Commercial HVAC Maintenance Checklist for Business Owners

Regular HVAC maintenance prevents breakdowns, reduces energy costs, and extends equipment life. This checklist helps business owners understand what maintenance tasks are needed and when.

Quick Reference: Maintenance Schedule

Monthly Tasks (Staff Can Handle)

These simple tasks can be performed by building staff:

1. Air Filter Check/Replacement

Why it matters: Clogged filters reduce airflow by up to 15%, increase energy use by 10-15%, and cause premature equipment failure.

What to do: - Locate all air filters (return grilles, air handlers, RTU filter racks) - Check filter condition — replace if dirty, damaged, or at the manufacturer-recommended interval - Use the correct filter size and MERV rating - Record replacement date for tracking

Filter replacement guidelines: - 1" filters: Every 1-3 months - 2" filters: Every 2-4 months - 4" filters: Every 4-6 months - High-use environments (restaurants, manufacturing): More frequent

2. Visual Inspection

What to look for: - Water stains or leaks around units - Unusual sounds during operation - Visible damage to equipment - Ice formation on refrigerant lines - Loose or missing access panels

Where to check: - Around indoor units and air handlers - Near condensate drains - At rooftop unit bases (from the roof if safely accessible) - Thermostat displays for error codes

3. Outdoor/Rooftop Unit Clearance

What to do: - Remove leaves, debris, and trash from around units - Ensure 2-3 feet clearance on all sides - Trim vegetation growing near equipment - Check that drain lines are flowing freely

Seasonal considerations: - Fall: Clear fallen leaves - Spring: Remove pollen buildup - Winter: Clear snow and ice (carefully) - Summer: Ensure no obstructions blocking airflow

4. Thermostat Check

What to verify: - Correct date and time - Proper schedule programming - Temperature reading accuracy (compare to a separate thermometer) - All zones responding appropriately

Quarterly Professional Maintenance

These tasks require trained HVAC technicians:

Cooling System Inspection

Refrigerant system: - Check refrigerant levels and pressures - Inspect for leaks - Verify proper superheat and subcooling - Check line insulation condition

Electrical components: - Test capacitors - Check contactors for pitting or wear - Verify electrical connections are tight - Measure amp draw on motors - Test safety controls

Mechanical components: - Inspect belts for wear and tension - Check bearings and lubricate if needed - Verify blower wheel condition - Check fan blade condition

Controls: - Verify thermostat calibration - Test all operating modes - Check economizer operation - Verify safety shutoffs function

Heating System Inspection

Gas heating: - Inspect heat exchanger for cracks - Check burner operation and flame pattern - Verify gas pressure - Test ignition system - Check flue and venting - Test carbon monoxide levels

Electric heating: - Inspect heating elements - Check sequencer operation - Verify all stages activate - Test high-limit safeties

Documentation

Professional maintenance should include: - Equipment condition report - Measurements and readings - Recommendations for repairs or improvements - Photos of any issues found - Maintenance history update

Semi-Annual Deep Cleaning

Performed in spring (cooling prep) and fall (heating prep):

Coil Cleaning

Evaporator coil (indoor): - Remove debris and buildup - Apply coil cleaner - Rinse and dry - Check drain pan and clean if needed

Condenser coil (outdoor): - Remove external debris - Clean coil fins - Straighten bent fins - Verify proper airflow

Condensate System

• Flush condensate drain line
• Clean drain pan
• Check drain trap
• Verify proper drainage slope

Ductwork Inspection

• Check for disconnected sections
• Inspect for damage or deterioration
• Verify damper operation
• Check insulation condition

Annual Comprehensive Service

Once per year, typically before the cooling season:

Complete System Analysis

• Full electrical system test
• Complete refrigerant analysis
• Airflow measurement and balancing
• Energy efficiency evaluation
• Remaining useful life assessment

Equipment Documentation

• Update equipment inventory
• Record model and serial numbers
• Document nameplate data
• Note any changes or additions

Compliance Verification

• Verify refrigerant logs are current
• Check that equipment meets current codes
• Review any permit requirements
• Document for insurance purposes

Signs You Need Immediate Service

Call for professional service if you notice:

Safety Concerns: - Gas smell near heating equipment - Carbon monoxide detector alert - Burning smell from vents - Sparks or electrical arcing - Water flooding from equipment

Performance Issues: - Complete loss of heating or cooling - Significant temperature variations - Unusual loud noises - Ice formation on equipment - Error codes on thermostat

Efficiency Red Flags: - Sudden spike in energy bills - Equipment running constantly - Short cycling (turning on/off rapidly) - Reduced airflow from vents

Creating a Maintenance Schedule

Option 1: DIY Tracking

Create a simple spreadsheet or calendar with: - Filter replacement dates - Monthly inspection checklist - Professional service appointments - Equipment information

Option 2: Maintenance Agreement

A professional maintenance plan includes: - Scheduled quarterly visits - Filter management - Priority service for repairs - Detailed documentation - Repair discounts

Option 3: Building Management Integration

For larger facilities: - Integrate with BAS (Building Automation System) - Automated filter replacement reminders - Real-time equipment monitoring - Centralized maintenance tracking

Maintenance Plan ROI

For a typical small business with 2 RTUs:

Without maintenance: - Higher energy bills: +$100-200/month - Emergency repairs: $800-3,000/year - Shorter equipment life: Replace 5-7 years sooner

With maintenance ($1,000-1,500/year): - Optimized energy efficiency - Predictable service costs - Extended equipment lifespan - Priority scheduling when needed

Typical savings: $2,000-4,000/year

Getting Started

If you haven't had professional maintenance recently:

• . Schedule an assessment — Have a technician inspect current equipment condition
• . Address immediate issues — Fix any problems found during inspection
• . Establish a schedule — Set up quarterly professional maintenance
• . Train staff — Show employees how to check filters and report issues
• . Track everything — Keep records of all maintenance performed

Commercial Maintenance from Energy Solutions

Our commercial maintenance programs include:

Quarterly Service Visits: - Complete system inspection - Filter replacement - Cleaning and adjustments - Detailed service report

Priority Service: - Same-day response for emergencies - Reduced diagnostic fees - Repair discounts

Documentation: - Equipment condition reports - Maintenance history - Recommendations and planning

Call (925) 778-1335 for a commercial maintenance assessment, or [learn more about our commercial services](/commercial).