Office Water Cooler Rental: A Simple Guide for UK Businesses

Office Water Cooler Rental: A Simple Guide for UK Businesses

Office Water Cooler Rental Explained

Office water cooler rental is the easiest way to give your team fresh, chilled water all day without buying a machine outright. You pay a fixed monthly fee, and your supplier installs the cooler, looks after it and fixes it if something goes wrong.

At Cotswold Coffee, we have been keeping UK businesses hydrated since 1993. Our in-house engineers install and service water coolers for offices, schools, hospitals and hotels, alongside the commercial coffee machines we are known for.

This guide covers the types of cooler you can rent, what it costs, what the law says and how to get set up.

Key takeaways

  • Office water cooler rental gives your team chilled, filtered water for a fixed monthly cost, with no big upfront spend.
  • Mains-fed coolers connect to your water supply, so there are no heavy bottles to order, store or lift.
  • UK law says employers must provide an adequate supply of wholesome drinking water that staff can easily reach.
  • Most rental plans include installation, servicing, filter changes and repairs, which keeps the water clean and safe.
  • We can pair your water cooler with a coffee machine and consumables, so you deal with one supplier and one service team.

In this guide

Office Water Cooler Rental vs Buying Outright

You can rent or buy a water cooler for your workplace. Both work, but they suit different businesses. Here is how they compare.

What matters Renting Buying
Upfront cost Low. You pay a set monthly fee. You pay the full price on day one.
Servicing Usually built into the plan. Arranged and paid for separately.
Repairs Handled by your supplier on most plans. Your cost once the warranty ends.
Budgeting Same cost every month. One large cost, then running costs.
Upgrades Easy to change model at the end of the term. You sell or replace it yourself.

When office water cooler rental makes sense

  • You want to spread the cost rather than pay a lump sum.
  • You do not have a facilities team to handle cleaning and repairs.
  • You want fixed pricing you can plan around. Our rental contracts come with guaranteed pricing for the whole agreement.
  • Your office might grow or move, and you want the freedom to change things later.

When buying might suit you better

Buying can work if you plan to keep the same cooler for many years and are happy to book your own servicing. We offer both, and we will tell you honestly which fits. If you are weighing the same choice for a coffee machine, our guide to commercial coffee machine lease vs purchase uses the same thinking.

Which Water Coolers Can You Rent for Your Office?

There are three main types in our water coolers and boilers range. The right one depends on how many people you have, how much space there is and whether you need hot water too.

Mains-fed water coolers

A mains-fed cooler, sometimes called a plumbed-in cooler, connects straight to your cold water supply. The water runs through a filter, so it tastes fresh and clean. Because it never runs out, there are no bottles to swap, store or recycle.

[Image: A freestanding mains-fed water cooler in a bright office kitchen with a staff member filling a glass. Alt: Mains-fed water cooler supplied through office water cooler rental in a UK workplace kitchen]

Chilled and hot, or chilled and ambient?

Our mains-fed coolers come in two set-ups. Chilled and hot gives you cold water plus hot water for cup-a-soups and quick drinks. Chilled and ambient gives you cold water plus room temperature water, which some people find easier to drink.

What if there is no water pipe nearby?

Our mains-fed coolers can be converted to bottle-fed. That means you can still have one where there is no water supply close by.

Tabletop water coolers

Short on floor space? A tabletop cooler sits on a worktop or counter. It uses simple touch pad buttons and gives around 10 litres of chilled water an hour, which is plenty for a small team.

Boiling water taps

A boiling water tap gives you boiling and chilled water from one neat unit. It is a great fit for staff kitchens where people make lots of tea and coffee, and it frees up space taken by kettles. Our range comes in five model variants with touch pad electronic controls.

