Blog Post

Complete HVAC Preventive Maintenance Checklist

Posted by Miranda Cheatham

HVAC parts prepared for a maintenance check

What would happen if the HVAC system in your business broke down? Your place of business would quickly become hot and humid, and it could even jeopardize your goods and services. If you own a storefront or business where customers have to come into your building do to business, a broken HVAC is a sure way to put a damper on the deal.

The best way to avoid an HVAC malfunction is to be intentional about preventative maintenance. This HVAC Preventive Maintenance Checklist will help you keep an eye on one of the most essential systems in your business so you can identify and resolve small problems before they become big issues.

Create custom checklists that can be completed from anywhere. Try Device Magic for free today.

Why Is Maintenance Important?

If your company is consistently looking for ways to be sustainable and cut expenses, regular maintenance on all of your building’s systems is a must. Implementing routine preventive maintenance on your HVAC system can benefit you in many ways:

Lower Energy Bills

High-performing machines are more efficient, more sustainable, and can help lower energy bills. With regular maintenance, you can make sure that your HVAC system is not overworked. An overworked system will consume more energy and therefore result in higher utility bills. Performing routine preventive maintenance will help to keep your energy bills down.

Reduce Repair Costs

Preventive maintenance helps you catch issues with your HVAC system early. When you’re regularly checking the status of your HVAC unit, you can identify warning signs of malfunction and fix them before they require a more expensive solution.

Extend the Life of Your Unit

Investing a little time and money into preventative care of your HVAC system can dramatically impact how long the unit lasts. Buying a new system is a significant expense for your company. Proper preventive maintenance can keep your unit running its best for longer, so you can put off buying a new one until it’s absolutely necessary.


If you are using a gas furnace, it’s always important to be aware of the risk of carbon monoxide leaking into your air. This could be a life-threatening problem and could put you, your employees, and your customers in danger. Regular inspection can allow you to discover cracks or evidence of leaks so you can have a contractor fix this dangerous issue right away. Regular maintenance also helps you stay compliant with industry safety regulations.

Preventive Maintenance Checklist for Your HVAC System

Your HVAC system works differently in all four seasons. If you live in a colder climate, you rely on your heating system significantly for a good portion of the year. If you live in a warmer climate, an ice-cold air conditioning system is a requirement for most of the year. No matter where you live, it is recommended that you break your preventive maintenance for your HVAC system down by season:

Spring & Summer Maintenance

Your HVAC system has a specific set of responsibilities in the warmer months. Here are a few things you can do to make sure your system is keeping up with the warmer temps:

  • Clean coils and condensers
  • Replace all of your unit’s filters
  • Check the outside unit, clear any debris, and ensure the cabinet door is closed
  • Check the cabinet for leaks
  • To ensure proper airflow, clear any clogs in the drain lines
  • Check the refrigerant charge, thermostats, and all connections associated with the electrical system
  • Inspect the ducts for dust and mold, and inspect the blowers and blades
  • Make sure the fan motor is operating correctly and lubricate any moving parts

Fall & Winter Maintenance

Your HVAC system works differently in the colder seasons. Here are a few things you can do during the fall and winter to make sure your system is working effectively:

  • Clear drain lines and carefully inspect all heating elements. A damaged heat exchanger could lead to carbon monoxide exposure
  • Lubricate all moving parts such as bearings and motors
  • Replace the filter every 30 to 90 days, and replace any pulleys or belts that are damaged or frayed
  • Check for gas pressure and look for areas prone to gas leaks
  • Check the thermostats, wiring and electrical connections, and the ignition burner assembly
  • Inspect the heat pump and make sure the flue system is attached to the furnace

Stay on Top of Preventive Maintenance with Device Magic

Device Magic allows you to create a custom maintenance checklists for your HVAC system and other equipment. Our easy-to-use form builder allows you to create a checklist by dragging and dropping elements such as:

  • Checkboxes
  • Free Text
  • Yes/No Questions
  • Photos
  • Geo-Mapping
  • Bar Codes
  • Time Questions
  • Signature Boxes

With just a few clicks, you can create a detailed preventive maintenance checklist that is tailored to your business. Once completed, you can save, send, edit, and print the documents as needed. This will help you stay organized and stay on a regular maintenance schedule. You can even access these forms offline.

Try Device Magic today to see how easy it is to manage preventive maintenance on all of your business’s most important systems and equipment.

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