rooms have recovered