If you’re looking to provide fresh drinking water for your team, one of the first decisions you’ll face is whether to go for a bottled water cooler or a plumbed-in water cooler. Both are popular choices for UK offices and workplaces, but they work quite differently. The right answer depends on your setup, your team size, and how much flexibility you need.

In this guide we’ll walk through the key differences, the pros and cons of each, and help you figure out which option makes the most sense for your business.

What is a bottled water cooler?

A bottled water cooler uses large refillable bottles, typically 18.5 litres – which sit on top of or inside the unit and feed water through a cooling system. When a bottle runs out, it’s simply swapped for a fresh one. Empty bottles are collected and replaced on your next delivery.

Bottled coolers require no plumbing, which means they can be placed virtually anywhere with access to a standard power socket – making them ideal for offices where running a water line isn’t practical, or for businesses that need the flexibility to move the unit between locations.

What is a plumbed-in water cooler?

A plumbed-in water cooler, sometimes called a mains-fed water cooler, connects directly to your building’s water supply via a standard 15mm pipe. Water is filtered and chilled on demand, meaning there’s a continuous, unlimited supply without any bottles to manage or replace.

Because they draw from the mains, plumbed-in coolers tend to be more cost-effective over time – once installed, there are no ongoing bottle delivery costs. Most models also include a built-in filtration system to ensure the water tastes clean and fresh.

Bottled vs plumbed-in: key differences at a glance

Which is better for a small office?

For smaller offices; fewer than 15 people – a bottled water cooler is often the more practical choice. Installation is quick and straightforward, there’s no need to involve a plumber, and the running costs are easy to predict based on how many bottles your team gets through each month.

A compact countertop bottled cooler is particularly popular for small offices where floor space is limited, while a freestanding model works well in a kitchen or breakout area.

Which is better for a larger office or workplace?

For larger teams or high-footfall environments, a plumbed-in water cooler usually makes more sense. Running out of water mid-morning because a bottle has been emptied isn’t ideal in a busy workplace – and with a mains-fed unit, that’s never a concern. The unlimited supply and lower long-term running costs make it a sound investment for businesses that are settled in their premises.

Plumbed-in coolers are also popular in warehouses, manufacturing sites, healthcare settings and educational facilities, where consistent access to water throughout the day is essential.

What about sustainability?

Both options have environmental credentials worth considering. Bottled water coolers use large reusable bottles that are collected, sanitised and refilled – far better than single-use plastic. Plumbed-in coolers eliminate the need for bottles entirely, reducing delivery vehicle emissions and storage requirements.

If sustainability is a priority for your organisation, either option represents a significant improvement over single-use bottled water – but plumbed-in coolers edge ahead on environmental impact overall.

Can I switch between the two?

Yes – many businesses start with a bottled cooler for simplicity and switch to a plumbed-in model as they grow or move to a permanent location. At Refresh Water, we can help you make that transition smoothly, supplying and installing both types and advising on the best option as your needs change.

Still not sure which to choose?

Our friendly team is always happy to talk through your requirements and make a recommendation based on your workplace, team size and budget. There’s no pressure and no obligation – just straightforward advice from people who know their water coolers.

Call us on 0800 073 0474, drop us an email at enquiries@refreshwater.co.uk, or request a free quote and we’ll get back to you promptly.

---

Looking for more information? Browse our full range of bottled water coolers and plumbed-in water coolers, or get in touch to discuss your options.