12 Aug The Link Between Poor Ventilation and Employee Illness

When people think about workplace health risks, they often overlook the air they breathe every day. Yet poor ventilation in the workplace can have a direct and damaging effect on employee wellbeing, not to mention productivity and job performance. From headaches and exhaustion to more serious respiratory problems, indoor air pollution in the workplace is a hidden hazard that businesses can’t afford to ignore.

Studies consistently show that inadequate air circulation creates a breeding ground for germs and bacteria to spread. Over time, this can lead to more people getting sick, more days off work, and a noticeable drop in workplace satisfaction. If you’re responsible for an office building or the well-being of employees on your team, understanding the link between indoor air quality (IAQ) and illness is essential. 

Why Ventilation Matters for Workplace Health

In commercial buildings and offices, your ductwork and ventilation systems perform five critical functions:

1. Bring in clean, fresh outdoor air to replace stale, polluted indoor air (helps dilute and remove contaminants that naturally build up indoors).
2. Extract harmful substances like dust, bacteria, viruses, fumes, moisture, and odours.
3. Regulate indoor temperatures and control humidity levels to prevent condensation and mould growth.
4. Promote comfortable working conditions by maintaining a consistent flow of fresh air and removing excess heat or stuffiness.
5. Help businesses comply with HSE regulations.

Every day, office HVAC systems help remove stale air, airborne contaminants, and excess moisture while supplying fresh air to maintain a comfortable work environment. Without adequate ventilation, pollutants such as dust, mould spores, volatile organic compounds (VOCs), and bacteria can build up in the air that you breathe. 

Good ventilation isn’t just about comfort. When ductwork is blocked, carbon dioxide levels rise, oxygen decreases, and airborne pollutants, allergens, and pathogens accumulate, compromising people’s health and well-being.

Blocked or Dirty Ductwork? What Happens When Fresh Air Stops Flowing?

When extraction systems, filters, and ductwork aren’t cleaned or maintained properly, air circulation suffers, and so does IAQ. Common signs of poor ventilation in the workplace include lingering smells, stuffiness, excessive humidity, and frequent complaints of headaches or tiredness. Over time, airborne pollutants can irritate the eyes, nose and throat, trigger asthma attacks, and contribute to more serious respiratory conditions. 

Inadequate airflow can also facilitate the spread of viruses and bacteria, increasing the likelihood of workplace outbreaks and long-term health complaints. Your staff may struggle with concentration and memory, becoming increasingly susceptible to illness. These symptoms often develop gradually, making it difficult for employees and managers to identify poor air quality as the root cause. 

Staff may experience persistent tiredness, frequent colds, or unexplained discomfort without connecting these issues to their work environment. It’s all too easy to explain away fatigue as a symptom of a busy schedule. 

Poor Workplace Ventilation and Sick Building Syndrome

Sick Building Syndrome (SBS) is a well-documented condition that occurs when people experience acute health problems linked to time spent in a particular building. Poor ventilation and poor office air quality are major contributing factors. Symptoms of SBS can include headaches, dizziness, dry or itchy skin, dry eyes and a sore throat or blocked nose, mental fatigue, difficulty concentrating, nausea, and respiratory irritation. 

These symptoms appear during office hours and often improve when employees leave the building. However, chronic exposure can lead to more serious health complications. If you notice multiple employees suffering similar unexplained symptoms, your ventilation system and ductwork could be the cause.

People spend 80-90% of their time indoors in countries like the UK, exposing them to higher levels of indoor air pollution. Chemical emissions from office equipment, cleaning products, and building materials combine with biological contaminants to create high toxic loads that, without proper ventilation, accumulate and trigger Sick Building Syndrome symptoms.

The business impact: illness, absenteeism & productivity

Aside from harming individual health, poor ventilation in the workplace has serious implications for your business’s bottom line. High levels of indoor air pollution are associated with increased sick days, lower morale, and reduced productivity. 

According to a study by the Institute for Public Policy Research (IPPR), the “hidden cost” of employee sickness reached £103 billion in 2023, an increase of £30 billion since 2018. Of this increase, £25 billion is due to lower productivity (employees working while sick). To reduce absenteeism and increase productivity, improving your building’s air quality is a good place to start. 

The Legal Requirements For Workplace Ventilation

As an employer, you have a clear legal duty to maintain a safe and healthy place of work. The Workplace (Health, Safety and Welfare) Regulations 1992 specifically address ventilation requirements, stating that employers must ensure “effective and suitable provision” for workplace air quality. The Health and Safety at Work Act 1974 also establishes the fundamental duty of care employers owe to their employees. 

The Health and Safety Executive (HSE) recommends minimum ventilation rates of 5 to 8 litres per second per person in office environments. Many workplaces fall short of these standards, particularly in older buildings or spaces with outdated HVAC systems. Failure to meet workplace health and safety standards can result in enforcement action, financial penalties, and legal liability. 

How Ventilation Cleaning Helps Improve Office Air Quality

Over time, HVAC systems, air ducts, and filters accumulate dust, bacteria, and other contaminants. Left unchecked, this build-up restricts airflow and reintroduces pollutants into the air. One of the simplest (and most effective) ways to resolve indoor air pollution in the workplace is through regular, professional ductwork cleaning. Systematic cleaning and maintenance removes the accumulated debris that compromises system performance.

Our specialist ventilation cleaning services follow industry best practices outlined in the TR19 guidance established by the Building Engineering Services Association (BESA). At Deduct Ltd, we ensure that your building HVAC system is thoroughly cleaned and operating efficiently, providing your team with clean, fresh air every day. You’ll notice the benefits of regular maintenance in the improved air circulation and optimal air quality, but also in the improved health and productivity of your employees.

Why Choose Deduct Ltd?

At Deduct Ltd, we understand the pressures you face in keeping your workplace safe, healthy, and compliant. Our experienced team delivers professional, TR19-compliant ventilation cleaning for offices, schools, hospitals, and all types of commercial buildings. With over a decade of experience in commercial duct cleaning, we’ve helped many businesses improve their indoor air quality. 

From thorough inspections to detailed cleaning, we help you maintain a healthy indoor environment that protects your employees and your bottom line. If you’re unsure where to start, get in touch for a workplace ventilation assessment to identify potential issues. 

Don’t Wait Until Staff Get Sick

It’s easy to overlook the risks of poor ventilation…until staff start calling in sick, complaints roll in, or your building fails an inspection. A healthy workforce starts with healthy air. Reactive approaches to workplace air quality create unnecessary risks for both employees and your business. By the time symptoms become apparent, contamination has already reached levels that compromise people’s health and productivity. 

Prevention is always more cost-effective than cure. Don’t wait until poor air quality impacts your team’s well-being and your business’s bottom line. By tackling poor ventilation head-on, you can protect your employees, meet your legal obligations, and build a work environment where people feel and perform at their best.

Contact Deduct Ltd today to book a professional ventilation assessment and learn more about how our ventilation cleaning services can help your team breathe easier.