HVAC Maintenance Inspection Checklist For Every Season + Our Mobile Form Solutions

Last Updated: February 16, 2022

The average household in the United States spends around $2,200 on energy bills each year, with approximately half of that amount spent on heating and cooling.

Routine maintenance and upgrades to HVAC equipment, combined with high-quality insulation, can help cut down on heating and cooling bills by 20% to 50%.

From cleaning and lubricating to component replacement, a detailed HVAC maintenance inspection checklist can help ensure a complete inspection every time, in every season.

Explore our HVAC maintenance guide, from complete seasonal checklists to preventative maintenance, and learn how to digitize the entire process for streamlined operation with mobile forms.


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How Often Should an HVAC System Be Inspected?

Both home and commercial HVAC systems should be thoroughly inspected a minimum of two times per year, in spring and in fall.

As transitional seasons without temperature extremes, spring and fall are ideal to inspect and prepare the HVAC system for freezing winter nights or scorching summer days.

Note that if the equipment is older, more frequent system inspections may be needed.

HVAC filters should be replaced or cleaned on a quarterly basis, if a home or a commercial building is located in a relatively clean environment. For polluted environments and special building types, such as medical or military buildings, filters may need to be replaced more often.

Many modern commercial HVAC units use maintenance sensors that show an alert when filters need to be changed.

HVAC Preventative Maintenace Inspection Checklist

Preventative maintenance can help ensure longer equipment life, enhanced efficiency and safety, lower energy bills and reduced costs for full repair.

Considerations for your checklist should include:

  • Location
  • Frequency of use
  • HVAC system condition
  • HVAC system age
  • HVAC system brand and life expectancy

Your HVAC preventative maintenance inspection checklist should include:

  • Conduct an external inspection of the HVAC equipment
  • Eliminate any obstructions in the way of air circulation
  • Inspect the system to ensure there are no air leaks
  • Inspect blowers or fans to ensure they are working properly
  • Inspect heating elements for damage, wear or tear
  • Inspect wiring and electrical components
  • Inspect thermostat operation and readings
  • Inspect refrigerant levels
  • Inspect exhaust outlets
  • Inspect fuel lines if the furnace is gas
  • Inspect carbon monoxide levels
  • Compare the system’s operation to the manufacturer specifications
  • Plan repairs, if needed
Technicians checking A/c system on the roof of a building​

A HVAC maintenance checklist ensures all components are inspected for proper use​

Spring & Summer HVAC Maintenance Inspection Checklist

Depending on the location, summer heat can be a challenge for HVAC systems.

A spring and summer HVAC maintenance inspection checklist should include:

  • Remove dirt, dust or debris from outside HVAC units
  • Inspect ducts for dust, debris or mold
  • Replace system filters
  • Check thermostats and thermostat controls to ensure they are properly set
  • Change thermostat batteries
  • Inspect the refrigerant charge for leaks
  • Inspect the electrical system and all connections
  • Clean condensers and evaporator coils
  • Ensure proper flow by cleaning drain pans and clearing clogs
  • Empty drain pans from standing water to avoid overflows
  • Change damaged or worn pulleys and belts
  • Inspect the fan motor to ensure it’s working properly
  • Inspect the HVAC cabinet for leaks
  • Check the HVAC cabinet doors to ensure tight closure
  • Lubricate the system’s moving parts
  • Check the blowers and blades to ensure proper airflow

Fall & Winter HVAC Maintenance Inspection Checklist

If the same system is used to both heat and cool a home or business, the fall & winter maintenance inspection checklist will be similar to the checklist above. If a furnace is used, additional items should be added to the checklist.

In addition to the above checklist, a fall and winter HVAC maintenance inspection checklist should include:

  • Replace HVAC filters every 30 to 90 days
  • Inspect the ignition burner
  • Inspect heating elements or heat exchanger for signs of damage to prevent carbon monoxide leakage
  • Inspect the flue system to ensure it is firmly attached to the furnace and transfers the exhaust gases to the outdoors
  • Inspect the furnace for leaks
  • Inspect gas pressure
  • Replace worn or damaged belts and pulleys
  • Drain water from the system lines and pans to prevent overflows
  • Inspect wiring and electrical connections
  • Lubricate bearings, motors and other moving parts
  • Ensure the thermostats and controls are set to the desired temperatures
  • Inspect the heat pump

HVAC Maintenance Guide: Additional Considerations

Regular inspection and preventative maintenance are both key to keeping HVAC systems up and running. Additional considerations for HVAC care include:

Keep Outside Units Free Of Debris

Check outdoor HVAC units at regular intervals and remove any leaves, pollen, dirt, twigs or grass clippings that might have gathered around or on top of the unit. Leave a minimum of two feet of clearance around air conditioning units and heat pumps.

