HVAC Preventive Maintenance Checklist (Free Template) with Automatic Scheduling

Illustration: how quarterly HVAC preventive maintenance runs in MaintainNow.

The free HVAC preventive maintenance checklist

Copy this list into your own checklist template (or print it). Adjust it to the manufacturer's manual for each unit.

Every month

• Check air filters and replace any that are dirty or damaged
• Listen for unusual noise or vibration from fans and motors
• Check the thermostat is set correctly and responds
• Make sure condensate drains are flowing and the drain pan is not overflowing

Every quarter

• Replace air filters and note the filter size on the label
• Check belts for tension, wear and cracks; replace if cracked
• Clean condenser and evaporator coils
• Clear the condensate drain pan and line
• Check electrical connections are tight with no burnt contacts
• Record supply air and return air temperatures
• Test thermostat and controls
• Note any parts needed for the next visit

Every year

• Inspect the heat exchanger and burners before the heating season
• Check refrigerant pressures and look for leaks (by a certified technician)
• Lubricate motors and bearings where the manufacturer requires it
• Inspect ductwork, dampers and insulation on the roof
• Review the year's work orders for each unit and plan repairs or replacements

Before and after

Without a system, HVAC maintenance lives on a spreadsheet or a sticker on the unit. Someone has to remember that the quarter has started, print the checklist, hand it out and chase the paper back. Belts and filters get skipped on the units that are hardest to reach.

With MaintainNow, you set the schedule once. Each unit gets its own work order a few days before it's due, with the checklist attached, and the technician fills it in on a phone. The answers stay on the unit's record, so next quarter you can see what was found last time.

1. Turn the checklist into a template

In Checklist Templates, add one step per line of the quarterly list. Choose Inspection Check for pass/fail items (the technician picks PASS, FAIL or FLAG), Number for the supply and return temperatures, and Short Answer (Text) for notes.

2. Schedule it every 3 months

In Maintenance Plans, click Add Plan. Under Schedule, set Repeat On to Monthly, Repeat Every to 3 months and the day of the month. Create WO in Advance sets how many days before the due date the work order appears, so the technician has time to plan the roof visit.

3. Get one work order per unit

On the Assets tab, choose One work order per asset and add each rooftop unit and air handler. Every unit gets its own work order and its own checklist, so results never get mixed up between units.

The assigned technician gets a push notification and an email when each work order is created. On the phone they appear under Work orders, one card per unit:

4. Fill it in on the roof

The technician opens the work order on their phone, works down the checklist and taps Save Checklist. A FAIL stands out on the record, so you know which unit needs a part. When they complete the work order, the checklist locks so the results can't be changed afterwards.