Commercial HVAC Maintenance Checklist for Facilities Managers

Quick answer

A commercial HVAC maintenance checklist should cover three things. First, records: an accurate asset register, maintenance schedule and F-gas logs. Second, compliance: F-gas leak checks, TM44 inspections, legionella controls and ventilation duties. Third, equipment tasks for each asset: filters, coils, drains, fans, belts, refrigerant checks and controls. Facilities managers should check all three regularly, not just that visits happen.

How to use this checklist

This is a management checklist, not a set of engineering instructions. Use it to check that your HVAC maintenance arrangements are complete and working. Your contractor should hold the detailed task lists for each asset.

1. Records and documentation

An asset register listing every HVAC asset with location, make, model, serial number and age
A maintenance schedule setting tasks and frequencies for each asset type
Visit records for the last 12 months, showing tasks done and readings taken
An open defects list, with dates raised and target dates for resolution
Operation and maintenance manuals and as-installed drawings, where available
Contact and out-of-hours arrangements for HVAC faults

2. Compliance

F-gas register: refrigerant type and charge for each system, with CO2-equivalent calculated
F-gas leak checks carried out at the required intervals, with records kept
TM44 inspection reports for air conditioning systems over 12 kW, less than five years old
Legionella risk assessment covering humidifiers, evaporative cooling and other relevant HVAC water systems
Evidence that occupied spaces receive adequate ventilation, for example CO2 monitoring
Pressure system written schemes of examination, where applicable

3. Equipment tasks to expect

Asset	Tasks your schedule should include
Air handling units	Filters, fans and belts, bearings, coils, drain trays, dampers, frost protection, heat recovery
Fan coil units	Filters, condensate drains and pumps, valves and actuators, fans, controllers
Air conditioning	Indoor and outdoor coils, drains, refrigerant checks, controls
Chillers	Operating readings, alarm history, condensers, flow checks
Heat pumps	Coils, defrost, flow temperatures, refrigerant checks
Ventilation	Fans, belts, filters, dampers, controls
Controls	Sensor checks, setpoints, schedules, interlocks

4. Seasonal checks

Before summer: air conditioning and chiller condenser cleaning, drain checks, cooling performance checks
Before winter: heating and heat pump checks, frost protection, defrost operation
After occupancy changes: time schedules and setpoints reviewed

5. Performance and review

Recurring faults reviewed to find root causes
Energy use reviewed against occupancy
Replacement planning for assets near the end of their life
Schedule reviewed annually and updated for new or removed assets

Red flags

Act on these promptly. Missing F-gas records, no legionella risk assessment for humidified AHUs, repeated water leaks from ceiling units, and defects left open for months all point to maintenance that is not working.

Next steps

If your checklist shows gaps, an HVAC system assessment will establish the baseline. A structured maintenance contract then keeps everything on track.

Frequently asked questions

Should facilities staff carry out any HVAC tasks themselves?

Simple, non-invasive checks are useful, such as noting alarms, unusual noise, leaks or blocked grilles. Anything involving opening equipment, electrical isolation, refrigerant or work at height should be left to competent engineers.

How do I know my contractor is doing what the schedule says?

Ask for visit records that list each asset, the tasks done and readings taken. Spot-check filters and drains occasionally, and review defect reports to make sure issues are being closed out.

This guide is general information for commercial building operators. It does not replace an assessment of your building by a competent engineer. If there is an immediate risk to people, contact the emergency services first.