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Ventilation Maintenance Inspection

When doing Ventilation Maintenance use a digital checklist to ensure that the ventilation systems meet the legal requirements.

Go paperless, conduct inspections easily and solve issues quicker with your teammates.

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Heating, Ventilation, and Air Conditioning Checklist

With this template, mechanics can carry out preventive maintenance on an HVAC system and submit a final report.

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What is a checklist for the Maintenance of a ventilation system?

With a checklist for the Maintenance of a ventilation system, information about the distribution of airflow, pressure and air quality in the ventilation system is collected. It is a tool to detect non-compliance with ventilation requirements immediately. The Maintenance of ventilation systems helps to prevent the airtightness of the building, which can lead to health risks, suffocation and even death.

This article deals with the following topics:

1. Meaning of maintenance of ventilation systems

2. The 5 steps in maintaining a ventilation system

3. A digital solution for ventilation inspections

importance of maintenance of ventilation systems

The maintenance of ventilation systems is one of the most important technical controls available to the company hygienist to maintain and improve the quality of the air in the working environment. Ventilation systems enable an energetically and hygienically optimised air exchange. Thus they form an important part of modern and energy-saving buildings. It is, therefore, of great importance to invest in regular maintenance. Checking the ventilation systems brings you the following advantages:

  • ensure the proper functioning of the ventilation system
  • extending the life of the device
  • energy saving
  • check for damage and contamination
  • to prevent the transmission of diseases. Tuberculosis and legionellosis are diseases that are transmitted via the air. By waiting regularly, a possible spread can be prevented.
  • to control the temperature and humidity at the workplace.
  • to keep an eye on contaminants for toxicity.

The 5 steps of ventilation system maintenance

To maintain warranty claims, it is necessary to document all maintenance procedures. Proper inspection and Maintenance of a ventilation system is essential to preventexcessive moisture, mould growth and the accumulation of air pollutants such as allergens, skin flakes, dust and cleaning chemical vapours. The following five steps will help inspectors perform Maintenance:

Step 1: Plan inspection

A scheduled inspection gives an inspector or inspection team sufficient time to thoroughly check the ventilation system and ensure that it is operational and in good condition. It also helps to prevent unnecessary incidents, injuries and illnesses.

Step 2: Ensure that the ventilation system meets the requirements

Ventilation systems are built with different specifications and capacities. Depending on the required standards and the conditions of the facility. It is important to check the ventilation system to ensure that it meets the needs of the company and ensures compliance with the legal requirements.

Step 3: Check the ventilation system in operation

Maintenance of the ventilation system includes checking the airflow from the ventilation openings and the condition of the ventilation grilles. Particular attention is paid to the presence of bent, missing or damaged parts, so that immediate repairs can be made to prevent the filter from becoming clogged with air pollutants.

Step 4: Check for pest infestation

The different areas of the ventilation system should be checked for traces of pests during Maintenance to minimize infestation. The cause must be determined, and remedial measures for treatment implemented immediately.

Step 5: Use a checklist

A ventilation system checklist serves as a guide for inspectors during maintenance. With their support, it is easier to identify defects, damage or repair requirements. It also assists in the evaluation of a ventilation system in order to determine the need for improvement and optimization of the operation.

Mobile inspection application for the maintenance of a ventilation system

Traditionally, inspectors use pen and paper for the Maintenance of a ventilation system. A tedious and time-consuming task.

With Lumiform's mobile app, you can easily perform quality and safety audits, report problems in a snap and quickly assign corrective actions to responsible colleagues. Easy communication with all team members and third parties allows you to improve internal processes and resolve incidents up to four times faster.

Individual digital forms

The flexible form construction kit makes it possible to create new individual checklists at any time and to adapt them again and again.

First class customer service

Lumiform’s excellent 24/5 support will reliably answer all your questions about the app when you need assistance using the tool.

Scheduling and notifications

The Lumiform App ensures that the schedule is kept. All employees receive notifications about the procedure and due dates. Managers automatically receive notifications when assignments are overdue and problems have occurred.

Time-defined work steps

Keep an eye on your schedule and use the information to identify opportunities to increase your efficiency.

Faster identification and resolution of problems

The data you collect from inspections is collected under the Analysis Tab. Here you can access all data and view your performance reports broken down by time, location and department. This helps you quickly identify causes and problems so you can fix them as quickly as possible.

Track inspections in facilities over time

Monitor your team’s inspection performance and identify opportunities to improve the process and efficiency of your operations.


Connect Lumiform’s Software to enterprise software systems.

Time-defined targets

Keep an eye on what’s happening and identify insights from the information gained to increase your efficiency.

Your contact for all questions concerning Ventilation Maintenance Inspection

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