The air conditioning inspection report must be kept in a safe place so that it can be used to inform subsequent inspections. It is recommended that the inspection report should be kept in the building log book, together with ongoing maintenance and/or energy records.

More recent buildings may already be provided with a building log book satisfying the requirements of Part L of the Building Regulations to provide the building owner or manager with information about the building, its fixed services and their maintenance requirements. Building log book toolkits providing guidance and example templates for the preparation of the log book and on its subsequent use are available from a variety of sources. The building log book would be the most suitable place to keep records of the air conditioning inspection, together with other such inspection results e.g. fluorinated greenhouse gas inspections. Where a log book does not exist, it would be useful to begin a file to keep these records.

The information that it would be helpful to keep in the building log book, or in a separate file if a formal log book is not available, includes:

• the preparatory details for packaged cooling systems or for centralised cooling systems. Further information can be found in sections 2.2 and 2.3 of the Chartered Institution of Building Service Engineers TM44, Inspection of air conditioning systems: a guide to EPBD compliance, guidance.
• a copy of the full signed report of the air conditioning inspection produced by the energy assessor
• the recommendation report and any data used to prepare an EPC for the building (where one has been produced)
• the advisory report produced to accompany a display energy certificate (if one is required)
• the reports from any other regular inspections, such as inspections for refrigerant leakage, involving the building's air conditioning or heating systems

This information can then be provided for subsequent energy inspections and it may help to minimise the time needed to carry out the inspections.