Heat Pump Maintenance Checklist – Free PDF Template

Heat pump maintenance checklist

The heat pump maintenance checklist is a customizable tool for facility managers, HVAC technicians, and property managers looking to ensure heat pumps operate efficiently year-round. By providing a structured guide for inspecting components like coils, filters, and refrigerant levels, this template helps prevent breakdowns and extend equipment lifespan. According to the U.S. Department of Energy, regular heat pump maintenance can reduce energy consumption by 10% to 25%.

Unlike other pump-specific templates, this checklist is tailored for heat pumps, addressing unique challenges like seasonal performance optimization and refrigerant compliance. For broader needs, explore our related templates, such as the Water Source Heat Pump Maintenance Checklist or the Fire Pump Maintenance Checklist, to streamline maintenance across all systems.

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Preview of the template

Audit

Heat Pump

Check and adjust thermostat.

Check to make sure that the indoor & outdoor units turn on.

Replace the air filter or clean if reusable.

Check bearings & lubricate blower motor if needed.

Check blower belt, wear, tension, & adjust as needed.

Check electrical connections for tightness.

Check evaporator coil to determine if it needs cleaning.

Check voltage to unit.

Check blower motor amp draw.

Check electric heaters with amp probe and voltage during heating inspection.

Check condenser motor bearings & lubricate if needed.

Check condenser motor amp draw.

Check refrigerant (freon) level.

Check compressor amp draw.

Check crankcase heater if compressor has one installed.

Check defrost controls.

Check reversing valve operation.

Check coil temperature.

Check condensate drain and pan then note any discrepancies.

Perform a visual inspection of the ductwork and make notes regarding discrepancies.

Check the overall condition of the total system and alert customer of discrepancies.

Completion

Additional Comments / Cost of Maintenance

Name and Signature

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Frequently asked questions

What are the most common issues with heat pumps and how can they be prevented?

Common issues include refrigerant leaks, dirty filters, frozen coils, and faulty sensors. Prevent these by scheduling regular maintenance to clean components, check refrigerant levels, and inspect electrical connections. Ignoring these problems can lead to higher energy costs and reduced system lifespan, so proactive care is essential for performance.

Why does my heat pump lose efficiency in winter and how can I fix it?

Heat pumps can lose efficiency in winter due to frozen coils, insufficient refrigerant, or clogged airflow. Ensure proper defrost cycles, clean filters monthly, and inspect outdoor units for debris. Regular maintenance can also prevent performance dips, keeping your system efficient even in freezing temperatures.

What are the signs that a heat pump needs immediate maintenance?

Warning signs include unusual noises, weak airflow, inconsistent temperatures, or rising energy bills. If your heat pump struggles to maintain comfort or cycles on and off frequently, schedule immediate maintenance. Ignoring these symptoms can result in system failure or expensive repairs.

What should you include in a heat pump maintenance routine?

A thorough maintenance routine includes cleaning or replacing filters, inspecting refrigerant levels, checking electrical connections, lubricating moving parts, and testing the thermostat. Regularly clearing debris around the outdoor unit and ensuring proper airflow are also critical for optimal performance.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.