Templates
HVAC maintenance plan template

HVAC maintenance plan template

Log inspections, track performance, and keep servicing consistent with this editable HVAC maintenance plan template.

Use this template with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.
  • Customize this template or build your own
  • Fill out templates via mobile app
  • Assign and track corrective actions
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF
HVAC maintenance plan template

Log inspections, track performance, and keep servicing consistent with this editable HVAC maintenance plan template.

Use this template with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.
  • Customize this template or build your own
  • Fill out templates via mobile app
  • Assign and track corrective actions
  • Get reports and analyse your data
Prices start from ░░░ per month
Book a demo
Learn more
or Download template as PDF

A HVAC maintenance plan template brings structure to your preventive service routines, helping you avoid costly emergency repairs and system failures. You’ll document essential checks from filter replacements to electrical inspections in one organized format.

According to Plant Engineering, aging equipment and mechanical failure are the top causes of unplanned downtime – issues that regular maintenance directly addresses. When your team follows a consistent plan, they’ll catch small problems before they escalate into major breakdowns. We created this template so you can extend equipment lifespan while maintaining peak performance, giving you peace of mind that nothing gets overlooked during routine service visits.

Related categories

Preview of the template
Entity
Page 1
System Information
HVAC System Type
System Manufacturer
Model Number
Serial Number
Age of System
Last Maintenance Date
Preventative Maintenance
Check air filters
Inspect ductwork for leaks or damage
Inspect electrical connections and tighten as needed
Lubricate all moving parts
Inspect and clean condenser coils
Inspect and clean evaporator coils
Check refrigerant levels and add if necessary
Inspect and clean condensate drain
Check thermostat operation
Inspect and clean blower components
Inspect and clean burner assembly
Inspect heat exchanger for cracks or deterioration
Inspect and clean pilot light and/or ignition system
Inspect and clean combustion air intake
Inspect and clean flue/vent system
Inspect and clean blower compartment
Inspect and clean air handler
Inspect and clean air handler blower
Inspect and clean air handler coils
Inspect and clean air handler drain pan
Inspect and clean air handler air filters
Safety Checks
Check for proper airflow
Check for proper system pressures
Check for proper system temperatures
Check for proper system voltages
Check for proper system amperages
Check for proper system gas pressures
Inspect and test safety controls
Inspect and test limit switches
Inspect and test pressure switches
Inspect and test flame sensors
Inspect and test carbon monoxide detectors
Operational Checks
Check system startup and shutdown
Check system operating temperatures
Check system operating pressures
Check system operating voltages
Check system operating amperages
Check system operating gas pressures
Check for proper airflow
Check for proper refrigerant charge
Check for proper thermostat operation
Check for proper humidifier operation
Check for proper air cleaner operation
Maintenance Schedule
Frequency of Maintenance
Next Maintenance Date
Technician Name
Technician Signature

Frequently asked questions

How do I customize this HVAC maintenance plan template for different system types?

Focus on adapting the preventive maintenance section first. For heat pumps, add refrigerant pressure checks. For furnaces, emphasize heat exchanger inspections. Keep the core structure intact while adding equipment-specific checks based on manufacturer recommendations. This approach ensures you maintain comprehensive coverage while addressing unique system requirements.

How can I use this template to reduce my HVAC maintenance costs?

Use the template to identify recurring issues by tracking patterns in your maintenance records. When you spot components that frequently need attention, you can address root causes rather than symptoms. The preventive approach helps you budget for replacements before emergency situations occur, and the documented history gives you leverage when discussing warranty claims with manufacturers or vendors.

What should I do if I find multiple issues during an HVAC maintenance check?

Prioritize safety concerns first (like heat exchanger cracks or electrical hazards), then address issues affecting operational performance (refrigerant leaks, airflow restrictions). Document everything in detail, including photos when possible. For complex problems, note the specific components involved and any measurements taken. Thorough documentation makes follow-up repairs smoother and creates accountability in your maintenance workflow.

When should I schedule HVAC maintenance to minimize disruption?

Schedule cooling system maintenance in early spring before temperatures rise, and heating system checks in early fall before the first cold snap. For occupied buildings, coordinate early morning sessions before business hours. In manufacturing settings, align with planned production downtimes. Always communicate the maintenance window in advance, including expected duration and any temporary service interruptions.

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.