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HVAC and air handler checklist
Monthly, quarterly, annual, and before-heating-season checks for rooftop units, split systems, and air handlers.
Monthly
| Task | Required | Photo required |
|---|---|---|
| Before starting | ||
| Switch the unit off. Lock out and tag the main disconnect and any remote disconnects, and verify zero voltage with a meter. Discharge capacitors, and wait out any variable-frequency drive's discharge time. | Required | No photo required |
| Rooftop units: work near the roof edge only with fall protection in place. | Required | No photo required |
| Unit running | ||
| Observe the unit running, and note any unusual noise, vibration, or change in how it runs. | Required | No photo required |
| Check that the controls respond to calls for fan, cooling, and heating, with no override left active. | Required | No photo required |
| Cooling season: a certified technician checks suction and discharge pressure, superheat, and subcooling against the manufacturer's charging chart, with the unit running. | Required | Photo required |
| Check piping and coils for oil stains or other signs of a refrigerant leak. | Required | No photo required |
| Check that the condensate overflow switch float moves freely. | Required | No photo required |
| Filters | ||
| Check filters for loading. Replace or clean any that are dirty or above the manufacturer's maximum pressure drop. | Required | Photo required |
| Check filter fit, frame, and gaskets for gaps or bypass around the media. | Required | No photo required |
| Where fitted: clean the permanent filters or screens in the outdoor-air hoods. | Not required | No photo required |
| Fan and drive | ||
| Belt-drive units: check belt tension and wear, and sheave alignment and wear. Replace frayed or worn belts, as matched sets on multi-belt drives. | Required | No photo required |
| Check the fan wheel and housing for dirt, damage, and rubbing. Turn the wheel by hand and clean it. | Required | No photo required |
| Rooftop and split condensing units: in the cooling season, turn the condenser fans by hand. Check that they move freely and that their mounting hardware is tight. | Required | No photo required |
| Check motor bearings, and lubricate them per the motor manufacturer. | Required | No photo required |
| Check that motor mounts and brackets are tight. | Not required | No photo required |
| Coils, drain pan, and condensate | ||
| Inspect the drain pan for standing water, sludge, rust, and biological growth. Clean and sanitize it. Do not walk on the drain pan. | Required | Photo required |
| Check that the condensate drain line and trap flow freely. Prime the P-trap. | Required | No photo required |
| Dampers and outdoor air | ||
| Stroke the outdoor-air, return, and exhaust dampers fully open to fully closed. Check that linkages and actuators move freely, and that the outdoor-air dampers close tight. | Required | No photo required |
| Inspect the outdoor-air intake, louvers, and bird screen for blockage, debris, nests, and any new contaminant source nearby. | Required | No photo required |
| Electrical and controls | ||
| With power isolated, check the control panel and heat-section box for dirt, loose terminals, and damaged wire insulation. Tighten and repair as needed. | Required | No photo required |
| Check contactors for pitting or burning. Replace them; do not clean the contacts. | Required | No photo required |
| Cooling season: where a sight glass or gauge is fitted, check the compressor oil level. | Not required | No photo required |
| Casing and insulation | ||
| Check access panels, doors, gaskets, and the curb. Confirm that all fasteners are in place, that gaskets seal, and that there are no air or water leaks. | Required | No photo required |
| Inspect internal insulation and damp areas for biological growth. Clean or disinfect them. | Required | No photo required |
| Check the casing for corrosion. Remove it and repaint bare metal where found. | Not required | No photo required |
| Closing | ||
| Refit all access panels and every retaining screw. Remove locks and tags, restore power, and confirm the unit starts and runs in each mode. | Required | No photo required |
| Report any defect found, and raise a follow-up work request. | Required | No photo required |
Quarterly
| Task | Required | Photo required |
|---|---|---|
| Before starting | ||
| Switch the unit off. Lock out and tag the main disconnect and any remote disconnects, and verify zero voltage with a meter. Discharge capacitors, and wait out any variable-frequency drive's discharge time. | Required | No photo required |
| Rooftop units: work near the roof edge only with fall protection in place. | Required | No photo required |
| Fan and drive | ||
| Check fan shaft bearings for wear, and lubricate them per the manufacturer. Do not over-grease; some bearings are lubricated for life. | Required | No photo required |
| Coils, drain pan, and condensate | ||
| Inspect the evaporator coil for dirt, bent fins, leaks, and biological growth. Comb the fins and clean the coil if dirty. | Required | Photo required |
| Where fitted: clean the moisture eliminator. | Not required | No photo required |
