Spring Clean Your Water Dispenser: A Step-By-Step Guide

Spring is a good time for ringing the changes, so now’s the ideal time to give your water dispenser a thorough spring clean. Whether you're using a bottled water dispenser in a small office or warehouse without access to mains water or a mains-fed system in a larger office or school, regular cleaning is essential. It helps to maintain hygiene, deliver optimal performance, and guarantee that the water you’re drinking is as clean and fresh as possible.

So, here’s a step-by-step guide that answers why cleaning your water dispenser matters, how often you should do it, and exactly how to go about it – step by step.

Why should you clean your water dispenser?

This is a great question that gets asked a lot. So why should you clean your water dispenser? Well, the same reason you clean other water-based appliances that get dirty, like your fridge, dishwasher, or washing machine – they can be a breeding ground for bacteria. 

While water dispensers are designed to deliver clean drinking water, they’re not protected from the buildup of bacteria, mould, or mineral deposits. And if you have a water dispenser that gets a lot of use in a high footfall area or gets less maintenance than it needs, this is especially true. So here are the biggest reasons why you should clean your water dispenser regularly:

• Hygiene: Cleaning prevents bacteria, fungi, and mould from building inside the dispenser.
• Taste: A clean dispenser helps keep your water's crisp, clean taste.
• Efficiency: Your dispenser will always work as it should, avoiding faults.
• Health: Cleaning will reduce the risk of contamination or illness from poor water hygiene.

With guidance from the Water Dispenser & Hydration Association (WHA), Thirsty Work recommends giving your water cooler a full sanitisation at least every 3 to 6 months, depending on usage.

Which type of water dispenser do you have?

Before you get to cleaning your water dispenser, it’s handy to know the type you’re using. Most dispensers come in two main styles and are usually chosen depending on usage needs and the layout of your office. Here’s a quick overview of what they are:

• Bottled water dispensers – Freestanding bottled water dispensers use bottles (13 or 18.9 litres) of naturally filtered spring water. They suit any location beyond the reach of a mains water supply, so they can be placed wherever needed for instant cool or ambient water.
   
• Mains-fed (plumbed-in) water dispensers – Mains-fed water dispensers are connected to your mains water supply to deliver an unlimited supply of filtered water. Although more permanent than their bottled cousins, they can be installed up to 13m, in any direction, from your mains water supply.

As an extra choice, both of these water dispenser types are available as countertop models. So if floor space is tight in your office, canteen, break room, or kitchen, then a bottled or mains-fed countertop water dispenser is an alternative that’s well worth looking into.

How often should you clean your water dispenser?

The good news is that whether you have a bottled water dispenser or a mains-fed water dispenser, the day-to-day maintenance it needs to stay clean is minimal. While you can do some easy daily and monthly tasks to keep a clean water dispenser, it certainly pays to have a full water cooler sanitisation and service every six months.

For a daily/weekly clean: Wipe down surfaces and high-touch areas like taps, cup dispensers, and drip tray using a food-safe sanitising wipe to remove all bacteria and any visible dirt or marks.

For a monthly clean: Do all of the above as standard, and drain and flush the dispenser system with fresh water. This is also recommended if your water dispenser hasn’t been used for a few weeks.

Every 3-6 months: Your daily, weekly, and monthly routines will give you a super clean water dispenser. But for total hygiene and cleanliness, a full internal water cooler sanitisation service carried out by a qualified engineer is recommended as part of your service and maintenance plan.

If your dispenser has higher-than-average use or is in a high-traffic area like a school, large office, or busy reception area, we recommend cleaning it more frequently.

Step-by-step: How to clean your water dispenser

So, when you’re ready to give your water dispenser some TLC, here’s our step-by-step guide to help you. By the way, you can follow these cleaning tips whether you have a bottled or mains-fed dispenser, as the general methods are the same.

1. Turn off your dispenser and unplug it

For a bottled unit, always unplug your water dispenser from the power supply before cleaning it and carefully remove the water bottle and put it to one side.

2. Drain the water

Drain any remaining water from the internal reservoir out through the taps into a bucket or bowl. This helps flush out any stagnant water and makes cleaning easier.

3. Clean the outside

Using warm, soapy water, wipe down all the outer surfaces of the unit, including high-touch areas like taps or buttons and the cup dispenser. Then dry thoroughly with a clean cloth.

4. Remove the drip tray

Remove any dirt that’s on the drip tray by washing it in warm, soapy water with a small brush. Rinse and dry it completely before you put it back. You can also put the drip tray through a dishwasher cycle.

5. Replace the water bottle

Once everything is dry and back in place, put a new bottle on top (for bottled coolers) and drain five litres of water straight through the unit. This will also refresh the system on a mains-fed dispenser.

6. Turn on your dispenser

Once all the steps are complete, plug your unit back in, and you’re good to go. Ambient water is available immediately, but give the dispenser time to cool or heat the water before use, too.

Many mains-fed water dispensers also use an advanced filtration system to remove impurities, smells, and trace plastics. Depending on usage and the quality of your mains water, these should be replaced by a qualified engineer every 6-12 months as part of your service and maintenance package.

What happens if you don’t clean your water dispenser?

Although a good cleaning routine your water dispenser is important, we know it can be one of those things that slip through the net. If the cleaning routine slides, then your dispenser will let you know! Keep an eye (and nose) out for some of these tell-tale signs:

• A change in your water’s taste or colour
• The water looks cloudy
• Mould or algae around the taps or drip tray
• Slow tap flow or leaks

A clean water dispenser doesn’t just improve the taste of your water – it protects your health, improves your working environment, and extends the life of your dispenser. Whether you’re running a small office or managing multiple locations across the UK, adding water cooler maintenance to your spring cleaning checklist is a smart move.

Keep your water clean and flowing with Thirsty Work

If you’re looking for a reliable, professional water dispenser supplier, Thirsty Work offers full maintenance, filter changes, sanitisation, and service packages, all customised to your business needs.

If you want more information on which maintenance and service package is best for you, contact the customer service team today. Call 01392 877 172 or email hello@thirstywork.com, and they’ll give you the details while getting your free quote. You can even start your 10-day free trial on a water dispenser of your choice.