Checklist template

Heating, ventilation and air conditioning preventive maintenance

A ready-to-use checklist with 118 items in 6 sections, covering Filters, Belts and motors, Coils, Controls, Drains, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 118 Items
  • 94 Yes / No checks
  • 6 Scored ratings
  • 124 Points

Use this template How audits work

1. Filters 18 items

  1. Tag number or location of the unit inspected Short text
  2. Type of unit inspected Choice
    • Rooftop packaged unit
    • Split system
    • Air handler
    • Other
  3. Filters are the size shown on the unit's filter label or the equipment list Yes / No 1 pt
  4. Filters carry the efficiency rating (MERV) specified in the maintenance program Yes / No 1 pt
  5. Filters are seated with no gaps at the edges or between filters Yes / No 1 pt
  6. The airflow arrow on each filter points toward the fan Yes / No 1 pt
  7. The change date is written on the filter frame Yes / No 1 pt
  8. Change date written on the filters Date
  9. The change date is within the interval set by the maintenance program Yes / No 1 pt
  10. No filter is collapsed, torn or wet Yes / No 1 pt
  11. Filter media is not loaded to the point of bowing toward the fan Yes / No 1 pt
  12. Filter racks and hold-down clips are in place and undamaged Yes / No 1 pt
  13. The filter access door closes tight with all latches or screws in place Yes / No 1 pt
  14. Used filters have been removed from the roof and the mechanical room Yes / No 1 pt
  15. Filters for the next change are stored on site in a dry place Yes / No 1 pt
  16. The outdoor air intake screen is free of leaves, cottonwood seed and debris Yes / No 1 pt
  17. Pressure drop across the filter bank (in. w.c. or Pa) Number
  18. Filter condition on the unit inspected Rating
    • Clean and recently changed 5 pts
    • Lightly loaded and within the interval 4 pts
    • Heavily loaded or overdue 2 pts
    • Missing, collapsed or bypassing 1 pt

2. Belts and motors 19 items

  1. The technician locks out the unit's power before removing the belt guard (observe or ask) Yes / No 1 pt
  2. The fan belt has no cracks, fraying or glazing Yes / No 1 pt
  3. Belt tension is within the manufacturer's deflection when pressed at mid-span Yes / No 1 pt
  4. Motor and fan pulleys line up when checked with a straightedge Yes / No 1 pt
  5. The belt rides at the top of the pulley groove, not on the bottom Yes / No 1 pt
  6. A spare belt of the correct size is kept in the unit or on site Yes / No 1 pt
  7. The belt guard is reinstalled with all its fasteners Yes / No 1 pt
  8. Motor and fan bearings run without grinding or squealing Yes / No 1 pt
  9. Greaseable bearings were lubricated at the interval in the maintenance program Yes / No 1 pt
  10. Blower wheel blades are free of dirt build-up Yes / No 1 pt
  11. The blower wheel turns freely by hand without rubbing the housing Yes / No 1 pt
  12. Set screws on the blower wheel and pulleys are tight Yes / No 1 pt
  13. Supply fan motor amp draw (A) Number
  14. Nameplate full-load amps of the supply fan motor (A) Number
  15. Measured amp draw is at or below the nameplate full-load amps Yes / No 1 pt
  16. The running unit does not shake its cabinet panels or the connected ductwork Yes / No 1 pt
  17. Condenser fan blades are free of cracks and turn without wobble Yes / No 1 pt
  18. Wire terminals at motors and contactors show no heat discoloration Yes / No 1 pt
  19. Condition of the fan drive Rating
    • No wear, quiet and aligned 5 pts
    • Minor wear, serviceable 3 pts
    • Worn belt, noisy bearing or misalignment 1 pt

3. Coils 19 items

  1. The evaporator coil face is free of dust matting and lint Yes / No 1 pt
  2. Evaporator coil fins are straight, with no flattened areas blocking airflow Yes / No 1 pt
  3. The condenser coil is free of cottonwood seed, leaves and grease film Yes / No 1 pt
  4. The condenser coil was washed in the season stated in the maintenance program Yes / No 1 pt
  5. Date of the last condenser coil cleaning Date
  6. Condenser coil fins are not corroded or crumbling Yes / No 1 pt
  7. No oil stains are visible on coils, refrigerant lines or fittings Yes / No 1 pt
  8. Insulation on the refrigerant suction line is continuous, with no bare sections Yes / No 1 pt
  9. There is no frost or ice on the evaporator coil or suction line with the unit running Yes / No 1 pt
  10. No stored material, debris or vegetation is within 3 ft (1 m) of the condenser coil Yes / No 1 pt
  11. The gas heat exchanger shows no rust-through, cracks or soot Yes / No 1 pt
  12. Hot water or chilled water coils show no leaks at the headers or valves Yes / No 1 pt
  13. Return air temperature in cooling (°F or °C) Number
  14. Supply air temperature in cooling (°F or °C) Number
  15. The temperature drop from return air to supply air in cooling is within the range in the maintenance program (commonly 16 to 22°F / 9 to 12°C) Yes / No 1 pt
  16. Insulation inside the cabinet is intact and not shedding into the airstream Yes / No 1 pt
  17. No mold growth is visible on the coil or the cabinet insulation Yes / No 1 pt
  18. All cabinet panels are in place with their screws Yes / No 1 pt
  19. Coil cleanliness Rating
    • Clean on both coils 5 pts
    • Light soil on one coil 3 pts
    • Heavy soil or blocked fins 1 pt

