Commercial HVAC Maintenance Checklist: Free PDF Download

To help guide technicians through the process of assessing commercial HVAC systems, we’re offering a free commercial HVAC maintenance checklist.

To get your free template, simply fill out the form above (on mobile devices) or to the right (on desktop), and we’ll email it to you right away.

What’s Included in the Commercial HVAC Preventative Maintenance Checklist

The fillable PDF template includes the following sections:

Contact Information

• Company name

• Technician name and date

• Customer contact information

Task List

• Inspect and replace air filters

• Check and clean condenser coils

• Inspect evaporator coils and clean coils if necessary

• Check refrigerant levels and recharge if needed

• Inspect refrigerant lines for leaks

• Clean and inspect blower assembly

• Lubricate moving parts (motors, bearings, etc.)

• Inspect and tighten electrical connections

• Test thermostat calibration and operation

• Inspect and test safety controls

• Inspect belts and pulleys for wear and alignment

• Clean and inspect drain lines and pans

• Test system startup and shutdown operation

• Check and verify system operating pressures

• Measure voltage and amperage on motors

• Inspect ductwork for leaks and insulation integrity

• Check outside air dampers and economizer operation

• Replace or calibrate sensors as required

• Review building management system (BMS) controls

• Provide service report and recommendations

Inspection Summary

• No Issues Found – System is operating normally

• Minor Maintenance Required – Non-urgent repairs recommended

• Urgent Repairs Needed – Safety or operational concerns present

Documentation

• Notes and recommendations

• Customer and technician signatures

Why PDFs Fall Short in Commercial HVAC Maintenance

Filling out this maintenance checklist can help ensure techs don’t miss key steps when inspecting heating and air conditioning systems in commercial buildings. 

However, even fillable PDF templates that can be filled out digitally on-site have significant limitations, specifically:

No Multimedia Support → Lost Context & Disorganized Documentation PDFs are limited to text, meaning technicians can’t attach key photos or videos directly in the form. Instead, they must store media separately, increasing the chances of losing critical evidence or failing to communicate the full scope of an issue.

Lack of Integration → Time-Consuming & Error-Prone Workflows PDFs don’t sync with your CRM, project management software, or other apps. Every test result, filter change, or system deficiency must be manually transferred, wasting time and increasing data entry errors.

Fragmented Communication → Delays, Callbacks, & Unhappy Clients HVAC maintenance details often get lost across PDFs, emails, and texts. If a technician reports that a rooftop unit isn’t maintaining static pressure, but their note gets buried in an email thread, it may get missed, leading to delayed repairs or costly system breakdowns.

Static & Inflexible → No Real-Time Updates or Accountability A PDF checklist doesn’t verify if all maintenance tasks were completed, track approvals, or ensure follow-ups are scheduled. If a technician skips checking gas pressure, there’s no built-in system to alert managers before the job is marked complete—potentially leaving the client with an inefficient HVAC system.

Why Settle for Outdated PDFs? ServiceTitan Eliminates These Pain Points.

Using PDFs for tracking HVAC maintenance is like trying to diagnose system efficiency without checking static pressure—it’s inefficient, outdated, and prone to costly oversights.

In the next section, we’ll show you how ServiceTitan’s HVAC contractor software streamlines maintenance visits, eliminates inefficiencies, and improves accountability.

ServiceTitan Streamlines Commercial HVAC Maintenance Processes

If you’re looking for a more streamlined and efficient solution, ServiceTitan offers tools designed specifically for HVAC contractors. Here’s how our platform can help:

1. Customizable Digital Forms and Checklists

ServiceTitan’s HVAC software empowers contractors to create fully customized forms for installations, regular HVAC maintenance, and more.

Key Features of Custom Forms

• Flexible Customization: Easily build forms from scratch or use pre-built templates from TitanExchange, where you can access tried-and-tested forms used by other HVAC businesses. Tailor them to suit your unique needs and preferences.

• Multi-Format Options: Add a variety of inputs to your forms, including:

  • Text fields

  • Number fields

  • Checkboxes

  • Photo/video uploads

  • Dropdown menus

  • Stoplight buttons

  • Digital signatures for sign-offs

• Job-Specific Integration: Attach forms directly to specific jobs, customers, locations, or HVAC equipment.

Customize and Adjust Checklists with Ease

Users can add or subtract from maintenance checklists to match their needs and preferences. For example, any of the following could be added to checklists to ensure that HVAC technicians make thorough assessments:

• Heat pumps

• Gas furnace

• Heat exchanger

• Indoor air quality

• Proper airflow

• Condensate drains

• Drain pans

• Flue system

• Carbon monoxide detectors

• Fan motor

• Thermostat settings

In addition, every form and checklist can be duplicated as many times as necessary to address all of the HVAC units present, right from the job site.

2. Streamlined Workflows and Real-Time Communication Between Field & Office Staff

Job Data Is Accessible Anywhere, Anytime

All forms are available on both desktop and mobile platforms (compatible with Android and iOS), ensuring your team can access and update them wherever they are.

