Why This Checklist Exists
If you manage commercial buildings, HVAC isn’t just about comfort — it’s about uptime, liability, budgeting, and avoiding the 3pm emergency call in the middle of a heat wave.
This checklist is what experienced property managers use to vet real commercial HVAC maintenance programs — not bare-bones tune-ups that look good on paper and fail when it matters.
We've seen what happens to units that run for 10-12 months a year that don't get their coils cleaned and their filters replaced. The most frustrating piece is project managers and large community managers pay $10,000+ for maintenance for their HVAC units and the companies come and don't even give them a list of every unit and the type of unit, at least proving they've been and checked every unit.
The Problem With Most “Commercial Maintenance Plans”
Most commercial HVAC maintenance agreements fail for three reasons:
- They focus on filters, not failure points
- They don’t document anything you can actually use
- They don’t help you plan replacements — only react to breakdowns
Property managers tell us the same thing over and over:
“We paid for maintenance… and still got surprised.”
This checklist exists to prevent that.
The Commercial HVAC Maintenance Checklist (PMC-Ready)
Full Equipment Inventory (Per Building)
Every maintenance program should start — and stay updated — with a detailed inventory:
- Unit type (RTU, split, VRF, makeup air, exhaust)
- Tonnage, model & serial numbers
- Installation year
- Service history and known issues
If your contractor can’t show this, they’re guessing.
Scheduled Preventive Maintenance (Not “When We Can”)
A real commercial plan includes:
- Seasonal PMs scheduled in advance
- Cooling-season and heating-season checklists
- No skipped visits due to “busy season”
Preventive maintenance only works if it actually happens.
Electrical & Mechanical Failure Checks
This is where most breakdowns start — and most plans fall short.
Your PMC should include inspection of:
- Contactors, capacitors, relays
- Belts, bearings, motors
- Compressor amp draw & imbalance
- Signs of overheating or early failure
These are silent problems until they aren’t.
Coil, Drain & Airflow Verification
Dirty coils and restricted airflow quietly destroy systems.
A proper checklist includes:
- Evaporator & condenser coil condition
- Drain line inspection and flushing
- Static pressure and airflow issues
- Early signs of mold or odor causes
This directly impacts energy use, tenant comfort, and complaints.
Refrigerant & Performance Monitoring
Not just “topping off refrigerant,” but:
- Leak detection and documentation
- Superheat / subcooling readings
- Performance trends over time
- Notes when a unit is becoming inefficient
This is how you catch failing systems before they spike utility bills.
Written Reports You Can Actually Use
Every visit should produce:
- Clear service notes (not generic checkmarks)
- Photos of issues and worn components
- Risk flags: low / medium / high
- Recommendations with timelines, not pressure
If it can’t be forwarded to ownership, it’s not useful.
Priority Response for Contracted Clients
When something does fail:
- Contract clients should get priority scheduling
- Faster response during peak season
- Familiarity with your equipment and buildings
Maintenance isn’t just prevention — it’s leverage when things go wrong.
What This Checklist Protects You From
- Surprise rooftop failures during heat waves
- Emergency replacements at premium pricing
- Tenant complaints and business disruptions
- Ownership asking, “Why wasn’t this caught earlier?”
Good maintenance doesn’t eliminate problems — it eliminates surprises.
What This Checklist Prevents
This checklist is built for:
- Property managers overseeing multiple buildings
- Facility managers responsible for uptime
- Project managers planning phased replacements
- Owners who want predictability, not panic
If that’s you, this page should feel familiar — and useful.
Why Our Checklist is Strict
This isn’t marketing fluff.
This is how we structure commercial HVAC maintenance agreements.
- We see what is failing before it breaks to let you know if you want to deal with it now or later.
- We've seen neglected building that were just "filter swaps" for maintenance.
- We've seen years of maintenance done with no inventory of what systems the property has.
- We've seen frustrated project manager's not understanding why they are paying so much and getting so little in return.
We work with professionals who want fewer emergencies — not just cheaper visits.
Next Step: Compare This to Your Current Plan
Take this checklist and ask your current provider:
- Which of these are included?
- Which are documented?
- Which are extra?
- Which aren’t done at all?
If the answers feel vague, that’s your answer.
Ready to Take Control of Your Commercial HVAC?
If you manage commercial properties and want fewer surprises, clearer reporting, and a maintenance plan that actually protects your budget, let’s talk.
We offer free commercial HVAC estimates that include:
- A high-level review of your existing equipment
- Discussion of preventive maintenance needs
- Identification of risk areas and aging units
- Guidance on maintenance planning and future replacements
- Straightforward answers — no pressure, no upselling
Whether you’re comparing providers, reviewing an existing maintenance contract, or planning ahead for next year’s budget, we’re happy to help.
Call us today to schedule your free commercial HVAC estimate.
We work with property managers and facility teams across Los Angeles and the San Fernando Valley who want a long-term HVAC partner — not just another service call.
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