Type Water options Best for Space needed
Mains-fed floor standing cooler Chilled and hot, or chilled and ambient Busy offices, corridors and breakout areas A small floor spot near a water pipe and plug
Tabletop cooler Chilled Small teams and tight spaces Worktop space
Boiling water tap Boiling and chilled Staff kitchens and tea points Fits at the sink with a unit below

How Much Does Office Water Cooler Rental Cost?

The cost of office water cooler rental depends on the type of unit, how many you need, the length of your contract and what the service plan covers. The table below shows rough UK market prices so you know what to expect.

Unit type Typical UK rental range (ex VAT) Watch out for
Mains-fed cooler (floor standing or tabletop) Around £20 to £60 a month Whether filters and sanitising are included
Boiling and chilled water tap Around £65 to £120 a month Installation and any worktop work
Bottled cooler Often under £20 a month for the unit The ongoing cost of bottle deliveries

These are rough ranges from across the UK market, not our prices. For an exact figure, ask us for a free quote.

What is included in office water cooler rental?

With us, your plan is built around your business. It can include:

  • Delivery, with next working day delivery available across most areas
  • Installation by our own trained engineers
  • Regular sanitising and filter changes
  • Repairs, with next day servicing available in local areas
  • Fixed pricing that is guaranteed for the whole agreement

Hidden costs to look out for

Cheap weekly prices can look great, but check the small print. Ask about price rises during the contract, call-out fees, installation charges and the cost of cups. With bottled coolers, the bottles often cost more over time than the cooler itself.

Want a clear, fixed price for your office? Tell us about your space and we will put together a free, no-pressure quote.

Get a water cooler quote

What UK Law Says About Drinking Water at Work

In England, Scotland and Wales, Regulation 22 of the Workplace (Health, Safety and Welfare) Regulations 1992 covers drinking water. It says employers must provide an "adequate supply of wholesome drinking water" for everyone at work. Here is what that means in plain English.

What the law asks for What it means day to day How a water cooler helps
Enough clean, safe drinking water for everyone Water must be safe to drink and there must be enough of it Filtered mains water that never runs out
Easy to reach in suitable places Staff should not have to go out of their way to get a drink Place coolers where people work and gather
Clearly marked where needed for health or safety People should know which water is safe to drink A cooler is an obvious drinking water point
Cups or other drinking vessels Provide cups unless the water comes out as a drinking jet Pair your cooler with a cup supply

To be clear, the law does not say you must have a water cooler. Clean tap water in a kitchen can meet it. But a cooler makes it much easier for people to drink enough. The NHS advises most people to aim for 6 to 8 cups or glasses of fluid a day, and chilled water on tap makes that simple.

Mains-fed coolers connect to your drinking water supply, so they should always be fitted by trained engineers in line with the Water Supply (Water Fittings) Regulations 1999. That is one reason renting from a supplier with its own engineers is a safe choice.

Servicing and Hygiene on an Office Water Cooler Rental

Water is a food product, so hygiene really matters. Even a sealed mains-fed cooler can build up bacteria inside if it is not looked after. A good office water cooler rental plan takes care of the deep cleaning for you.

Task Who does it How often
Wipe the taps and outside Your team Daily
Empty and clean the drip tray Your team Weekly, or more if busy
Full internal sanitising A trained engineer Usually every 3 to 6 months
Filter change (mains-fed) A trained engineer Usually every 6 months, depending on use
Electrical safety check Your usual electrical tester In line with your other workplace appliances

[Image: A Cotswold Coffee engineer sanitising and changing the filter on an office water cooler. Alt: Engineer servicing a unit as part of an office water cooler rental plan]

Simple habits for your team

  • Do not let bottles or cups touch the taps.
  • Keep the cooler out of direct sunlight and away from heaters.
  • Wash or sanitise hands before using it.
  • Report leaks, odd tastes or slow flow straight away.

What to do if there is a boil water notice

If your local water company issues a boil water notice, stop using your mains-fed cooler. Put a "do not use" sign on it and call your supplier. The cooler will need sanitising before it goes back into use.