Inspection frequency: Once a month

Use High-Quality Filters

A high-quality filter will boost efficiency, keep temperatures within the desired range, and cut down on energy bills.

Change frequency: 30-90 days

Make Sure Units Are Level

Make sure HVAC units are not tilted, but level to the ground. If there are pads under the unit, check them to ensure they keep the unit in the correct position.

Inspection frequency: Once every two or three months

Check Refrigerant Lines

Refrigerant lines that run from an HVAC unit into a home are responsible for temperatures control. Check them regularly for signs of leakage, detachment or wearing.

Inspection frequency: Once a month

Inspect Fan Blades

Check fan blades for signs of damage and tear, both when they are stationary and moving.

Inspection frequency: Once every two or three months

Eliminate Clogs

To eliminate clogging, mix bleach into a cup of water and pour it down the condenser to remove algae and mold that might have accumulated in the HVAC system.

Frequency: Once a year

Inspect Inside Units For Odor & Noises

Observe unusual odors or noises when starting the unit, to detect possible issues.

Inspection frequency: When starting the unit

Turn Off The Humidifier In The Summer

Remember to turn off the humidifier in the summer. You can turn it on again when the weather gets colder, and set the humidistat to around 40%.

Frequency: Once a year

Check The Carbon Monoxide Detector

Change the batteries on the carbon monoxide detector and fire alarm at the same time to make sure both are working properly.

Frequency: Every six months

Additional recommendations you can apply to your HVAC equipment to lower your energy bills include:

  • Ensure homes and businesses are adequately insulated
  • Keep vents free of objects or furniture that might obstruct air flow
  • Use a programmable thermostat — turning it back 7°-10°F for 8 hours a day can save up to 10% on heating and cooling each year
  • Replace thermostat batteries regularly
  • Set ceiling fans to rotate counterclockwise in the fall to transfer warm air
A/C technician prepares to install a new air conditioner​

Change HVAC filters regularly to ensure better air quality and a safe environment​

HVAC Maintenance Checklists With doForms

Around 44% of companies are still using paper checklists to monitor their maintenance activities, resulting in disorganization, lost files and reduced productivity.

Not to mention, paper can cost your business big time — an average business spends over $8,000 per year on paper alone!

On the other hand, businesses that have gone digital are benefitting from improved productivity, streamlined processes, a reduced environmental footprint and even higher customer satisfaction rates.

From smartphones and laptops to tablets and desktop computers, digitizing your HVAC maintenance checklist with mobile forms has never been easier.

Accessible any time and from any place, our mobile form solutions at doForms ensure accuracy, speed and efficient data management of HVAC maintenance checklists, customer profiles, work orders and more.

With doForms, you can customize the existing templates in our library or create your own checklist to meet your exact needs and preferences.

You can securely view, edit and share your maintenance inspections, reports and work orders in real-time, assign follow-up tasks, schedule upcoming inspections and more.

Digitizing the process with doForms allows you to keep all of your information in one, secure place. View inspection and repair history, plan future maintenance, view customer profiles and streamline your processes while increasing efficiency and decreasing costs.


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Wrapping Up On HVAC Maintenance & Going Digital With doForms

Conducting regular HVAC inspections is crucial to optimize performance, reduce repair costs and lower energy consumption for homes and businesses alike.

While many businesses are still relying on time-consuming paperwork, those that have switched to mobile solutions are benefitting from improved productivity, streamlined workflows, enhanced customer service and more.

At doForms, you can create your own HVAC maintenance checklist using a template or custom approach. Every form is accessible at any time from any device. Maintenance reports, work orders, customer profiles – all data is available in real-time for easy, organized operation.

From on-site reports to employee time logs and follow-up tasks, doForms

It’s time to ditch the paperwork and go digital.


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