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34 Free Checklists

HVAC Maintenance Checklist

Free HVAC maintenance checklists for every major air conditioning, ventilation, and cooling asset — from AHUs and fan coil units to chillers, VRF systems, rooftop units, and ductwork. Each includes preventive tasks, service frequencies, common faults, and safety notes.

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HVAC maintenance checklist template with tasks covering air filters, coil cleaning, F-Gas leak checks and fire damper drop tests alongside service frequencies
A preview of the HVAC maintenance checklist format — pick the checklist for your specific plant below.

A good HVAC maintenance checklist covers filters and coils, fans and belts, refrigerant and F-Gas checks, dampers and controls, condensate management, and the statutory checks (like fire damper testing) associated with air systems. Choose the checklist for your specific plant below.

Cooling

Direct Expansion (DX) Unit Maintenance Checklist

12 tasks · Free PDF

Split System Air Conditioning Maintenance Checklist

12 tasks · Free PDF

Variable Refrigerant Flow (VRF) System Maintenance Checklist

12 tasks · Free PDF

Chiller Maintenance Checklist

18 tasks · Free PDF

Cooling Tower Maintenance Checklist

12 tasks · Free PDF

Condenser Maintenance Checklist

10 tasks · Free PDF

Evaporator Maintenance Checklist

11 tasks · Free PDF

CRAC Unit (Computer Room Air Conditioning) Maintenance Checklist

10 tasks · Free PDF

Chilled Beam Maintenance Checklist

10 tasks · Free PDF

Dry Air Cooler / Adiabatic Cooler Maintenance Checklist

10 tasks · Free PDF

Evaporative Cooler Maintenance Checklist

10 tasks · Free PDF

Air-Cooled Chiller Maintenance Checklist

16 tasks · Free PDF

Water-Cooled Chiller Maintenance Checklist

17 tasks · Free PDF

Process Chiller Maintenance Checklist

16 tasks · Free PDF

Other maintenance checklist categories

heating maintenance checklists — Boilers, calorifiers, heat exchangers, heat pumps and flues — combustion, controls and hot water safety checks.
plumbing and water system maintenance checklists — Pressurisation units, booster sets, storage tanks, TMVs and water treatment — pressure, hygiene and legionella control.
electrical maintenance checklists — Distribution boards, switchgear, generators, UPS, solar PV and EV charging — inspection, testing and thermographic checks.
fire safety maintenance checklists — Fire dampers, alarms, emergency lighting, sprinklers, risers and fire doors — the statutory checks and their records.
BMS and controls maintenance checklists — BMS panels and head-ends, DDC controllers, inverters, sensors and actuators — calibration, overrides and strategy backups.
metering maintenance checklists — Energy, heat, water and gas meters — read integrity, accuracy checks and the data quality behind aM&T reporting.
lift maintenance checklists — Passenger, goods and platform lifts and escalators — LOLER thorough examination, entrapment release and door safety.
All maintenance checklists·preventive maintenance checklist·building maintenance checklist·Statutory inspection checklists·Free checklist templates·Compliance and FM topics

How often should HVAC plant be maintained?

Most UK FM teams plan HVAC maintenance around SFG20-style task schedules: filters and condensate drains checked monthly to quarterly, coils cleaned and refrigerant performance verified around twice a year, and a full strip-down service annually. Run hours matter more than the calendar — an AHU serving a 24/7 building, or plant in a dusty or coastal environment, will need filter and coil attention well before a lightly loaded unit. Belt-driven fans need tension and alignment checks at every visit; EC fan upgrades remove that task entirely.

Frequencies should also flex with criticality. Plant serving server rooms, laboratories, or healthcare spaces usually justifies monthly checks and condition monitoring, while a packaged unit over a storeroom can safely run on an annual cycle. A good starting point is the manufacturer's O&M manual schedule, tightened where failure history or environment demands it.

Statutory and compliance checks for air systems

Several HVAC tasks are statutory rather than discretionary in the UK. Systems containing more than 5 tonnes CO₂-equivalent of F-Gas refrigerant need periodic leak checks (more often without automatic leak detection), with records kept for five years. Fire and smoke dampers in ductwork should be drop-tested at least annually in line with BS 9999 and BESA VH001, and ductwork cleanliness managed to TR19. Air conditioning systems over 12kW also require a TM44 inspection every five years.

Keeping the evidence is as important as doing the work: leak-check records, damper test results, and service sheets are what an auditor, insurer, or fire risk assessor will actually ask for. Each checklist below includes the compliance-relevant tasks for that asset type, with frequencies and standards notes.

Frequently asked questions

What should an HVAC maintenance checklist include?
An HVAC maintenance checklist should cover filter and coil condition, fan and belt checks, refrigerant performance and F-Gas leak checks where applicable, damper and control operation, condensate drainage, and the statutory checks associated with air systems such as fire damper drop testing. The exact tasks and frequencies depend on the specific plant — AHUs, FCUs, chillers, VRF, and rooftop units each have their own checklist.
How often should HVAC be serviced?
Filters and condensate are typically checked monthly to quarterly, with coil cleaning and refrigerant checks around twice a year and a full service annually. Plant that runs hard or in dirty environments needs more frequent filter and coil attention. F-Gas leak checks follow the refrigerant charge, and any fire dampers in the ductwork are drop-tested at least annually.
Are these HVAC checklists free to download?
Yes. Every checklist can be viewed in full and downloaded as a free PDF from the templates library, with no signup required. They are built on UK maintenance practice for FM teams and building engineers.

Find the detail behind every checklist

PM Assist makes your O&M manuals, settings, and records instantly searchable — so engineers get the specifications and procedures behind each task in seconds.

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