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Inspection template in the LeanSuite app

Last reviewed

HVAC maintenance inspection checklist

A monthly inspection of one air handling unit or heating and cooling unit. The 12 questions cover airflow (filters, fans, vents), the coils, drain pans and set temperature, signs of a refrigerant leak, belts, bearings, connections and controls, and the service record. Faults go on a work order, so the inspection feeds your maintenance system instead of a notebook.

A maintenance technician or the HVAC contractor runs it monthly per unit. What a failure looks like: a filter loaded with dust so the unit runs hard and the area gets stuffy, a drain pan overflowing onto a ceiling tile, a slipping belt squealing at start-up, or oil stains at a refrigerant joint that point to a slow leak. Note the unit's set temperature each time so a drift shows up.

What it is for, as built: Monthly inspection of an air handling or heating and cooling unit.

Use this template in LeanSuite

The full question list

The 12 questions in the inspection

Every question is answered Yes, No or N/A. Each No is flagged and asks for a photo and a comment, so the finding arrives with its evidence.

Airflow

  1. 1Filters are clean and not blocked
  2. 2Fans run quietly with no unusual vibration
  3. 3Vents and returns are not blocked

Cooling and heating

  1. 4Coils are clean and free of damage
  2. 5Condensate drain pans and lines are clear
  3. 6The unit reaches the set temperature
  4. 7There is no refrigerant leak sign (oil stains, hissing)

Electrical and controls

  1. 8Belts, bearings and guards are in good condition
  2. 9Electrical connections are tight and show no heat marks
  3. 10The thermostat or controller works and is set correctly

Records

  1. 11Filter changes and service dates are recorded
  2. 12Defects are logged with a work order

Worked example, illustrative

A filled-in example

One section as it might be filled in on the floor, with every other section of the inspection answered Yes. The place and finding are made up to show how the inspection reads and scores.

Result: pass, 91.7% against a pass mark of 90

  • 12 questions, all of them count.
  • 1 answered No, so 11 of 12 are Yes: 11 ÷ 12 = 91.7%.
  • 91.7% is at or above 90, so the inspection passes. The No still needs its fix.

What happened next: Technician cleared the drain line and cleaned the pan during the visit. Maintenance lead added a quarterly pan treatment to the plan.

Scored here as one point per question with N/A left out. In the app each answer carries the points set on the template, so change them after you clone it if your plant weighs some checks more.

HVAC Maintenance Inspection

Inspection, monthly

Unit ID or location
AHU-3, packing hall roof

Cooling and heating

  1. Coils are clean and free of damageYes
  2. Condensate drain pans and lines are clearNo

    Comment: Condensate pan half full with slime, drain line blocked. Water mark starting on the ceiling tile below the unit.

    Photo attached to the No

  3. The unit reaches the set temperatureYes
  4. There is no refrigerant leak sign (oil stains, hissing)Yes
Drawn from this template's own questions, not a screenshot of the app. Illustrative answers.

When to use it

  • Once a month.
  • The person responsible for the area or equipment answers each question on the spot.
  • Each record starts with: Unit ID or location.

How it is scored

The template is built with points per answer and a pass mark of 90. In this library every audit is set to pass at 80 and every inspection at 90. Each submitted inspection shows its score and pass or fail, and every No is flagged with its photo and comment.

Change the points or the pass mark after you clone it. How rules and scoring work.

Read and print

More in maintenance and equipment

All maintenance and equipment templates

FAQ

HVAC maintenance inspection checklist: common questions

  1. Monthly per unit as built. Add a check before the cooling season and before the heating season, after a filter or belt change, when people report a stuffy or hot area, after a power outage, and during dusty work nearby such as grinding or construction, when filters load in days instead of weeks. Set temperature drift is another reason to look early.

  2. A maintenance technician or the HVAC contractor who knows the unit's set points, belt and bearing checks and what a refrigerant oil stain looks like. Anything involving refrigerant goes to a certified technician. The maintenance lead reviews failed checks and signs off the work orders, and a unit serving a temperature controlled product area gets priority.

  3. A fail means the unit is working hard for nothing, about to drop water through a ceiling, or showing heat at a connection. Change a loaded filter now and clear a drain pan before it overflows. A hot connection or a refrigerant leak sign gets the unit isolated and a work order the same day. In this template every No is flagged and asks for a photo and a comment, and an inspection that scores under its pass mark of 90 is a fail.

  4. Keep the unit ID, date, filter change and service dates, the set temperature against what the area reaches, belt and bearing condition, photos of stains or heat marks and the work order for each defect. The trend shows how fast filters load and whether a unit's temperature is drifting, which sets your real service interval. In LeanSuite each submitted inspection is stored with its score, its pass or fail, and the photo and comment on every No.

  5. 12 questions in 4 sections: airflow, cooling and heating, electrical and controls, and records. Every question is answered Yes, No or N/A.

Use this template in LeanSuite

It is ready in the Template Marketplace inside Lean Creator as “HVAC Maintenance Inspection”. Clone it into your plant, change any question, then schedule it to a person, role or asset with reminders. Auditors complete it on a phone or tablet, with photo evidence where required.

Not on LeanSuite yet? On a 90-day pilot our team sets up your account and digitizes the forms and checklists you use today, this one included.

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