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Free HVAC Service Call Checklist PDF: Foster Accountability and Increase Sales

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In this article, we’ll provide a free HVAC service call checklist that you can download. Our PDF checklist includes the following steps:

  • Take pre-maintenance safety precautions

  • Check the blower area including belt tension, motor, bearings, etc.

  • Change dirty air filters

  • Clean economizer screen and check evaporator coil

  • Check drain trap for clogs

  • Inspect thermostat controls and electrical hookups

  • Examine the condenser fan motor

  • Check the exchange area

  • Check the ignition area

In the next section, you can find a link to download our checklist and instructions for putting it to work in your HVAC business

It’s worth noting, though, that while an HVAC service call checklist can offer some process improvements, like creating greater consistency and employee accountability, PDF templates do have some drawbacks.  

A few examples of the limitations of PDF templates include:

  • It’s difficult to make sure they’re used on every single service call.

  • PDF templates can be tough to customize or duplicate.

  • They don’t integrate with the other apps most HVAC contractors use to manage their businesses, requiring them to manually transfer data from service calls into their CRM.

  • When it’s stored in a PDF, information related to issues uncovered during service calls is hard for techs to share with staff back at the office, potentially delaying actions like verifying a warranty or an item’s inventory status, creating estimates, or ordering parts.  

To help you avoid these and other pitfalls, we’ll explain how our HVAC contractor software, ServiceTitan, helps business owners optimize their service call workflows.  

Do you want to see for yourself how ServiceTitan’s HVAC software can give you the tools you need to streamline operations and grow your business? Schedule a call for a free product tour.

How to Download and Use Our HVAC Service Call Checklist

Click here to download our free HVAC service call checklist.

Once you’ve saved the PDF to your computer as a new file, you’ll be able to customize the checklist with your own company name, address, phone number, and logo. 

Our HVAC service call checklist is divided into three sections, each of which includes a handful of easy-to-follow steps.

1. Equipment Description and Safety Checklist

Describe the Equipment Details

In the first section of the template, HVAC field service technicians will jot down all of the basics —  job date, unit location, serial number and model number, voltage and phase of the unit, refrigerant type — regardless of whether they’re doing an equipment inspection and regular maintenance, or something more involved. 

Pre-Maintenance Safety Precautions

The first section of the checklist also prompts techs to complete safety-related tasks, including verifying that potential hazards and contaminants have been cleared from the work area and that the disconnection switch is off. 

2. Air Conditioning

The AC section of the PDF checklist covers maintenance tasks for air conditioning systems. 

Air conditioner inspection is broken down into the following areas:

Check the Blower Area 

Our checklist prompts techs to check the blower area of the AC unit for belt tension, wiring, blower wheel issues, belt tension, and belt size. 

Check the Air Filter Area

Next, techs will ensure that the economizer screen has been cleaned, and that they’ve changed dirty filters and checked the evaporator coil. 

Check the Cooling Area

They’ll also need to examine the electrical connections for the cooling system, inspect thermostat controls, and check the drain trap for clogs. 

Check the Condenser/Compressor Area

Finally, the air conditioning section of the checklist asks techs to inspect the AC unit’s condenser fan motor, blades, filter dryer, crankcase, and condenser coil.

3. Heating Elements

Maintenance checklist items for the heating system component of HVAC units are broken down into two major areas: 

Check the Exchange Area

  • Air filters

  • Heat exchangers

  • Fan, blower motor, burner assembly

Check the Ignition Area

  • Gas pipe and valve

  • Draft inducer motor

  • Burner logs

  • Ignition board

  • Thermostat controls

  • Electrical connections

The final section of our HVAC service call checklist template provides space for techs to write additional maintenance call notes. For example, they can record information they gleaned from talking to the customer, or flag obstacles they encountered during the job. 

By incorporating our HVAC checklist into their service call process, HVAC business owners can encourage their employees to complete more comprehensive inspections, allowing them to find problems and perform tuneups, and help customers keep their energy bills low. 

