Free HVAC maintenance checklist

Fill it in at the visit, on your phone or a laptop, and leave the customer a PDF. Pick the cooling check for spring or the heating check for fall, mark each item OK, Done or Needs repair, and add the readings you took.

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  • What you type stays on this device
  • Prints on standard letter paper

Selling a maintenance plan? Use the HVAC maintenance agreement template.

Fill in an HVAC maintenance checklist

Only what you mark or type prints.

Which visit?

Only that visit’s checks show and print.

Your business

Remembered on this device for your next checklist.

Maintenance checklist

Customer

Equipment

Every visit

Tap one for each. Tap it again to clear it.

  • Asked how it’s been running
  • Thermostat checked in every mode
  • Air filter checked, cleaned or replaced
  • Electrical connections tightened, wiring checked
  • Disconnect and grounding checked
  • Contactors checked for pitting
  • Capacitors tested against their rating
  • Blower wheel and motor checked
  • Condensate drain and pan clear
  • Safety switches tested

Heating check

  • Burners inspected and cleaned
  • Igniter and flame sensor checked
  • Heat exchanger inspected for cracks and rust
  • Gas pressure checked, inlet and manifold
  • Gas connections checked for leaks
  • Flue and vent pipes checked
  • Inducer motor and pressure switch tested
  • Combustion tested
  • Combustion air supply checked
  • Nothing that can burn near the furnace or flue

Heat pump

Only if the system has one.

  • Reversing valve tested
  • Defrost controls tested
  • Outdoor unit raised, its drain holes clear
  • Backup electric heat tested

More checks

Heating readings

Leave out any you didn’t take.

Temperature rise

Worked out for you

What we found

What an HVAC maintenance visit covers

The list is built on the minimum inspection tasks in ACCA’s standard for maintaining home HVAC systems (ANSI/ACCA 4 QM) and on Energy Star’s check-up list, in plain words, for the most common home system: an outdoor AC or heat pump with a gas furnace or air handler inside.

  1. Ask how it’s been running Comfort, noise and bills. The standard starts every visit with the customer.
  2. Write down the equipment Make, model and serial, so the next visit and any warranty claim start from the facts.
  3. The electrical side Connections, the disconnect, contactors, capacitors, voltage and amps.
  4. Airflow The filter, the blower, the coil, and the temperature split or rise.
  5. Cooling: the refrigerant side Both coils, the charge by superheat or subcooling, and signs of leaks.
  6. Heating: the burner side Burners, ignition, the heat exchanger, gas pressure, venting and combustion.
  7. The safety switches The drain pan switch, and the furnace’s pressure and limit switches.
  8. What you found, and its price The standard asks you to tell the customer what you found and what it costs to fix.
  9. Anything unsafe, in writing Turn the equipment off and tell the customer why, in writing.
  10. The next visit Book it before you leave: spring for cooling, fall for heating.
Where this comes from

Checked October 22, 2026. It’s in plain words, not quoted; the links are the authority, not this page.

Ridgeline Heating & Air

980 Glendale Ave, Sparks, NV 89431
(775) 555-0144 · office@example.com
NV license #000000

Maintenance
checklist

Visit
Heating check
Date
Oct 20, 2026
Technician
Chris Dale

Customer

Ben Okafor
(775) 555-0121
655 Vista Blvd, Sparks, NV 89434

Equipment

Outdoor unit
3-ton AC, model AC-36, serial 0000000000
Indoor unit
Gas furnace, 80,000 BTU, model GF-80, serial 0000000000
Filter size
16x25x1

Every visit

  • Asked how it’s been runningOK
  • Thermostat checked in every modeOK
  • Air filter checked, cleaned or replacedDone
  • Electrical connections tightened, wiring checkedDone
  • Disconnect and grounding checkedOK
  • Contactors checked for pittingOK
  • Capacitors tested against their ratingOK
  • Blower wheel and motor checkedOK
  • Condensate drain and pan clearOK
  • Safety switches testedOK

Heating check

  • Burners inspected and cleanedDone
  • Igniter and flame sensor checkedDone
  • Heat exchanger inspected for cracks and rustOK
  • Gas pressure checked, inlet and manifoldOK
  • Gas connections checked for leaksOK
  • Flue and vent pipes checkedOK
  • Inducer motor and pressure switch testedNeeds repair
  • Combustion testedOK
  • Combustion air supply checkedOK
  • Nothing that can burn near the furnace or flueOK

Heating readings

Inlet gas pressure
7.0 in. w.c.
Manifold pressure
3.5 in. w.c.
Flame sensor
4.0 µA
Return air
68 °F
Supply air
120 °F
Temperature rise
52 °F
CO in flue
28 ppm
Blower motor
4.1 A
Line voltage
121 V

What we found

The flame sensor read 1.2 µA, so we cleaned it: it now reads 4.0 µA. The inducer motor’s bearings are noisy when it starts.

What we recommend

Replace the inducer motor before the cold weather: $385, parts and labor.

Next visit

Cooling check in April

Technician signatureCustomer signatureDate

OK: checked, nothing needed. Done: cleaned, adjusted or replaced today. Needs repair: see what we recommend.

A filled-in heating check, the way this page’s PDF comes out. The shop, the customer and the readings are made up.

Four ways to make every visit count

  • Photograph the data plate

    Model and serial are on it, for the next visit and any warranty claim.

  • Show them the old filter

    It’s the quickest way to show what the visit did.

  • Put a price on what you recommend

    A customer can say yes on the spot with the price in front of them.

  • Book the next visit before you leave

    Spring for cooling, fall for heating. Write it in Next visit.

Questions about this checklist

More templates for HVAC shops are on the free templates page.

How often should an HVAC system be serviced?

Energy Star suggests a check-up before each season: the cooling system in spring and the heating system in fall. ACCA’s standard sets most of its tasks twice a year and some once a year, and lets a contractor suggest once a year for equipment that only heats or only cools.

What do OK, Done and Needs repair mean?

OK: you checked it and nothing was needed. Done: you cleaned, adjusted or replaced something today. Needs repair: it needs work you haven’t done, written up under What we recommend. The PDF says what each mark means at its foot.

Can I add my own checks?

Yes. Add your own check puts a line under the list with its own OK, Done and Needs repair. Your checks stay for the next checklist, with their marks cleared.

Does it cover boilers or ductless systems?

It’s written for the most common home system: an outdoor AC or heat pump with a gas furnace or air handler inside. For a boiler, an oil furnace or a ductless system, add your own checks. ACCA’s standard has a checklist for each kind of equipment.

Is this checklist free?

Yes. There’s no account, no trial and no email address to give. Fill it in and download the PDF as often as you like.

Can I print a blank one?

Yes. Blank copy to print downloads the visit’s checks with boxes to tick, lines for the readings, and your business details at the top if you’ve typed them.

Where does what I type go?

Nowhere. It stays in this browser on this device, so it’s there next time you open the page. Wakeman never sees it, and Clear everything removes it.

More free templates

HVAC invoice

Equipment model and serial, refrigerant by the pound, labor.

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