Office Indoor Air Quality Checklist For Facility Managers

Facility managers can check office indoor air quality by reviewing ventilation, CO₂, HVAC performance, filters, temperature, humidity, pollutants, moisture and occupant complaints.

A simple IAQ checklist makes these checks easier to manage. It helps identify potential problems early and shows where further monitoring, maintenance or corrective action may be needed.

This checklist covers key checks facility managers can use to review and maintain better office indoor air quality.

The checklist covers the key areas facility managers should review, including:

Start by checking whether occupied areas receive enough fresh outdoor air and whether air is distributed effectively throughout the office.

A well-maintained ventilation system should provide fresh air while removing stale indoor air. Check areas where employees report that the air feels stuffy or rooms become uncomfortable when occupancy increases.

During the check, look for:

CO₂ monitoring can provide a useful indication of whether a space has enough ventilation.

Check CO₂ levels in areas such as:

Look at readings alongside occupancy levels and ventilation conditions rather than treating CO₂ as a complete measure of indoor air quality.

HSE states that consistently higher CO₂ levels than 1,500 ppm in an occupied room indicate poor ventilation and that action should be taken.

The HVAC system plays an important role in maintaining office air quality. Regular checks can help ensure that equipment, controls and filters are operating correctly.

Check whether:

The right filtration level will depend on the building, HVAC system and air quality requirements. Make sure filters are suitable for the equipment rather than simply choosing the highest possible filtration level.

Supply vents, return grilles and outdoor air intakes need to remain clear so that air can move properly through the building.

Check that:

Keep vents and air intakes clear during routine inspections, particularly after furniture is moved.

Temperature is an important part of workplace comfort.

Check temperatures in different areas of the office rather than relying on one thermostat. Some rooms may become warmer or colder because of their location, occupancy, sunlight or HVAC configuration.

Look for:

Humidity and moisture problems can affect both indoor air quality and building conditions. High humidity can contribute to condensation and mould growth, while water leaks can create damp areas and unpleasant smells.

During inspections, check for:

Monitor relative humidity in different areas and look for unusual changes. As a general IAQ reference, the

EPA’s school IAQ guidance uses 30% to 60% relative humidity as a recommended range.

However, facility managers should consider the specific building, HVAC system and applicable guidance when setting operating targets.

If you find mould, dampness or water damage, identify and address the underlying moisture source rather than simply cleaning the visible problem. If an unusual odour persists, investigate its source. Odours can also come from cleaning products, chemicals, waste or poor ventilation.

Next, look for potential sources of indoor pollutants.

These may include:

Where possible, control pollutants at their source. This can include using less-polluting products, storing chemicals correctly and providing appropriate ventilation.

Volatile organic compounds, or VOCs, can come from products and materials used inside buildings.

Facility managers should investigate:

Consider VOC monitoring when there is a known source or an ongoing air quality concern.

Particulate matter, such as PM2.5 and PM10, can come from both indoor and outdoor sources.

Potential sources include:

Monitoring particulate matter can help facility managers identify changes in air quality and understand whether certain areas or activities are contributing to higher readings.

The air entering a building can affect indoor air quality.

Check whether the building is close to potential outdoor pollution sources, such as:

Also check the location of outdoor air intakes. They should be positioned so that avoidable outdoor pollutants are not unnecessarily brought into the building.

Ventilation needs can change depending on how many people are using a room.

Meeting rooms are a good example. A room may feel comfortable when used by four people but become stuffy when 15 people use it.

Compare actual occupancy with the building’s ventilation arrangements. Pay particular attention to rooms that regularly experience large changes in occupancy.

Changes to an office can affect airflow, ventilation and indoor air quality.

Review IAQ after:

A new wall, enclosed space or change in furniture placement can affect how air moves through a room.

After major changes, check whether ventilation, airflow, temperature and other IAQ conditions remain suitable.

Employee feedback can help facility managers identify recurring IAQ problems.

Keep a record of complaints about:

If several employees report the same issue in the same room, it may indicate a ventilation, HVAC or other building-related problem.

Occupant complaints should be treated as useful signals for investigation rather than as the only measure of IAQ.

Cleaning and activities that may introduce pollutants can affect indoor air quality.

Review:

Strong cleaning chemicals should be used and stored appropriately, with suitable ventilation where necessary.

Good housekeeping can also reduce dust and other potential pollutant sources.

One-off measurements provide limited information. Looking at trends can give facility managers a clearer picture of how conditions change throughout the day.

Depending on the building and its needs, monitoring may include:

Compare readings between different rooms and occupancy periods.

For larger offices, continuous monitoring can make it easier to spot changes and identify areas that need further investigation.

Rensair Cloud provides visibility into indoor air conditions, including PM, CO₂, TVOC, temperature and relative humidity, helping facility teams understand changes in building conditions over time.

The final step is to keep a record of what you find and what you do about it.

Your IAQ plan should record:

Review the plan after major changes such as office refurbishment, HVAC modifications, significant occupancy changes or water damage.

There is no single schedule that works for every office. The frequency should depend on the building, ventilation system, occupancy and known IAQ risks.

Look out for obvious issues such as:

HVAC equipment, filters, vents and other components should be checked according to the manufacturer’s maintenance requirements and the building’s maintenance plan.

For offices where IAQ changes throughout the day, continuous monitoring can provide more useful information than occasional manual measurements.

Carry out additional checks after:

The aim is to identify problems early and understand whether corrective actions are working.

Yes, air purifiers can provide additional air cleaning in office spaces, particularly where airborne particles need to be reduced.

Depending on the system, air purification can use technologies such as:

Room-level air purification can be useful in areas such as meeting rooms, open-plan offices and other occupied spaces where additional air cleaning is needed.

However, facility managers should consider the whole IAQ strategy. Ventilation, source control, filtration and monitoring can work together rather than relying on one solution alone.

For larger commercial buildings, solutions such as Rensair’s commercial HVAC approach can combine air purification, ventilation optimisation and IAQ monitoring.