The Ultimate HVAC Maintenance Checklist for Techs

There’s a lot to keep track of when you’re on a maintenance call, especially if a major issue diverts your attention and distracts you from completing a thorough inspection. In addition to maintaining HVAC systems, learn how to upsell your services by pitching preventative maintenance plans to customers.

So whether you need to lock in more sales, document your service calls or just need to jog your memory, use the ultimate HVAC maintenance checklist for techs to keep track of tasks and master your sales pitch to accumulate and retain more customers.    

HVAC Maintenance Checklist 

The HVAC maintenance checklists are divided into tasks specific to spring and summer and winter and fall seasonal checkups. 

Every Maintenance Check 

Perform these inspections during every seasonal checkup to ensure proper heating and cooling:

• Replace the air filters – HVAC air filters typically need to be replaced every 30-90 days. However, most home and business owners forget this step amid their busy schedules, so it’s important to clean or replace the air filters during your seasonal checkup.

• Clean drain lines – Check the drain lines for clogs or buildups. Clean the AC drain line using a shop vac, air compressor, vinegar or bleach.

• Check the drain pan for standing water – While cleaning the drain lines, it’s also a good idea to check for standing water, mold or algae growth in the drain pan, as this could indicate a clogged drain line, excessive humidity, frozen evaporator recoil, low refrigerant levels or other issues.

• Test the thermostat – Change the batteries and check that the thermostat is set to the right temperature settings and heating or cooling mode. You may need to calibrate the thermostat if ambient temperatures don’t match the reading.

• Verify electrical connections – Inspect the control panel, wiring and electrical connections for any fraying, loose connections or signs of wear.

• Lubricate moving parts – Lubricate moving parts, such as bearings, shafts, dampers and other components to ensure a quieter, smoother performance.

• Replace worn pulleys or belts – How do the pulleys and belts look? Check the belt tensions and condition for any cracks, fraying and other general wear and tear.

• Humidity levels – Look for signs of excess humidity, such as mold and mildew growth, condensation on windows or musty odors. Check the thermostat and built-in humidifiers/dehumidifiers and adjust if necessary.

• Inspect ductwork – Inspect the ductwork for signs of dust and debris accumulation, physical damage and improper sealing. 

• Ensure proper airflow – Use an anemometer to check for airflow in the vents and ducts to ensure the air is circulating and the HVAC system is working properly.

Spring/Summer

Below, we assembled an HVAC maintenance checklist to aid in spring and summer AC maintenance:

• Check and clean condenser and evaporator coils – Check the condenser and evaporator coil for damage, including bent fins, corrosion or any other signs of physical damage. Next, use a soft brush or vacuum to clean the condenser coils.

• Check the refrigerant charge and levels – You’ll want to use a manifold gauge set, thermometer and leak detector to check refrigerant charge and levels.

• Remove debris from the exterior unit – Remove any dead leaves, weeds, sticks, nests or other debris from the outdoor unit to ensure adequate airflow around the unit.

• Check fan and blower motor – Check that the fan and blower motors are spinning freely, blades are properly balanced, aren’t making noise and are free of damage.

• Turn off the furnace humidifier – Switch the humidistat off, turn off the water supply and close the duct damper.

• Test the contactors and capacitors – Check the contactors and capacitors for signs of any physical damage. Use a multimeter to test for continuity.

Fall/Winter

Below, you’ll find an HVAC maintenance checklist for fall and winter furnace, heat pump and boiler inspections: 

• Inspect the heat exchanger – Inspect the heat exchanger for any cracks, soot buildup or corrosion. Perform a flame and pressure test and use a combustion analyzer to measure combustion gasses.

• Test ignition system – Make sure the ignitor, flame sensors and burners are in good working condition and that they ignite within seconds, remain steady and glow blue. Remove any dust, dirt or soot that could impede their performance.

• Test the flue system – Use a combustion analyzer to ensure the flue is clear from obstructions and properly venting dangerous exhaust gasses. 

Pitching Preventative Maintenance Plans to Customers 

Every tech knows the importance of preventative maintenance, but do your customers? Because the benefits and cost savings of preventative maintenance are neither immediate nor tangible, customers may be inclined to take a few shortcuts to save money. 

As a tech, it’s your job to remind them of the dangers of pushing off small repairs or neglecting regular cleanings. Besides outlining the risks vs. rewards of HVAC preventative maintenance, you can increase sales by offering divergent HVAC maintenance checklists and plans for businesses and households that cater to different needs and price points.

Outline the Benefits 

The best way to pitch HVAC programs and services and encourage customers to stay on top of their preventative maintenance is to emphasize cost savings and benefits. 

• Reduces repair costs – Draw from real-life examples of how neglected preventive maintenance can turn into big-time costly repairs. Remind customers it’s better to spend a few bucks replacing that worn-out belt than it is to replace the entire blower motor. 

• Improves energy efficiency – Explain how HVAC units that are well lubricated, clean and up to date on repairs function more efficiently, resulting in savings that can show up on their monthly utility bills.

• Extends the lifespan – Equipment that’s well maintained lasts longer. Compare preventative maintenance costs to that of a new unit. It won’t take customers long to make up their minds. 

• Warranty compliance – Remind customers that many warranties require regular maintenance to stay valid.

• Protects families and businesses – HVAC systems can pose a fire and hazardous substance risk, so they should be inspected regularly for the safety of those who enjoy their heating and cooling capabilities.

• Limits unexpected downtime – Staying up to date on HVAC maintenance checklists means businesses and households are less likely to experience downtimes during record highs and lows.

• Scheduled service & priority service – When you schedule preventive maintenance, you don’t have to worry about forgetting to call with every change of season. And those who sign up for plans and packages often get priority service in case of unexpected outages.

Provide a Variety of Plans at a Variety of Price Points 

Offering a variety of plans that cater to different needs at competitive price points can encourage more sign-ups than a one-size-fits-all plan. Below, we’ll go over a few packages and plan ideas that can help you pitch these services to customers and land your company more consistent business:

• Seasonal Checkups – Every plan should include seasonal fall and spring maintenance checks.

• Cleanings – Based on the plan, you can offer different degrees of cleaning services, including basic changing of filters to more advanced cleaning of drain lines and coils.

• Priority scheduling – To encourage customers to choose a higher plan, offer priority scheduling in case of unexpected downtime. 

• Discounts – Another way to set the plans apart is to offer tiered discounts on parts and service costs. Maybe the basic plan is 10% off, the standard plan 15% off and the premium plan 20% off, for example.

• Interval maintenance – Everyone knows HVAC equipment needs seasonal checks, but you can include more frequent visits for cleanings, performance checks and repairs based on the plan and package.

• Performance checks – These include services like thermostat calibration, checking to ensure settings are adjusted for seasonal discrepancies, that voltages and current are within range and there are no refrigerant leaks, etc.

• Extended warranties – To sweeten the deal, you can offer extended warranties on replaced components.

• Advanced diagnostics – Run a variety of tests like thermal imaging, airflow and pressure testing, leak detection, refrigerant analysis, sound level measurement, etc. to ensure HVAC equipment is running at its absolute most efficient.

• Free service calls – Offer free service calls for those who opt for the more advanced plan options. 

• Emergency service calls – Another incentive to sign up for upgraded plans is to offer 24/7 emergency service calls free of charge. You can also include add-ons to customize pre existing packages or as an additional fee for those who may need the service but are not included in their plan.