HVAC Preventive Maintenance Checklist

Use this checklist for planned preventive maintenance of central and unitary HVAC equipment in commercial and industrial buildings. It groups tasks by equipment so technicians can work through a plant room in order, record readings and raise defects. Adjust frequencies to the manufacturer’s manual and the duty of each machine.

Checks: 35
Sections: 6
Frequency: Monthly, with quarterly and annual tasks flagged by the CMMS
Owner: HVAC technician, verified by the engineering supervisor

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01Chillers
- Record chilled water supply and return temperatures
- Record condenser water temperatures and approach
- Check refrigerant pressures against OEM operating range
- Inspect for oil or refrigerant leaks around compressor and joints
- Check compressor current draw and abnormal noise or vibration
- Review controller alarm history and clear acknowledged faults
- Condenser and evaporator tube cleaning scheduled as per OEM interval
02Air handling units and FCUs
- Manometer reading across the filter bank noted before the pre-filters are washed or swapped
- Cooling coil face shows no matted dust or bent fins when lit with a torch
- Water poured into the condensate tray runs out within seconds, leaving no slime or standing pool
- Drive belts deflection-tested and pulley alignment checked; glazed or cracked belts swapped
- Fan shaft and motor bearings greased to the OEM quantity and listened to for rumble
- Fresh-air and return dampers driven from closed to open by their actuators without sticking or blade flutter
03Cooling towers and pumps
- Basin clean and free of sludge, algae and debris
- Fill media and drift eliminators intact
- Water treatment dosing working and chemical stock adequate
- Fan, gearbox and motor checked for noise and oil level
- Pump seals free of leaks; suction and discharge pressures recorded
- Strainers cleaned and isolation valves operable
04Split, cassette and package units
- Indoor unit filters washed and refitted
- Outdoor condenser coils cleaned and unobstructed
- Supply air temperature recorded at the grille
- Condensate drain line clear with no leaks inside the room
- Electrical terminals tight and no signs of overheating
05Controls, electrical and air distribution
- Thermostats and sensors reading accurately against a calibrated probe
- BMS points match field conditions and schedules are correct
- Starter panels clean, terminals tightened and contactors inspected
- Ductwork and insulation intact with no visible condensation
- Fresh air intakes clear of debris and obstructions
- Exhaust fans in toilets and kitchens running
06Close-out
- Readings entered against each asset in the maintenance log
- Defects raised as corrective work orders with priority
- Spares used recorded and reorder triggered where needed
- Area left clean and equipment returned to normal operation
- Supervisor verified completion and signed off

How to run this checklist well

Stick a scannable label on every chiller, AHU and pump; one scan pulls up that unit’s task list and saves the readings to its own record, so trends need no spreadsheet.
Ask for a photo of filters and coils before and after cleaning; it proves the task was done and shows when cleaning intervals need to change.
Trend readings like approach temperature and filter pressure drop over months rather than just recording them; drift warns you before a failure.
Schedule heavy tasks such as tube cleaning in cooler months when load is lower and downtime is easier to arrange.
Track MTTR and MTBF for critical units to decide where to tighten PM frequency or plan replacement.

Frequently asked questions

How often should HVAC preventive maintenance be done?

Commercial buildings typically run monthly checks on chillers, AHUs and cooling towers, with quarterly and annual tasks such as coil and tube cleaning, motor tests and controls calibration. Split units are often serviced monthly or quarterly depending on use and dust levels. Always align with the OEM manual and the equipment’s duty.

What is included in AHU preventive maintenance?

AHU maintenance usually covers filter cleaning or replacement, coil cleaning, drain pan cleaning, belt and bearing checks, fan and motor inspection, damper operation and checking that controls and sensors work. Recording filter pressure drop and airflow helps decide when filters actually need changing.

Why is HVAC preventive maintenance important?

Planned maintenance keeps comfort and indoor air quality steady, reduces energy waste from dirty coils and filters, and catches wear before it becomes a breakdown. In commercial buildings an HVAC failure can quickly affect occupants and tenants, so planned upkeep is usually far less disruptive than emergency repair.

Run this checklist digitally, with QR and photo proof.

Staff scan the location, tick each check on their phone and attach photos. Missed rounds escalate automatically and every record is audit-ready.

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Aligned with

ASHRAE guidance on HVAC system maintenance and ventilation
Original equipment manufacturer (OEM) maintenance manuals
ISO 41001 facility management principles

A practical template, not a substitute for your hospital’s own SOPs or the official standard text.

Read the guide

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01Chillers

02Air handling units and FCUs

03Cooling towers and pumps

04Split, cassette and package units

05Controls, electrical and air distribution

06Close-out