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Maintenance and operation of mechanical ventilation: Responsibilities of residents and housing companies

Writer's picture: Mikael DenutMikael Denut

Updated: Jan 28

Mechanical ventilation is an essential component of modern residential construction, particularly in apartment buildings and other multi-unit properties. A well-functioning ventilation system ensures that indoor air is healthy and pleasant to breathe, enhancing comfort and well-being. Effective use and maintenance of mechanical ventilation require the shared responsibility and cooperation of both residents and housing companies. This article outlines the tasks assigned to residents and those that fall under the housing company’s responsibility. See also Mechanical ventilation: facts and challenges.


Proper maintenance of ventilation systems is crucial not only for indoor air quality but also for fire safety. Section 13 of the Rescue Act emphasizes the responsibility of building owners and holders to ensure that ventilation equipment does not pose a fire safety risk.


An IVAeris employee is replacing the Velco replacement air valve filter in an apartment. New filters, cleaning cloths and the replacement air valve packaging are visible on the table.


Ventilation maintenance: Residents’ responsibilities


1. Cleaning the ventilation valves

Residents should check and clean their ventilation valves regularly. The surfaces of the valves collect dust and dirt, which can reduce airflow and the efficiency of the ventilation system. The valves can be cleaned with a damp cloth or brush without using chemical cleaners.


Exhaust valve cleaning instructions

The person rotates or pulls the exhaust valve out of place without touching the valve disc (center part).

Rotate or pull the exhaust valve out of its place, but do not touch the valve disc (center part).






The picture shows an exhaust valve with a loose nut and not tightened to the valve.

If the position of the central part of the valve has changed (the nut is loose), it is necessary to measure and readjust the air volume. Contact an air conditioning specialist.





In the picture, a person marks the exhaust air valve with its location (e.g. bathroom, toilet) to ensure that the valves are not mixed up.

If the center nut is only slightly loose, you can tighten it. Mark its location on the valve (e.g. WC, so the valves are not mixed up).





A person washes the exhaust valve and its intact seal with dishwashing liquid.

Wash the valve and intact seal with, for example, dishwashing liquid.







The picture shows a broken exhaust valve seal, which can be replaced with a new seal purchased from a hardware store.

If the seal is broken, you can buy a new one from a hardware store.







The person rotates or presses the exhaust valve back into place.

Rotate or push the valve back into place.




Instructions for cleaning inlet valves and LTO


Download Aeris' tips for cleaning ventilation equipment:



2. Filter replacement

Many mechanical ventilation systems have filters that collect dust and other contaminants. Depending on the type of system, filters may be located in the ventilation unit or in the make-up air valves (residents often call these supply air or fresh air when the house has exhaust ventilation). The most common make-up air valve is the Velco. The Velco fabric filter should be replaced at least once a year or as soon as it looks clearly blackened.


During the procedure, turn the ceiling fan to minimum power or off, if one is in use, as even a gravity system has replacement air valves whose filters need to be replaced. Residents must replace these filters according to the manufacturer's instructions, usually at least every six months for supply and exhaust ventilation. Regular maintenance of the filters ensures that ventilation works efficiently and indoor air remains clean.


Velco replacement air valve filter replacement instructions

A hand pulls a Velco replacement air valve out of the wall for filter replacement.

Hold the outer flange of the vent and pull it out of the wall.







A person installs a new filter over the frame threads of a Velco replacement air valve.

Carefully remove the old filter (it may release significant dust) and seal it in a plastic bag.






A person attaches a new filter over the frame threads of a Velco replacement air valve, preparing the valve for reinstallation.

Turn the new filter inside out and roll it over the vent’s frame wires, ensuring the seams are inside.






A person pulls the Velco replacement air valve over the black sealing ring of the filter, ensuring a tight fit.

Pull the filter over the black sealing ring on the vent’s neck for a tight fit.






A person installs a Velco replacement air valve back into the wall after changing the filter.