4. Controls 22 items

  1. Space temperature on a reference thermometer (°F or °C) Number
  2. Temperature displayed by the thermostat or zone sensor (°F or °C) Number
  3. The thermostat or zone sensor reads within 2°F (1°C) of the reference thermometer Yes / No 1 pt
  4. The occupied and unoccupied schedule matches the site's operating hours Yes / No 1 pt
  5. The thermostat or controller clock shows the correct day and time Yes / No 1 pt
  6. Heating and cooling setpoints match the company energy policy Yes / No 1 pt
  7. The thermostat is locked or guarded against local changes where company policy requires it Yes / No 1 pt
  8. The unit starts in cooling when the setpoint is lowered Yes / No 1 pt
  9. The unit starts in heating when the setpoint is raised Yes / No 1 pt
  10. The gas burner lights on the first ignition attempt, with a steady blue flame Yes / No 1 pt
  11. The flame sensor and igniter were cleaned at the heating-season visit Yes / No 1 pt
  12. The economizer damper moves through its full stroke when commanded Yes / No 1 pt
  13. The economizer actuator and linkage are tight and connected Yes / No 1 pt
  14. The outdoor air damper closes when the unit is off Yes / No 1 pt
  15. No pressure switch or safety control is bypassed with a jumper wire Yes / No 1 pt
  16. The control board shows no fault codes Yes / No 1 pt
  17. The duct smoke detector shutdown was tested as required by local regulation Yes / No 1 pt
  18. The unit disconnect switch operates and its cover is closed Yes / No 1 pt
  19. Control wiring is secured and does not rub on sharp edges or refrigerant lines Yes / No 1 pt
  20. The building automation system shows the unit online with no active alarms Yes / No 1 pt
  21. The compressor crankcase heater is warm to the touch at the heating-season visit Yes / No 1 pt
  22. Operation of controls Rating
    • Schedules, setpoints and safeties all correct 5 pts
    • Minor setting errors corrected at the visit 3 pts
    • Bypassed safety, failed economizer or wrong schedule 1 pt

5. Drains 18 items

  1. The condensate drain pan holds no standing water above the drain outlet Yes / No 1 pt
  2. The drain pan is free of slime, rust flakes and debris Yes / No 1 pt
  3. The drain pan is not rusted through or cracked Yes / No 1 pt
  4. Water poured into the pan flows out through the drain line without backing up Yes / No 1 pt
  5. A trap is installed on the condensate drain line Yes / No 1 pt
  6. The trap is filled with water at the start of the cooling season Yes / No 1 pt
  7. The drain line slopes to its discharge with no sags Yes / No 1 pt
  8. The drain line is supported and unbroken at its joints Yes / No 1 pt
  9. Condensate discharges to a roof drain or other approved point, not onto a walkway Yes / No 1 pt
  10. Drain pan treatment tablets or strips are placed where the maintenance program calls for them Yes / No 1 pt
  11. The secondary drain pan under units above ceilings is dry Yes / No 1 pt
  12. The overflow float switch shuts the unit off when lifted Yes / No 1 pt
  13. Ceiling tiles below the unit and along its ducts show no water stains Yes / No 1 pt
  14. Cabinet insulation below the coil is dry Yes / No 1 pt
  15. The condensate pump runs when its reservoir is filled Yes / No 1 pt
  16. The inside of the roof curb shows no water stains Yes / No 1 pt
  17. Drain lines running above finished ceilings are insulated against sweating Yes / No 1 pt
  18. Condensate drainage Rating
    • Pan and line clean and free-flowing 5 pts
    • Some slime or slow flow 3 pts
    • Standing water, overflow or leak 1 pt

6. Records 22 items

  1. A service report for the last preventive maintenance visit is on file at the site Yes / No 1 pt
  2. Date of the last preventive maintenance visit Date
  3. The last visit took place within the frequency stated in the contract Yes / No 1 pt
  4. The service report identifies each unit by its tag number Yes / No 1 pt
  5. The service report lists the filters changed, with size and quantity Yes / No 1 pt
  6. The service report records measured readings (amps, temperatures, pressures), not check marks only Yes / No 1 pt
  7. Deficiencies found at the last visit are listed with a quote or a repair date Yes / No 1 pt
  8. Deficiencies from the previous report have been closed Yes / No 1 pt
  9. The service label inside the unit is dated and initialed for the last visit Yes / No 1 pt
  10. The tag on each unit matches the site's equipment list Yes / No 1 pt
  11. The equipment list shows the make, model, serial number and installation year of each unit Yes / No 1 pt
  12. Refrigerant added or recovered is recorded by unit as required by local regulation Yes / No 1 pt
  13. The technician holds the refrigerant handling certification required by local regulation (ask to see it) Yes / No 1 pt
  14. The roof hatch was found locked after the last visit Yes / No 1 pt
  15. Every unit covered by the contract was serviced at the last visit, with none skipped Yes / No 1 pt
  16. Number of units covered by the contract at this site Number
  17. Number of units with open deficiencies Number
  18. Number of hot or cold complaints logged in the last 30 days Number
  19. Name of the servicing contractor Short text
  20. Name of the site manager Short text
  21. Overall result of the preventive maintenance program at this site Rating
    • On schedule, with deficiencies closed 5 pts
    • On schedule, with open deficiencies 3 pts
    • Visits missed or work not done 1 pt
  22. Deficiencies and corrective actions Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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