As we noted above, however, paper-based PDF checklists come with significant limitations. Below we’ll explain how advanced HVAC software like ServiceTitan can help contractors address these issues, allowing HVAC companies to: 

  • Ensure techs follow essential HVAC service call processes on each and every job. 

  • Customize and duplicate service call checklists on the fly.

  • Store, organize, and share inspection data.

  • Sync information with the other tools HVAC companies use to run their business

How ServiceTitan Helps Streamline the HVAC Service Call Process

Ensure the Necessary Forms and Checklists Are Completed for Every Job

With ServiceTitan, HVAC contractors can create fully customizable forms, like HVAC maintenance checklists, to streamline service calls and ensure technicians are thorough during inspections. 

Once a form or checklist has been created, users can easily add them to individual customers, jobs, locations, or even equipment. The ServiceTitan mobile app then provides techs access to all of these documents in the field, while office employees can access this data in real-time via our desktop app. 

Instead of relying on paper checklists and maintaining a supply of them in the truck, which can often lead to errors and organizational headaches, ServiceTitan stores every piece of data entered into the platform in the cloud. This eliminates the need to transfer customer information and job details from paper forms into a computer system, while also allowing companies to save time by making data easy to find and access.   

Our software gives users the ability to build forms from scratch. But ServiceTitan also offers a large, diverse menu of pre-built templates. These are based on forms used by other successful HVAC businesses and are made available through TitanExchange. They can be customized, too, so that users can meet the specific needs and preferences of their HVAC shop.

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Guarantee Checklists Are Used Every Time

When HVAC companies use paper or PDF forms, they trust their techs to follow best practices and fill out service call checklists for each inspection. However, there’s no way to ensure that techs are doing so on each and every job. Whereas, with ServiceTitan, HVAC business owners can use Form Settings to actually require techs to complete certain forms for specified job types. 

If a tech is installing an HVAC system, for instance, Form Settings can be set so that they must complete a warranty form and an HVAC installation checklist to close out a job. 

If they’re doing a preventative maintenance visit, the tech can be required to fill out an HVAC maintenance checklist before they can mark the job as complete.   

By creating employee accountability through automation, HVAC business owners and managers can rest assured that best practices are followed consistently.  

Edit and Customize Checklists with Ease

ServiceTitan users can easily edit service call checklists, adding and subtracting items in accordance with their needs. To illustrate, the list below reflects items that owners and managers might add to checklists to ensure technicians perform thorough assessments:  

  • Condensers

  • Heat pumps

  • Gas furnace

  • Indoor air quality

  • Refrigerant levels 

  • Refrigerant lines

  • Proper airflow

  • Air filters

  • Condensate drains

  • Ductwork

  • Drain pans

  • Heat exchangers

  • Drain lines

  • Pulleys

As we noted earlier, ServiceTitan makes it easy to duplicate forms and checklists on the go — whether to cover multiple HVAC units present at a single job, or as a tech moves from job site to job site. 

Create and Present Estimates for Replacements and Repairs

One of the greatest benefits of a reliable HVAC service call process is that it drastically improves the ability of field technicians to find and convert on sales opportunities

By requiring techs to follow thorough maintenance checklists, HVAC service business owners increase the chances that techs will discover issues that might otherwise go unnoticed. 

If a tech finds an issue with the HVAC equipment they’re servicing, ServiceTitan empowers them to build a custom Good Better Best proposal directly from our fully integrated pricebook.  

While the HVAC tech is still on site, they can use their tablet to build sleek, professional proposals that include product photos, equipment details, and pricing, and present them to customers on the spot. The same proposals can be emailed to homeowners for consideration and sign-off. This allows both customers and contractors to save time — eliminating the need to deliver estimates by hand or mail — and begin urgent work quickly.

To increase close rates and boost the bottom line, ServiceTitan also gives HVAC contractors automated tools to track and follow up on outstanding unsold estimates.

Easily Track, Access, and Update Maintenance Agreements

While HVAC service call checklists are important when dealing with new customers, they’re no less vital when it comes to handling HVAC memberships and maintenance agreements.

