HVAC Preventive Maintenance Form Template
Streamline Your HVAC Maintenance Documentation
Keeping your HVAC systems running smoothly can be a challenge without organized documentation. This HVAC preventive maintenance form template helps you efficiently track routine inspections and maintenance tasks to ensure optimal performance. Enjoy benefits such as reducing downtime, extending equipment lifespan, enhancing energy efficiency, creating accountability for your team, and simplifying regulatory compliance with detailed records. Explore this live template to get started.
When to use this form
Use this form before each cooling or heating season, during routine service visits, or when you onboard a new site. It helps technicians, facility and property managers document system condition, spot wear early, and plan repairs with clear notes and photos. After a new unit or major repair, pair it with the HVAC Installation checklist form to confirm baseline settings and warranty items. For multi-site teams, align your PM with broader safety checks, like a Workplace housekeeping checklist form, to keep mechanical rooms clear and safe. Typical scenarios include quarterly rooftop unit inspections, apartment turnovers, school reopenings, and pre-peak checks for retail locations. The result: fewer breakdowns, better energy use, and a clean service trail your team can trust.
Must Ask HVAC Preventive Maintenance Questions
- What is the equipment type, location, model, and serial number?
This identifies the asset and ties readings to the correct unit. It speeds future service and prevents mixing data across nearby equipment.
- When were the air filters last replaced, and what size and condition are they today?
Filter details drive airflow and energy efficiency. Recording date, size, and condition supports stocking the right filters and setting the next service.
- What are the supply/return temperatures, refrigerant pressures, and motor amperage compared with spec?
Trendable measurements reveal low charge, airflow issues, or failing components. Comparing to nameplate or a prior visit helps you act before performance slips.
- Are coils, belts, bearings, and moving parts clean, aligned, and lubricated as required?
Mechanical checks reduce noise, heat, and premature failure. A clear pass/fail with notes lets you schedule repairs before breakdowns.
- Are the condensate drain and pan clear, and are safeties and thermostat tested and calibrated?
Drain and safety tests prevent leaks, mold, and nuisance trips. Verifying thermostat operation ensures comfort and fewer callbacks.
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