Essential Care of Your Water Cooler

By Ann Vickery

Office Watercoolers (SW) Ltd. is a member of the British Water Cooler Association who are the organisation responsible for developing and maintaining quality standards for the water cooler industry in the UK.

The water cooler delivered to your premises is a high quality appliance, which will give you trouble free operation as long as the following simple guidelines are observed. Prior to installation, your cooler has been thoroughly inspected and sanitised in our workshop to ensure that the purity of the water dispensed is not compromised in any way.  The following guidelines are designed to ensure that this quality is not prejudiced once it is in your possession.

It is recommended that a member of your staff is nominated to be responsible for the cooler and to act as liaison with us.

Safety Factors

Do Not    

  • Change the fuse rating from that installed by us
  • Leave the cooler plugged into the power supply with no water in the cooler.
  • Use a plumbed in water cooler if you are informed of mains water problems


  • Unplug cooler if out of water or machine leaks
  • Report any cooler malfunctions to us
  • Report water taste or appearance problems to us
  • Load bottles onto the cooler following normal Health and Safety Manual Handling guidelines
  • Ensure that the Sanitisation Programme is maintained by contracting us if there is any doubt
  • Allow at least 70mm for ventilation around the cooler

Replacing the Bottle


  • Place a new full bottle by the side of the cooler
  • Remove tamper-evident label from the bottle cap
  • Wipe around probe with a clean disposable towel
  • Lift bottle over the probe in the cooler top following normal Health and Safety Manual Handling guidelines
  • Store empty bottles safely awaiting collection by our staff

Do Not   

  • Refill the bottle from the tap   
  • Throw away the empty bottle, it has a refundable deposit

Location Factors

Do Not Locate Cooler or Store Bottles:

  • Outside in the open air   
  • In direct sunlight   
  • In a dusty, unventilated or humid environment   
  • On an uneven or sloping surface or one with water on it   
  • In, or close to, a lavatory   
  • Near contaminating materials   
  • Where a flood may cause serious damage i.e. Laminate floors.

Hygiene Factors

Do Not   

  • Use the cooler bottle as a storage shelf for food or plants   
  • Pour any unused water or beverages into the drip tray   
  • Touch the nozzle of the dispensing tap   
  • Leave cooler without a bottle on top   
  • Use sprays, mists or vapours around the cooler                                   


  • Empty the drip tray (located under dispensing tap) and wash out regularly   
  • Wipe the outside surfaces of the cooler with a sanitising agent e.g. Milton or Liquid Dettox   
  • Use the water bottles in rotation and check the 'use by' dates   
  • Drink within three weeks of loading the bottle onto the cooler

We have specific guidelines for schools, hospitals hospices and homes for the elderly on request.

If you require any further advice
or assistance please telephone us on:

01454 332845

© 2018 Office Water Coolers

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