Maintenance Checklist for Your Business’ Heating and Cooling System

Regular preventative upkeep is the key to the efficiency, durability, and longevity of any HVAC system. Just like annual regular medical checkups or monthly car tune-ups, a routine commercial HVAC repair and maintenance can help property managers and business owners reduce energy costs, prevent expensive repairs, and lengthen the life the system.

A study by The New Buildings Institute showed that when best practices in commercial HVAC maintenance and operations are applied, the energy consumed is reduced by up to 20 percent across all climate areas in the country.

Regular maintenance involves:

Checking the thermostat
Checking and tightening any loose electrical connections
Measuring the voltage and current
Preventing friction by lubricating all moving parts
Inspecting the drains to prevent water damage and bad humidity levels
Surveying all system operations according to the the manufacturer's guidelines and specifications


We have compiled a detailed commercial HVAC repair and maintenance checklist:

Air Filters

Checking air filters should be done every three to four weeks to see if it needs just regular cleaning or a complete replacement. Depending on how much dirt the filters accumulate, the standard schedule of when they should be replaced is between one to six months. If you have dirty filters within your unit, they can block good air flow and substantially reduce the performance of your commercial HVAC.

Condenser Coils and Evaporator

Condenser coils are exposed to outdoor air, which is unfiltered. They go through significance degradation due to dirt. Although the condenser coils do not affect the indoor air, it is highly advisable to clean them once or twice a year or at the same time as the evaporator to enhance energy efficiency. Once the coils are appropriately checked and cleaned, antimicrobial cleaning treatments should be applied to stop the growth of mold. The complete air handler should be cleaned and treated to ensure that the whole unit is free of harmful microorganisms.

Refrigerant Charge Levels

The refrigerant level of your air conditioner affects the performance of your unit. Too little or too much will up energy costs and shorten its lifespan.

Blower Wheels

The blower wheels and motor house the essential parts of the air handling unit. If the blower wheels are dirty, airflow is reduced. This issue can make the compressors fail and the coils freeze, significantly increasing energy costs because your commercial HVAC will run faster and harder. Cleaning and adjusting the blowers to ensure proper airflow is essential.

Belts, Pulleys, and Bearings

Changing the blower belts once a year is a standard best practice for commercial HVAC repair and maintenance. As for the pulleys and bearings, too much tension can cause stress and friction on them. Applying regular lubrication to all moving parts will prevent overheating, seizures, and overall damage to the wheels, shafts, and unit housing.


An HVAC economizer is optimized to use cool outside air to cool the indoor space. If the outside air temperature is less than the recirculated air, an HVAC economizer can condition it, making it more energy efficient than conditioning already recirculated air. Make sure that the temperature sensors are working right, as well as the dampers and ventilation settings throughout the unit.


The voltage connections should be inspected to check their levels. Any loose connections are a huge safety issue. Voltage imbalances can start overheating and sporadic shutdowns of motors, which is not suitable for the unit.

Cabinets and Supply Ducts

Cabinets and ducts supply indoor air. If there are any leaks, corrective steps should be immediately implemented. Air leaks can be fixed by replacing the gaskets, screws, or latches - whichever part needs to be changed.

Air Ducts

How often you clean the air ducts relies on the commercial HVAC repair and maintenance schedule as well as the purpose of the building. For instance, in a hospital where there are a lot of potential contaminants, professionals suggest checking the air ducts every two years. If an inspection shows contamination, the air ducts should be cleaned and treated right away.

Seasonal Checkups

Your manufacturer’s standard guidelines are a good starting point when it comes to examining the refrigerant charge and the system’s gas pressure. Once all the careful inspections are conducted, the necessary steps should be performed.

By following this commercial HVAC repair and maintenance checklist, your system should be operating at maximum efficiency.