July 21, 2022


Here’s Your HVAC Inspection PM Checklist (PDF Download)

Here’s Your HVAC Inspection PM Checklist (PDF Download)

People ignore heating, ventilation, and air conditioning (HVAC) systems—when they’re working. But when extreme temperatures come around, broken systems take center stage. 

Frying an egg on a sidewalk may provide great entertainment, but a malfunctioning AC unit is no joke. Besides health risks, busted HVACs are expensive to replace. Which begs the question: Why do we let HVAC equipment break down in the first place?  The answer is nearly always delayed or improper preventive maintenance (PM)

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In places where air conditioning runs all year round, manufacturers recommend that equipment owners schedule licensed HVAC technicians to run PM once or twice a year, depending on climate. Homeowners, landlords, and property managers who prioritize recommended upkeep rarely experience inconvenient breakdowns. 

This article will cover everything you need to know about standard HVAC inspections. You will also find an HVAC Inspection PM Checklist PDF available for download at the end. 

HVAC Check

What Is an HVAC Check? 

Nearly 90 percent of U.S. homes use either a centralized or individual air-conditioning unit. Most folks have a basic understanding of HVAC checks, but what do the inspections include? 

An HVAC check is a maintenance procedure that involves inspecting heating, ventilation, and air conditioning (HVAC) systems to identify and resolve potential equipment issues. Routine maintenance helps heating and cooling systems run efficiently. 

Routine HVAC Inspection Tasks

Clean air intake when necessary
Change air filters monthly or bi-annually
Check for excessive noise or vibration when blower motors are running
Check if condensate drain pans are draining properly
Ensure motors and ductwork are clean
Inspect flexible duct connectors for cracks and leaks
Check screws, latches, and gaskets in need of repair or replacement
Check pumps; bearings must be lubricated once a year
Inspect condition of all electrical hardware as well as connections
Make sure safety controls and equipment are working properly
Make sure all guards and access panels remain secure
Check operation of interior and exterior units
Clean damper operators
Ensure any mineral buildup inside water heater is minimized
Drain boiler to remove any accumulated sediment
Clean or replace boiler’s oil filter once a month
Ensure thermostat is calibrated correctly

No matter how experienced the HVAC technicians are, they can benefit from consulting an HVAC PM Checklist to ensure they don’t miss a thing.

HVAC mobile CMMS

Reasons for HVAC Inspections

HVAC system checks are essential because they: 

1. Improve Efficiency

Efficiency depends on the amount of energy an HVAC machine uses to function. Regular inspections ensure systems are using optimal amounts of energy, as intended by equipment manufacturers. 

The less energy required, the smaller your electricity bill. According to the U.S. Environmental Protection Agency, the average U.S. household pays more than $2,200 on energy bills each year. Nearly half of the expense stems from heating and cooling costs.

In addition, HVAC preventative maintenance helps the environment. The machine’s energy usage accounts for 6 percent of all electricity produced in the United States. The result? A whopping 117 million metric tons of carbon dioxide are released into the Earth’s atmosphere each year!  

2. Prevent Expensive Breakdowns

HVAC parts can be expensive. As reported by Home Advisor, the average cost of HVAC repair is $350, but specific components can run up to $2,000. If certain equipment issues remain undetected for too long, they may need total replacement. Depending on the area to be cooled, new air conditioning systems can cost around $7,500—yikes. 

Regular HVAC checkups identify problems early enough so technicians can extend the system’s useful life and help keep more money in your bank account! Put simply, it’s cheaper to perform regular checkups than to invest in a new unit every few years.

3. Prevent Hazards

Faulty HVAC units pose several threats to building occupants. For instance, an electricity-related problem such as motor overheating can result in a fire. According to the National Fire Protection Association (NFPA), heating equipment causes about 14 percent of home fires. Sadly, this makes it the leading cause of fires in U.S. homes. 

“Failure to clean equipment was the leading factor contributing to home fires involving heating equipment and accounted for a quarter of all the heating equipment fires.”

NFPA Research

During colder months, significant amounts of moisture can also build up inside the machines. Not only does this cause poor indoor air quality, but it can also pose health risks for those with respiratory sensitivities.

