Ensuring that preventative maintenance is properly performed can make it less likely that customers will need HVAC repairs in the near future. So, make sure that you have a thorough and descriptive commercial HVAC preventative maintenance checklist.

What a commercial HVAC preventive maintenance checklist template is used for

A commercial HVAC preventive maintenance checklist template is used to create a list of actions for technicians to carry out when performing preventive maintenance on commercial HVAC systems. By giving a checklist to your HVAC company’s technicians, you help ensure they do a thorough job and don’t overlook any essential inspections or verifications. A preventive maintenance checklist standardizes the steps recommended in equipment manuals.

Important things to know about a commercial HVAC preventive maintenance checklist

You’ll need to include condensate drain cleaning on the checklist

In order to keep an HVAC system running smoothly, you’ll need to make sure that the condensate drain is cleaned. This will ensure that the air conditioning system is able to properly get rid of the moisture that has been removed from the air.

The checklist will also include air filter replacement

The filters in your HVAC system will accumulate debris as time passes. If you don’t change them, the filters can actually cause dust and debris to be added to the building’s air. A clean air filter will help to keep the building’s air as clean as possible.

The checklist needs to include an inspection of the system’s ductwork and flue

Dust and debris that accumulates in an HVAC system’s ductwork and flue can reduce the efficiency of the system considerably. Not only that, but dust that accumulates in the system can also pose a fire hazard.

It also must include an inspection of safety controls

It’s important for the safety of the business owner and technicians to make sure that all the safety devices in the HVAC system are inspected. Be sure to include checkboxes where the technician can check off that they’ve examined these areas of the unit.

Checking the air conditioner’s refrigerant level is essential

In order for an air conditioning unit to work properly, it needs to include a sufficient amount of refrigerant. In most modern HVAC systems, Freon is no longer used. However, some older HVAC units still use Freon as the refrigerant. So, you’ll need to make note of the refrigerant that the system uses.

Other important maintenance tips for HVAC systems

Always be sure to take energy costs into account

Energy costs are quite high in many areas of the country, which means that your customers will be looking for ways to save. Also, the general public is becoming increasingly aware of the importance of being environmentally conscious.

Be aware of the importance of condenser coils

The HVAC unit’s condenser coils play a critical role in the system, which means that you’ll need to make sure that they’re thoroughly assessed. If they need to be replaced, make sure that your checklist encourages your technicians to persuade customers to get this done soon.

Commercial HVAC preventive maintenance checklist example

A commercial HVAC preventive maintenance checklist generally includes these fields:

1. Customer name/Building name/Unit identifier: It’s important to make sure that you mention the name of your customer, the name of the building, and any identifying information about the HVAC unit itself.

2. Location of equipment receiving maintenance: Make sure that there is a space on the checklist where the technician will be able to write down the building’s street address.

3. Date of maintenance: The checklist should include the date along with a precise or approximate time.

4. Technician name: Make sure that there is a space for the technician to write their full name.

5. Inspect filters: Ensure that the technician lists whether or not the filter needed to be changed. If the filter didn’t need to be replaced, make sure that there is a space for the employee to describe the condition of the current air filters.

6. Clean condenser and evaporator coils: Include a box on the checklist for employees to describe the condition of the system’s condenser and evaporator coils. In addition, ensure that the employee has a space to describe the condition that the evaporator coils and condenser was in prior to cleaning the air conditioner system.

7. Check refrigerant levels: Include a box for the technician to confirm that they performed a refrigerant level check. In addition, ensure that you include a space for them to give information about what the refrigerant level was and whether or not a refill is needed.

8. Inspect and clean drain lines and pans: Include checkboxes on the list for the inspection and cleaning of the drain line and pans in the HVAC equipment. Also, leave a space for the technician to describe anything with regard to these parts of the system.

9. Inspect and tighten wiring and electrical connections: Have checkboxes for the inspection and tightening of these parts of the system. Also, ensuring that the electrical system is functioning properly can prevent electrical fires.

10. Inspect fan motor, belts, and pulleys and clean blower: These parts allow your HVAC system to bring heated or cool air into the building. Therefore, making sure that these parts function properly is an essential part of the inspection.

11. Check and program thermostats: In order to effectively run a business, it’s important to maintain a comfortable temperature for customers. Ensuring that the thermostat is properly functioning and programmed will ensure that your customers will be able to do that.

12. Inspect compressor and check oil levels: The compressor allows the cooling system in an HVAC unit to work properly, and sufficient oil levels will ensure that the system is well-lubricated. Make sure that the checklist reminds technicians to add more oil if this is necessary.

13. Inspect heat exchanger: The heat exchanger increases the efficiency of an HVAC system. So, it’s important to make sure that it’s working properly, which will help customers to save money on energy expenses.

14. Inspect and adjust ignition and burner assembly: The burner and ignition are critical parts of an HVAC system, which is why it’s important to make sure that your technicians thoroughly examine them.

15. Comments: The technician may find things during the inspection that aren’t directly related to any of these areas of the system. Therefore, it’s important to make sure that there’s a space on the checklist for them to discuss these observations.

Commercial HVAC preventive maintenance checklist template download

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