HVAC Change-Out Checklist - Housecall Pro

HVAC change-out checklist

An HVAC contractor uses an equipment change out and startup checklist when replacing an HVAC unit. Taking the time to build a good checklist (and ensure your techs are following it) can prevent callbacks and costly mistakes.

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Why you should use an equipment change-out checklist

Quality checklists show your customers just how thorough and professional your company is on the job. And you can store the completed checklist with the work history to use as a reference in case of future problems or questions.

In this post, we walk you through what a good checklist should include. You can also download our free checklist template at the end of this post to get you started. 

Make the switch from pen and paper

Checklist apps are more time and cost-effective than paper copies. Make simple changes and share them with your entire team without printing out all new forms.

In general, checklists can encourage compliance with company policies. But an app you can easily pull up on your phone makes it even easier to check in on individual jobs.

Check out this list of 15 checklist apps that are popular with small businesses. We’ve also built our own checklist app designed to meet the specific needs of home service businesses.

Housecall Pro users can add a checklist to any job. While in the field, techs can see all relevant information about the job, the customer, their work history and equipment, as well as what checklists they need to complete during the service call.

What should an HVAC change-out checklist include?

A typical change out checklist typically focus on a specific heating or air conditioning unit. It will include all the steps a technician needs to take to make sure it’s properly installed. A strong checklist will look at each component of the unit and how it connects to the rest of the heating and cooling system. This thorough inspection will catch system problems early on and can, once again, help build customer confidence and secure future work.

A good checklist should include: 

  • An inspection of the area and existing heating and air conditioning system components, such as ductwork and air filters, vents, drains, etc.
  • An inspection of the new unit before you install it to look for shipping damage and make sure you have the right unit and all the necessary components.
  • Initial readings to make sure the unit is running correctly. You can compare these readings during any further maintenance visits.
  • Thermostat and other control settings
  • You may also want to include separate sections for specific equipment: furnaces, heat pumps, air conditioners, air handlers, water heaters, or other equipment.

To give you an example, here are two sections from our template (which you can download for yourself at the end of this post).

Refrigerant Requirements

  • Components and piping properly installed
  • Nitrogen purge while brazing
  • Check for leaks

Airflow Fans

  • Motor and blower mounting bolts are tight
  • Fans are aligned and rotating freely
  • Fan motor bearings are lubricated

Other sections of our template include space and unit inspections, electrical and controls, gas requirements, coil requirements, and pressure, charge, voltage, and temperature measurements.

Also consider adding all of the things a technician needs to communicate to a customer, such as an overview of the unit’s features, a discussion of energy efficiency, warranty information, a plug for HVAC maintenance agreements, and a request for a review.

Download our HVAC equipment changeout and startup checklist template

We’ve designed a change out and startup checklist template that covers many of the actions HVAC technicians take when changing out an entire HVAC system or a specific unit. Download it now.

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Download a free HVAC changeout checklist