With ServiceTitan’s membership features, HVAC companies can accurately and efficiently track and manage HVAC maintenance agreements to ensure that recurring services are properly delivered and documented.  

Since ServiceTitan stores all of the data entered into the platform in one place, there's no need to consult paper files, spreadsheets, or Word documents to locate membership details. You can easily search and find the details you need, such as:

  • Membership type 

  • Agreement period 

  • Membership locations (single or multiple)

  • Billing schedule and price

  • Service frequency (e.g. quarterly, biannual, or annual maintenance plan, etc.)

  • Revenue recognition (point of sale or deferred)

Like virtually every element of ServiceTitan, membership management features are available to  techs in the field, via mobile app, and office staff using desktop computers. 

Our membership tracking functionality also reflects the comprehensive, holistic approach that ServiceTitan takes to managing field service businesses, integrating seamlessly with the other software tools that ServiceTitan subscribers use to schedule jobs, create proposals, send invoices, collect payment, and more.  

Leverage Automation to Schedule Preventive Maintenance Visits On Time

When setting up recurring service events in ServiceTitan, contractors specify dates and frequency. From then on, recurring service events are added to the schedule automatically. That way, office staff don’t have to manually track and schedule jobs — a time-consuming and potentially error-prone process that can result in missed maintenance visits. 

Upcoming service events can be viewed by date range, and office employees can smoothly set booking in motion by contacting customers to coordinate exact timing. Jobs are automatically assigned to an appropriate HVAC tech, and simultaneously become viewable through both the dispatch board and the schedule. 

When customers are unreachable or undecided about booking, follow-up notifications are easy to set up, helping to ensure that HVAC companies don’t miss opportunities and leave money on the table. 

Of course, often maintenance visits occur outside the scope of service agreements, in which case the ServiceTitan call booking workflow provides a variety of helpful features:

  • Names and customer histories of incoming callers for CSR reference.

  • Intuitive form fields and drop-down menus to ensure that CSRs capture all the essential details on the first call.

  • A single-screen interface that allows CSRs to efficiently schedule appointments.

  • Scheduled jobs — complete with details — are automatically added to our dispatch board.

Send Invoices Efficiently to Get Paid Faster

ServiceTitan uses the same data that goes into an HVAC quote, including equipment and hourly rates, to automatically populate invoices. That way, contractors can avoid potential disputes with customers that can arise from discrepancies between an estimate and a final bill.

Like proposals, HVAC invoices can be sent by email, with a link giving customers the option to pay online, or e-signed on site with a mobile phone or tablet. ServiceTitan documents are all fully printable, so invoices can also be delivered by hand or mail.  

It’s not unusual to encounter customer objections for big-ticket items, like HVAC system replacements, particularly when dealing with residential clients. But ServiceTitan helps contractors close more deals by furnishing push-button access to our financing partners. Applying for financing and receiving approval through the ServiceTitan mobile software takes just a few minutes, often allowing HVAC businesses to overcome customer cost concerns.

Naturally, service contractors are always free to accept cash or check (checks can be scanned into our mobile app). But many ServiceTitan users find that collecting payment through our customer portal, which allows homeowners and commercial clients to save credit card information, is convenient and painless. And with our QuickBooks integration, incoming revenue is easy to track, too. 

Get a ServiceTitan Demo to See How We Can Help You Optimize and Grow Your HVAC Business 

The PDF service call checklist that we discussed above certainly is better than no service call checklist at all. But PDF and paper-based checklists aren’t able to address many of the  business process and workflow challenges of the HVAC industry. 

An end-to-end HVAC software platform like ServiceTitan, however, empowers business owners to create fully customizable forms and checklists that integrate seamlessly with the other software tools they use to handle essential moving parts of their business.  

Beyond simply optimizing the HVAC service call process, ServiceTitan includes features to help perfect core business functions including:

Want to see for yourself how ServiceTitan’s HVAC software can give you the tools you need to streamline operations and grow your business? Schedule a call for a free product tour.

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