Our engineers also service coffee machines, so if you have both, one visit can cover everything. Find out more about our commercial coffee machine servicing. If you are in a hard water area, our guide on how to descale your coffee machine explains how limescale affects equipment.

How to Set Up Office Water Cooler Rental in 6 Steps

Getting started is quick. Here is how it works with us.

  1. Count your people and places. Think about how many staff you have, how many floors, and where people naturally gather.
  2. Check your water and power. A mains-fed cooler needs a cold water pipe and a plug socket nearby. If you do not have one, a tabletop cooler or a bottle-fed conversion may work better.
  3. Pick your type. Choose chilled and hot, chilled and ambient, tabletop or a boiling water tap. We can help you decide.
  4. Choose your plan. Agree the contract length, service visits and what is included. Your price is fixed for the whole agreement.
  5. Book your installation. Our engineers fit and test the cooler, then show your team how to use it.
  6. Keep it clean and review. Follow the simple daily habits, let us handle the servicing, and add more units if your team grows.

Water Cooler Rental for Other Workplaces

This guide focuses on offices, but water cooler rental works in almost any workplace. We supply hydration and hot drinks to:

You can see some of the businesses we work with in our case studies.

Pairing Your Water Cooler With Coffee and Tea

Most offices want more than water. Many of our customers rent a water cooler and lease a coffee machine at the same time. That way you have one supplier, one invoice and one team of engineers to call.

[Image: An office breakout area with a bean to cup coffee machine next to a water cooler. Alt: Office water cooler rental alongside a bean to cup coffee machine in a staff breakout area]

Not sure which coffee machine suits your workplace? Read our guide on how to choose the best coffee machine for your office.

Office Water Cooler Rental FAQs

What is office water cooler rental?

Office water cooler rental means you pay a fixed monthly fee to use a water cooler instead of buying one. The supplier installs it, services it and repairs it during the agreement.

How much does office water cooler rental cost?

Across the UK market, mains-fed coolers typically rent for around £20 to £60 a month and boiling water taps for around £65 to £120 a month. The price depends on the unit, the number you need and what the plan includes. Ask us for an exact quote.

Is office water cooler rental worth it for a small office?

Yes, for most small offices. A tabletop cooler takes up little space, gives around 10 litres of chilled water an hour and has a fixed monthly cost, so there are no surprise bills.

How long is an office water cooler rental contract?

Our rentals are fixed term, and your price is guaranteed for the whole agreement. We will talk through the length that suits your business when you ask for a quote.

Do I need plumbing for a mains-fed water cooler?

A mains-fed cooler needs a cold water supply and a plug socket nearby. If you do not have a water pipe close by, our mains-fed coolers can be converted to bottle-fed.

How often should a water cooler be cleaned?

Your team should wipe the taps daily and clean the drip tray weekly. A trained engineer should carry out a full internal sanitise, usually every 3 to 6 months, and change mains-fed filters as needed.

Is a water cooler a legal requirement at work?

No. The Workplace (Health, Safety and Welfare) Regulations 1992 say employers must provide an adequate supply of wholesome drinking water that is easy to reach, plus cups unless it comes from a drinking jet. A water cooler is an easy way to meet this, but clean tap water can too.

Can I rent a water cooler and a coffee machine together?

Yes. Many of our customers rent a water cooler and lease a coffee machine at the same time, so they have one supplier and one team of engineers for both.

What happens if my water cooler breaks down?

Give us a call. Our in-house engineers handle repairs, and next day servicing is available in local areas.

Can I rent a water cooler for my home?

No. We can only offer water cooler quotes to businesses.

Get a Quote for Office Water Cooler Rental

Ready to sort out office water cooler rental for your team? We have been helping UK businesses stay hydrated since 1993, with in-house engineers, fixed pricing and friendly support from our base near Stratford-upon-Avon.

Please note: we can only offer quotes to businesses.

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