Eliminate Manual Data Entry and Reduce Errors

Dynamic, integrated forms replace outdated PDFs, eliminating the hassle of manual data transfers. Completed forms are automatically saved to the associated customer profile, ensuring that vital information is never lost and workflows remain streamlined.

Enhance Real-Time Collaboration

Updates from the field are instantly visible to office staff, enabling faster decision-making and reducing delays for crucial tasks like warranty checks, drafting estimates, and ordering parts. Everyone on the team has immediate access to the information they need to act quickly and accurately.

Boost Efficiency and Accountability with Custom Rules

ServiceTitan allows you to set custom rules to ensure the right team members complete specific forms at the right time. This keeps workflows organized, improves compliance, and ensures nothing falls through the cracks.

3. Beyond Commissioning: Maintenance Agreement and Service Contract Management

Managing HVAC maintenance plans and service contracts is a complex, time-consuming process. ServiceTitan simplifies this with robust tools designed specifically for commercial HVAC contractors.

Streamlined Office Management

ServiceTitan guides users through a step-by-step workflow to create tailored service agreements for their customers. Key features include:

• Customizable Templates: Start with pre-built templates or design your own agreements.

• Comprehensive Coverage Options: Select locations, equipment, and specific services covered under the agreement.

• Flexible Pricing and Billing: Set billing schedules, payment terms, and pricing structures that work for your business.

• Service Planning: Set maintenance schedules and ensure all tasks are accounted for.

All service agreements are centrally managed on the Service Agreements Dashboard, providing a clear, high-level overview of scheduling, locations, billing, project financials, and more. 

Efficient Scheduling and Equipment Tracking

ServiceTitan simplifies service scheduling and asset management:

• Plan and Monitor Visits: Use guided fields to define visit details like type, cost, and equipment serviced. Get notified of overdue visits.

• Track Equipment: Document details like manufacturer, model, serial numbers, and installation dates. Attach equipment to specific locations and visits for easy reference.

These features eliminate the need for complicated spreadsheets and ensure all data is seamlessly integrated into ServiceTitan’s platform.

User-Friendly Technician Mobile App

Technicians can use the ServiceTitan Mobile App to manage service agreements and perform maintenance with greater efficiency:

• Access Complete Job Histories: View previous estimates, invoices, job notes, and equipment details without calling the office.

• Streamlined Documentation: Capture photos, videos, and notes directly in the app.

• Warranty and Parts Management: Check warranty details and order replacement parts from the field.

• On-the-Spot Estimates: Create and present estimates using ServiceTitan’s integrated pricebook, or send them to the office for faster customer approvals.

Automated Billing and Customer Self-Service

ServiceTitan takes the hassle out of billing and payment collection:

• Automatic Invoicing: Set up billing schedules during agreement creation and automate your invoice delivery.

• Self-Serve Customer Portal: Enable your customers to view agreement details, job histories, and invoices, schedule appointments, and make payments online—reducing demands on your team.

Get a ServiceTitan Demo to See These Features in Action

While PDF checklists are a helpful starting point, they can’t solve the inefficiencies of manual workflows. ServiceTitan’s all-in-one HVAC service software doesn’t just streamline your maintenance program—it transforms how you manage your entire business:

• Save Time: Automated workflows reduce paperwork and free up your team.

• Improve Accuracy: Real-time updates minimize errors and miscommunication.

• Boost Revenue: Faster estimates and efficient service delivery close more deals.

Furthermore, ServiceTitan users get exclusive access to:

• Dedicated Support Teams: A personal support team to address specific questions and concerns. 

• Comprehensive Training and Onboarding: Extensive training and onboarding for new users to help them understand the software and utilize features effectively. 

• Titan Exchange: A cloud-based platform for sharing assets such as contracts, templates, checklists, and other valuable information.

• TitanAdvisor: With personalized feature recommendations and focused, step-by-step guidance, TitanAdvisor takes the guesswork out of choosing the right ServiceTitan features for your business so you get the results you want. 

• ServiceTitan Community: A users-only message board for sharing ideas for our software and general business. 

• Free Peer-Group Training: A program run by ServiceTitan employees through Ember and Spark sessions, designed to share best practices.

• Certified Admin Program: Our Certified Administrator program provides a structured approach to increasing knowledge of ServiceTitan, as well as constant and continuing education on the software.

Business owners and operators, particularly in the core service industries that ServiceTitan was built to support (HVAC, plumbing, electrical, etc.), find these resources invaluable for getting the most out of our platform, as well as staying up-to-date with the best practices and strategies that are working for other companies. 

For example, here are some testimonials from people in the ServiceTitan Community:

• “ServiceTitan Community has had a massive impact on our growth as a company. We have created connections, gleaned ideas/strategies, and grown exponentially. That may have never happened without the network that Community provides.”

• “The ServiceTitan Community provides a wonderful opportunity for networking. It’s a great place to have questions quickly answered. You can search by keywords to pull up resources and if these can’t answer your question, you can post your question as a discussion and have other users help. Having the community helps all ServiceTitan users to feel connected to one another! I love the ideas page where we can post our ideas about the direction we would like to see the software go. This helps us feel like valued customers when we can influence the future of the software!”