Templates

HVAC preventive maintenance checklist

In short

This HVAC preventive maintenance checklist walks a technician through the usual order of checks, from safe isolation and filters to coils, fans, condensate drains and controls, then logging the result. Run it as an inspection template in Cohiva Control and a failed item raises a work order automatically, with versioned, immutable records. Follow the manufacturer's instructions and any applicable standards for intervals and measurements.

HVAC preventive maintenance checklist

Heating, ventilation and air conditioning plant tends to fail at the worst possible time, on the hottest or coldest day, when it is working hardest. Most of those failures trace back to something a routine check would have caught: a choked filter, a blocked condensate drain, a slipping belt. This HVAC preventive maintenance checklist gives a technician a sensible order to work through, and shows how to run it inside Cohiva Control so the result is recorded and any failure becomes a tracked job.

Use the items as practical guidance. For intervals and any specific measurements, follow the manufacturer’s instructions and any applicable standards rather than a generic figure.

Before you start

  • Confirm the maintenance window and that occupants are not affected by a shutdown.
  • Isolate the unit and apply your site’s lockout procedure before opening any panels.
  • Open the asset record in Cohiva Control and confirm you are working on the right unit.
  • Review any faults or comfort complaints reported since the last visit.

Check the air side: filters, coils and fans

Airflow is where most HVAC problems begin.

  • Inspect and replace or clean filters as required; note the condition you found them in.
  • Check supply and return grilles and ducting for blockages or damage.
  • Inspect evaporator and condenser coils for dirt, damage and corrosion; clean as needed.
  • Check fan blades for build-up and damage, and confirm they spin freely.
  • Inspect belts for wear, tension and alignment, and check pulleys.

Check condensate and drainage

A blocked drain is a common cause of water damage.

  • Clear the condensate drain pan and trap, and confirm water flows away freely.
  • Check the pan for corrosion, cracks and standing water.
  • Confirm any condensate pump operates and cuts in and out correctly.

Check the mechanical and electrical condition

  • Look and listen for unusual bearing noise or vibration on motors and fans.
  • Check for loose mountings, panels and guards, and refit anything insecure.
  • Inspect visible wiring, terminals and contactors for heat damage or looseness.
  • Confirm safety controls and interlocks are in place; flag anything bypassed.

Any work on refrigerant circuits or the electrical supply must be carried out by a licensed and qualified person.

Check controls and operation

  • Confirm the unit responds correctly to its thermostat or controller.
  • Check setpoints and schedules against what the space actually needs.
  • Run the unit through its modes and confirm it reaches and holds the target.
  • Read and log any meter, run-hour or pressure values you track.

Log and close out

  • Mark each item pass or fail in the inspection.
  • Attach photos of worn or damaged parts.
  • Remove the lockout, return the unit to service and confirm normal operation.

In Cohiva Control, a failed item can raise a work order automatically, so a torn filter housing or a slipping belt becomes a scheduled repair with the evidence attached. Inspection records are versioned and immutable once submitted, giving you a clear history per unit for reliability tracking and the asset’s maintenance record.

Part of the Cohiva platform

Cohiva Control is part of the Cohiva platform. Leisure operators often run it with Cohiva Complex, and finance teams connect it to Cohiva Crunch for the general ledger. Explore the platform at www.cohiva.app.

Frequently asked questions

How often should HVAC equipment be serviced?
It depends on the unit, its duty and the environment, so follow the manufacturer's schedule and adjust for dusty or high-use sites. Filter checks usually fall due more often than full plant services.
Can I schedule this checklist automatically?
Yes. Build it as an inspection template on a preventive maintenance schedule in Cohiva Control and it generates work orders on a time or meter interval, with PM compliance tracked against the schedule.
What happens if a check fails?
A failed item can raise a work order automatically, so a blocked drain or a worn belt becomes a tracked repair. The inspection record is versioned and immutable once submitted.
Who should do refrigerant work?
Any work involving refrigerant or the electrical supply must be done by a licensed and qualified person. General checks such as filters, drains and visual inspection suit a competent maintenance technician under the right isolation.
Does following this make my site compliant?
No. It supports your own inspection regime and keeps a clear record. Confirm your obligations and correct intervals against the manufacturer's instructions and any applicable standards.