Of course, as previously mentioned, the health benefits of using HVAC units with proper preventive maintenance outweigh the risks! 

4. Promote Peace, Quiet, and Restful Sleep

It’s not unusual for homeowners to install HVAC systems near kitchen and bedroom windows. While it’s impossible to maintain an utterly silent unit, HVAC preventive maintenance helps keep machines on the quieter side. 

Malfunctioning parts can cause loud noises as they struggle to continue working. For light sleepers, these distractions can be problematic. Alternatively, regular maintenance promotes cool and comfortable sleeping environments. 

According to the National Sleep Foundation, most doctors recommend setting the thermostat between 60 to 67 degrees Fahrenheit (15.6 to 19.4 degrees Celsius) for a good night’s sleep.

HVAC system

How Often Should Your HVAC System Be Inspected? 

Experts typically recommend enlisting the services of an HVAC company twice a year. HVAC manufacturers usually recommend performing maintenance on the heating and air conditioning components separately. Comprehensive HVAC inspections should include both servicing and cleaning.

With that said, the ideal time to perform maintenance on your heating system is during the fall. Alternatively, spring is the most suitable time for working on cooling systems. The idea is to prepare your machine for the extreme temperatures of the upcoming seasons. 

Can You Do It Yourself? 

You can perform some basic tasks in between professional inspections to promote efficiency, safety controls, and asset longevity.

DIY HVAC Maintenance

  • Trimming shrubs, weeds, and grass around outdoor units. 
  • Performing visual checks for damaged insulation. 
  • Cleaning indoor ventilation systems.
  • Changing unit filters (monthly) if you use the system all year.

It’s better to leave the majority of HVAC maintenance to a licensed professional. Besides the risk of voiding your warranty, you could get electrocuted or damage the machine without proper knowledge. However, if you do attempt a DIY inspection, always turn off the power first! 

Read here for some common hazards you’ll face if you undertake HVAC repair yourself. 

HVAC inspection

Types of HVAC Inspections

Every HVAC service company has different names for the types of HVAC inspection services it offers. Regardless of the type of inspection, it’s good to know what to expect. Generally, services fall into three categories: 

1. HVAC Inspection

HVAC inspections are best suited to homeowners looking for a second opinion or selling and buying a house. This check assesses the health and longevity of your HVAC system. Notably, this option doesn’t include maintenance services. Service providers perform detailed audits of units before providing inspection reports. 

2. HVAC Tune-Ups

HVAC tune-ups refer to a multi-point inspection of both heating and air conditioning components. This is the annual preventive maintenance you need! 

3. HVAC Repair

HVAC repairs are exactly what they sound like. The goal is to inspect the system, identify any problems, and resolve them. 

How to Prepare for an HVAC Inspection

If you’re a property owner, here are a few tips to prepare for your next HVAC inspection:

  • Request a quote beforehand. 
  • Clear external HVAC unit debris so it’s easily accessible. 
  • Clean HVAC vents and internal unit parameters. 

Expect the technician to take 1-2 hours to complete the inspection, depending on what they find. If you’re curious to learn what your HVAC specialist will be doing while serving your equipment, keep reading. 

What Happens During an HVAC Inspection? 

During a routine HVAC tune-up, your technician will: 

  • Check HVAC controls, refrigerant levels, electrical connections, and thermostats.
  • Clean condensation drains and drip pans.
  • Clean, adjust, and replace HVAC coils. 
  • Check surge protectors and fail-safes. 
  • Lubricate and adjust moving parts.
  • Evaluate HVAC system airflow.
  • Adjust belts and blower motors. 
  • Replace air filters. 
  • Straighten fins. 

At the end of the inspection, your technician will advise whether you need to repair or replace any parts. They may also provide tips for performing essential maintenance on your HVAC system.

Download Our HVAC PM Checklist PDF

Regular HVAC maintenance is crucial to the efficiency and durability of your unit. Whether you’re a DIY enthusiast or an HVAC maintenance technician, the best way to make sure you don’t forget to check crucial details is with the support of a checklist. 

Download our HVAC PM Checklist PDF template for free.

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Caroline Eisner
Caroline Eisner
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