Founding 10: $39 a month instead of $78. See the offer →
catalyces
Start free trial

Free HVAC maintenance checklist: Every unit, checked the same way.

A printable HVAC maintenance checklist for rooftop units, split systems and air handlers. It covers airflow, coils, drains, refrigerant and controls. Change the checks to fit your units, mark each one, and print it or save a PDF for the customer.

1. Pick a template
Suggested: monthly or quarterly
2. Mark each check
Before you start
  1. Isolate power and lock out the unit
  2. Look for leaks, rust or damage on the cabinet
Airflow
  1. Check air filters and replace if dirty
  2. Check belts for wear and tension
  3. Clean the condenser and evaporator coils
  4. Check the blower motor and fan blades
Cooling and controls
  1. Clear the condensate drain and drain pan
  2. Check refrigerant pressures against the nameplate
  3. Tighten electrical connections and check contactors
  4. Test the thermostat and run a full cooling cycle
  5. Record supply and return air temperatures
0 of 11 checks done0 pass · 0 fail · 0 N/A

Get your checklist PDF

Leave your email or phone number and your PDF opens straight away. We only ask once on this device.

We may contact you about Catalyces. No spam, and we never sell your details. See our privacy policy.

Run this checklist on every job with CatalycesAttach it to jobs and maintenance plans, fill it in on a phone, get a signed report. 7-day free trial, no card.
What it covers

The hvac unit checks.

How often: monthly or quarterly

Before you start

  • Isolate power and lock out the unit
  • Look for leaks, rust or damage on the cabinet

Airflow

  • Check air filters and replace if dirty
  • Check belts for wear and tension
  • Clean the condenser and evaporator coils
  • Check the blower motor and fan blades

Cooling and controls

  • Clear the condensate drain and drain pan
  • Check refrigerant pressures against the nameplate
  • Tighten electrical connections and check contactors
  • Test the thermostat and run a full cooling cycle
  • Record supply and return air temperatures

These are common checks to start from. Your machine’s manual and the safety rules for your site come first, so add or change checks to match them.

From the field

Tips for a better check.

  • Write down supply and return air temperatures every visit. A change in the gap between them shows a problem early.
  • Photograph the filter before you swap it. It answers "was it really that dirty?" before anyone asks.
  • Note the filter size on the unit record, so the next visit brings the right one.

Want this check to come up on schedule? See how preventive maintenance plans work in Catalyces.

Know the rules

What a proper HVAC service covers.

For commercial buildings, the usual reference is ANSI/ASHRAE/ACCA Standard 180. It lists the inspection and maintenance tasks for each part of an HVAC system, and how often to do them. When a customer asks what a proper service includes, Standard 180 is a fair answer, and many service contracts point to it.

Lock out the power before you open a panel. In the US, OSHA 29 CFR 1910.147 sets the lockout/tagout rules for servicing equipment, and many sites add their own permit on top.

Refrigerant work needs a licence. Under Section 608 of the US Clean Air Act, only EPA-certified technicians may open a system or add refrigerant. Write the refrigerant type and the amount added on every visit. Repeated top-ups mean a leak, and larger systems can have leak-repair deadlines.

Filters, coils and belts give the best return for your time. A dirty filter or coil makes the unit run longer to reach set point. That costs energy and wears the compressor. Where a filter gauge is fitted, change the filter at the pressure drop the maker gives, not only by date.

Last, compare your readings with the previous visit. Supply and return temperatures, refrigerant pressures and motor amps mean more as a trend than as a single number.

Run these checks on every job

Catalyces for HVAC & Refrigeration teamsCatalyces for Facilities teams

More free checklists

Questions

HVAC unit checklist questions.

Still wondering about something?Call, text or write to us. A real person on the team will answer.+1 302-329-5705
Email hello@catalyces.com

Most commercial units get a visit every quarter, with a fuller service before the cooling and heating seasons. Units that run hard all year, or sit in dusty or coastal air, often need monthly filter checks. The manufacturer’s manual and your service contract set the real interval.