A Practical Guide for Hygiene, Freshness, and Usage Best Practices

Whether you’ve just installed a bottled water cooler at home or manage one in a busy office, knowing when and how often to change the water bottle is key to maintaining hygiene, ensuring freshness, and getting the most from your hydration setup.

Let’s walk through the best practices.

1. How Long Does a Water Cooler Bottle Last?

The lifespan of a standard 18.9L (or 5-gallon) water bottle largely depends on usage. On average:

• Small households or home offices: 1 bottle every 1–2 weeks
• Medium-sized offices (5–10 people): 2–3 bottles per week
• Larger teams (10–20 people): 5+ bottles per week

As a general rule, once opened, a bottle should be used within 30 days to maintain freshness – even if it’s not empty.

2. Why Timely Bottle Replacement Matters

• Hygiene: Stagnant water or prolonged exposure to air can lead to bacterial buildup in the bottle neck or cooler spout.
• Taste: Older bottles may develop a flat or slightly stale taste, especially in warm environments.
• System Efficiency: A regularly replaced bottle reduces strain on the cooler’s internal mechanics and prevents sediment build-up.

3. Signs It’s Time to Replace the Bottle

• The bottle is empty or almost empty
• Water tastes different or flat
• The bottle has been on the cooler for more than 3-4 weeks
• Visible condensation, algae, or discolouration near the neck (rare, but possible if exposed to heat/sunlight)

4. Storage Tips Between Deliveries

If you receive bottles in bulk, proper storage extends shelf life:

• Keep sealed bottles in a cool, dry place, away from direct sunlight
• Store bottles upright, not lying down
• Avoid areas exposed to chemicals, fuel, or strong cleaning products (odours can permeate plastic over time)

5. Maintenance Matters

In addition to changing bottles regularly:

• Clean the dispenser spout and drip tray weekly
• Sanitise the entire cooler every 3-6 months which is something we can help with
• Consider using a sanitisation service if you’re managing multiple units in a commercial space

In Summary

✔ Change the bottle when empty or every 3–4 weeks
✔ Use clean hands or gloves when replacing bottles
✔ Store spares in a cool, clean, shaded space
✔ Keep your cooler clean for safe, fresh-tasting water every time

At Refresh Water, we provide regular, reliable bottled water delivery to help you stay stocked and safe – without the guesswork.

Need help setting up a delivery schedule?
[Contact us] or speak to your account manager to find the right plan for your home or business.