| Electrical and controls | ||
| Where fitted: check that UV lamps are lit and clean. | Not required | No photo required |
| Where fitted: check the humidifier for scale, leaks, and wetting downstream. | Not required | No photo required |
| Closing | ||
| Refit all access panels and every retaining screw. Remove locks and tags, restore power, and confirm the unit starts and runs in each mode. | Required | No photo required |
| Report any defect found, and raise a follow-up work request. | Required | No photo required |
Annual
| Task | Required | Photo required |
|---|---|---|
| Before starting | ||
| Switch the unit off. Lock out and tag the main disconnect and any remote disconnects, and verify zero voltage with a meter. Discharge capacitors, and wait out any variable-frequency drive's discharge time. | Required | No photo required |
| Rooftop units: work near the roof edge only with fall protection in place. | Required | No photo required |
| Filters | ||
| Where fitted: check that the filter pressure gauge and its tubing are intact. | Not required | No photo required |
| Fan and drive | ||
| Check flexible duct connections for cracks or leaks. | Not required | No photo required |
| Coils, drain pan, and condensate | ||
| Rooftop and condensing units: inspect and clean the condenser coil, more often where the unit is in a dirty location. Clean microchannel coils with water or air only. | Required | Photo required |
| Check the cooling coil for moisture carryover beyond the drain pan. | Not required | No photo required |
| Where fitted: clean the condensate pump, tank, float, and line. | Not required | No photo required |
| Electrical and controls | ||
| Where fitted: check that the duct or return-air smoke detector's test record is current. | Required | No photo required |
| Casing and insulation | ||
| Inspect exposed duct and pipe insulation and the vapor barrier. | Not required | No photo required |
| Closing | ||
| Refit all access panels and every retaining screw. Remove locks and tags, restore power, and confirm the unit starts and runs in each mode. | Required | No photo required |
| Report any defect found, and raise a follow-up work request. | Required | No photo required |
Before the heating season
| Task | Required | Photo required |
|---|---|---|
| Before starting | ||
| Switch the unit off. Lock out and tag the main disconnect and any remote disconnects, and verify zero voltage with a meter. Discharge capacitors, and wait out any variable-frequency drive's discharge time. | Required | No photo required |
| Rooftop units: work near the roof edge only with fall protection in place. | Required | No photo required |
| Coils, drain pan, and condensate | ||
| Where fitted: for hot-water or steam coils, check for leaks. Before freezing weather, confirm each coil is drained or protected against freezing. | Not required | No photo required |
| Gas heat | ||
| Gas-fired units: inspect the heat exchanger for corrosion, cracks, or holes. | Required | Photo required |
| Gas-fired units: check and clean the burners, flue, and combustion air blower. Look for dirt, blockage, and nests. | Required | No photo required |
| Gas-fired units: run a heat test. Confirm that ignition lights reliably and that the unit heats. Check combustion against the manufacturer's specification. | Required | Photo required |
| Closing | ||
| Refit all access panels and every retaining screw. Remove locks and tags, restore power, and confirm the unit starts and runs in each mode. | Required | No photo required |
| Report any defect found, and raise a follow-up work request. | Required | No photo required |
This checklist covers rooftop units, split systems, and air handling units: the steps to isolate the unit and close it up again, and the checks at each frequency. The frequencies follow the sources below. Where the unit maker’s manual gives a different interval or step, follow the manual.
Sources
- Trane, Precedent Gas/Electric Packaged Rooftop, 3–10 tons: Installation, Operation and Maintenance (RT-SVX21AD-EN)
- Trane, Voyager 3 Packaged Rooftop: Installation, Operation and Maintenance (RT-SVX089E-EN)
- Trane, Performance Climate Changer Air Handlers, Model CSAA, Sizes 3–120: Installation, Operation and Maintenance (CLCH-SVX016D-EN)
- Trane, IntelliCore Split Systems, Cooling Condensers 20–120 Tons: Installation, Operation and Maintenance (SS-SVX091E-EN)
- U.S. Department of Energy, Federal Energy Management Program, O&M Best Practices Guide, Release 3.0, Chapter 9
- ASHRAE, Indoor Air Quality (IAQ): A Preventive Maintenance Checklist for Facility Operators
- University of Georgia Facilities Management Division, Preventive Maintenance Handbook
- Jefferson Lab Fire Protection Department, Fire Protection Manual, Chapter 4, Appendix 7: Duct Smoke Detector Testing
Import it into FixAhead
Upload this file in FixAhead's maintenance procedure import, as a signed-in owner or manager. Each frequency loads as its own procedure, with its sections, tasks, and each task's Required and Photo required marks. If your account already has a procedure with the same name, this one is skipped and the existing one stays as it is.
Maintenance procedures are on the Pro plan, as pricing shows.