What Property Managers Should Ask Before Accepting a Filter Submittal

When a filter submittal lands on your desk, it can be tempting to tick the box and move on. But in commercial sites, the details matter: a filter that looks right on paper may not fit the frame, seal properly, or suit the system’s operating pressure drop.

For property managers and procurement teams, the safest approach is to ask for specific evidence before approval. That way, you are checking the product against the site requirements, the mechanical services design, and the equipment manufacturer’s instructions rather than relying on a vague product description.

Start with the exact filter standard and rating

The first thing to request is the test standard and the rating or class used for that standard. A supplier should not just say “commercial grade” or “high efficiency” without supporting documentation.

Ask for:

• •The exact standard the filter has been tested to
• •The stated class, grade, or efficiency rating
• •The test report or product datasheet showing that rating
• •The filter type, such as panel, pleated, bag, carbon, or HEPA

If the project uses older EN 779 language, you may still see G3/G4/F5-F9 references in the market. These are still widely used in Australia, but they do not convert directly to MERV or ISO 16890 ratings, so avoid assuming they are interchangeable.

If the filter is being proposed for a higher-efficiency application, ask whether the data is based on the relevant test standard and not just a marketing claim. For HEPA filters, the class should be stated clearly. Under EN 1822, H13 is at least 99.95% efficiency and H14 is at least 99.995% efficiency at the most penetrating particle size (MPPS).

If the site has a ventilation requirement under AS 1668.2:2024, confirm the design intent with the mechanical services engineer or building owner rather than assuming a substitute product will be suitable.

Check the dimensions and frame details against the actual installation

A submittal should always include the nominal size and, where relevant, the actual dimensions. Filters can be described by a size that does not match the real opening, especially when different manufacturers use different naming conventions.

Ask suppliers to confirm:

• •Nominal length, width, and depth
• •Actual outside dimensions
• •Internal depth if the frame or holding system requires it
• •Frame material and rigidity
• •Any tolerances that may affect fit

If you are replacing an existing filter, measure the opening carefully rather than relying on the old label. Our guide on how to measure an air filter is a useful starting point when you need to confirm the size before ordering.

Also check whether the filter is intended for a standard holding frame, a bespoke track, or a packaged unit. A product can be technically correct but still unusable if the depth, flange, or support arrangement does not suit the equipment.

Ask for clear drawings or product images where needed

If the submittal is unclear, request a dimensional drawing or product image that shows the frame profile and gasket location. This can prevent avoidable delays during installation.

Confirm the seal type and how the filter is meant to sit in the housing

The seal is just as important as the media. A filter that does not seal correctly can allow bypass at the edges, even if the media itself is suitable.

Ask the supplier to specify:

• •Seal type, such as gasket, foam, gel, or other proprietary sealing method
• •Seal location on the frame
• •Whether the seal is continuous around the perimeter
• •The intended mounting orientation
• •Any installation instructions that affect sealing performance

If the site uses a filter bank, ask whether the seal is designed for that specific rack or frame type. Some filters are made for face-seal arrangements, while others are better suited to edge-gasket or gel-seal housings. Mixing the wrong seal type with the wrong holding system can create maintenance problems later.

It is also worth asking whether the filter is designed to be replaced as a complete unit or whether it has a separate seal component. Some filters are designed to be washable - check the product instructions before assuming that applies to a particular model.

For more complex or made-to-measure applications, custom air filters may be the right path if standard sizes or seal arrangements are not suitable.

Require the initial pressure drop and the allowable operating range

Pressure drop should never be an afterthought. It affects fan load, system resistance, and whether the filter is suitable for the application once installed.

Ask suppliers for:

• •Initial pressure drop at the stated airflow
• •The airflow used for the test result
• •Any recommended final resistance or change-out pressure drop
• •Whether the result is for a clean filter or a loaded condition
• •Any notes on orientation, air velocity, or installation effects

A clean filter with a modest initial pressure drop may still be unsuitable if the site airflow is different from the test condition. Always compare the submitted figure with the actual operating conditions in the system.

If the submittal does not clearly state the test airflow, seek clarification. Pressure drop numbers without context are easy to misread and can lead to poor procurement decisions.

Where gauges or differential pressure monitors are fitted, monitor pressure drop in service rather than relying on a calendar-only replacement plan. Inspection frequency depends on the system, site conditions and dust load, and should follow the filter and equipment manufacturer instructions.

Ask for the supporting documents, not just the datasheet summary

A polished brochure is not enough for procurement sign-off. You need evidence that can be checked later if there is a question about what was supplied.

Request:

• •Product datasheet
• •Test report or certificate showing the relevant test standard
• •Dimensional drawing
• •Installation or replacement instructions
• •Statement of the filter class or rating used for the submittal
• •Any limitations on use, airflow, temperature, or humidity

If the supplier offers multiple versions of the same filter, ask them to identify the exact model code being submitted. Small changes in media, frame, or seal design can affect fit and performance.

For sites with regular maintenance planning, it may also help to align the submittal with filter servicing or commercial filter servicing arrangements so the replacement product is practical to maintain over time.

A simple review checklist for property managers

Before accepting a filter submittal, use this practical check:

• •Does the supplier state the exact test standard?
• •Is the class, grade, or efficiency rating clearly named?
• •Are the nominal and actual dimensions shown?
• •Is the seal type identified?
• •Is the initial pressure drop stated at a relevant airflow?
• •Are the installation instructions included?
• •Does the product match the intended housing, frame, and site conditions?

If any of those points are missing, ask for more information before approving the submittal. It is usually easier to correct the paperwork at this stage than to deal with a filter that does not fit the frame or suit the system.

For commercial sites, the goal is not simply to buy a filter. It is to buy the right filter for the application, with documentation that supports a smooth install and straightforward maintenance.

Need help reviewing a submittal?

If you want a second set of eyes on a filter submission, Total Air Filtration can supply or make the right filters for your site. We are a family-owned air filter manufacturer and supplier in Hillcrest, Brisbane QLD, established 2009.

Call 07 3800 3448 or request a quote. You can also explore our products or contact us if you need help matching a submitted filter to an existing system.