Reinsert the vent, twisting as needed to secure it tightly against the wall.






The person rotates the Velco replacement air valve to the left of the plate to ensure that the valve does not close completely in freezing temperatures.”

Rotate the vent plate at least half a turn to the left past the “click point” to ensure it doesn’t fully close during freezing temperatures, maintaining continuous ventilation.





Download Aeris' instructions on how to replace the Velco replacement air valve filter:



IVAeris employees replace the bag filters of the centralized supply and exhaust ventilation system in the IV machine room.a.

3. Following the operating instructions

Residents should adhere to operating instructions for the ventilation system. This includes appropriate use during activities such as cooking or showering, which increase moisture and odors. Continuous operation of the system should also be ensured, avoiding extended shutdowns.


4. Monitoring and reporting

Residents should monitor the ventilation system’s performance and report any issues or abnormal noises to the housing company. Early detection and reporting help prevent major problems and ensure timely maintenance.

An IVAeris employee maintains a large ventilation duct in an industrial space, ensuring the system is operating efficiently.

Housing company responsibilities for ventilation maintenance



1. System maintenance and inspections

Housing companies are responsible for arranging regular maintenance and inspections of the ventilation system. This includes professional cleaning of ducts, equipment inspections, and necessary repairs. They must ensure the system operates optimally and meets legal requirements.


2. Procurement of filters

Although residents replace filters, housing companies often handle the procurement and distribution of filters to residents. This ensures the filters are appropriate and meet required quality standards.


3. Distribution of operating and maintenance instructions

Housing companies must provide residents with clear operating and maintenance instructions for the ventilation system. Instructions should cover grille and filter cleaning, system monitoring, and reporting practices.


4. Notifying residents of maintenance activities

Housing companies must inform residents of planned maintenance activities and inspections in advance. This helps residents prepare and ensures smooth execution of maintenance work.


An IVAeris employee is preparing to install a ventilation duct at a maintenance site, checking the fit of the duct parts.

The use and maintenance of mechanical ventilation requires the active participation and cooperation of both residents and the housing company. Residents are responsible for cleaning ventilation valves, replacing filters, following operating instructions and reporting any problems. The housing company is responsible for regular maintenance and inspections of the system, purchasing filters, distributing operating and maintenance instructions and informing about maintenance measures. Cooperation ensures that the ventilation system works efficiently and that the indoor air remains clean and healthy for all residents.



Responsibilities of property owners regarding ventilation

Homeowners have a significant responsibility for maintaining the functionality of their ventilation system and indoor air quality. Here is a brief guide for homeowners on the maintenance and upkeep of their ventilation system:


1. Regular maintenance and inspections

Homeowners should arrange for regular maintenance and inspections of their ventilation systems at least every five years, or more frequently if the system is heavily used or its condition requires it. This includes professional duct cleaning and system inspection.


2. Filter replacement

Filters must be replaced regularly, usually every 3–6 months or per the manufacturer’s recommendations. This ensures efficient system operation and clean indoor air.


An IVAeris employee chooses a filter for an air handling unit at an HVAC wholesaler.

3. System monitoring

Owners should monitor the operation of the ventilation system and react quickly to any problems, such as abnormal noises, reduced airflow, or odors. Any problems detected should be repaired by a professional without delay.


4. Following the operating instructions

The operating instructions for the ventilation system must be followed carefully. This includes, among other things, continuous use of the system and proper adjustment to ensure sufficient air exchange and optimal system performance.


5. Documentation

It is important to keep all documents related to the maintenance and inspections of your ventilation system. This will help you monitor the condition of the system and ensure that all necessary measures have been carried out on time.


We recommend signing a maintenance contract with IVAeris Oy for the maintenance of your ventilation system. Our professionals perform maintenance twice a year, ensuring optimal system operation and indoor air quality. This way, you can be sure that your ventilation is always in good condition and health risks are minimized. Contact us and request a quote for a maintenance contract!



 

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IVAeris Ltd.

010 206 3000

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